Managing content on a SharePoint site collection; on a site; in a library or on a list is a never ending task. There is no one way of doing this, but if governance policies are put into place the “pain” of this can be reduced for the Site Collection Administrator or Site Owner in the long run.
How a site collection, site, library or list is set up all comes back to the business requirements that were gathered. There are many questions to ask during a requirements gathering session, but the Top 5 I think of are:
- Is the content being stored for communication or collaboration purposes?
- Should the content be organized using folders or metadata?
- Will content types be used? If yes, existing content types or customized types?
- Is version control required?
- Is the content restricted to one area of the business or can multiple business units access it?
There are many more questions to be asked, but if you have a basic understanding of the requirements you can begin building the model which best suits your business users needs.
Here is a link to a post on a LinkedIn SharePoint Community Group I am a member of. Great input and ideas are shared here on this topic: http://lnkd.in/FWWy3i
Edith Young 