Best practice- managed metadata Document Management SP 2013

I'm working on a project which is creating a document library.

They would like to have one document lib and then tagged and categorized. But they would like to display these document library on other sites and sub sites  filtered and sorted based on the tagging

But the question is whats the best way to tag the documents and the tagging structure is quite complicated. Currently we are thinking of creating columns and using that to tag docs e.g categories etc..

But I'd prefer to use managed metadata - Term Store. So is this the best way to achieve this.

Will document set and managed metadata work better in this scenario?

If I use Document set and Manages metadata how would I be able to display these files on other subsites based on specific filtering etc..

Any thoughts and experience will be appreciated

Thanks in Advance

May 20th, 2015 11:45pm

The best way is to use the term store to manage tagging and categorising documents.  What I recommend to clients is create an "Enterprise" term group and the Document Type.  Because every document has a document type so you can tag;

  • Contract
  • Correspondence
  • Requirements
  • Instruction
  • Etc 

Then you could add the term set for Category:

  • Finance
  • HR
  • Etc.

The beauty of this approach is that it is centrally managed by an administrator .  You would then create a content type with these "foundation" fields that you would enforce via required fields.

Once this is done, you can leverage the Managed property and map the crawled term (Document type and category).  From there you use search refiners on you search page.

This is the first thing I would do in cracking open SharePoint.

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May 20th, 2015 11:57pm

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