Overview 

SharePoint document libraries can help you properly manage the UO records under your care. Learn when to use SharePoint document libraries and which settings to use. 

What is a Document Library? 

A document library in SharePoint serves as a container, functioning similarly to a folder on a legacy file share, such as a network drive or letter drive (for example, the “F: drive”).  

• However, a document library incorporates advanced features and functionalities that surpass the basic operations of traditional folders and make them an important feature of SharePoint for managing records. 
• When a new SharePoint site is created, it automatically comes with a default empty document library.
  • Once a site is created, users can add more libraries.  

Benefits of Using Document Libraries to Manage Records 

While folders mainly organize documents, spreadsheets, and other kinds of files, libraries support our ability to do more. 

• Libraries manage records, while folders mainly organize files. Library settings can be customized to fit organizational needs, improving file and folder management and document search. 
• Instead of moving all shared drive folders into the default library, consider creating a few focused libraries.
• Well-structured libraries support clearer retention, improved security, easier automation, and stronger compliance. 

Example: One SharePoint site with two libraries: 

• Personnel: Tracks separation dates and employee types with restricted access for staff authorized to access such information. 
• Financials: Uses columns for index, vendor, and payment status, with access limited to staff authorized to access such information 

Learn more about the process of uploading files to SharePoint through Microsoft 365 Online and through Microsoft Teams. 

Library or Folder? 

When to Create a New SharePoint Library 

Create a separate library if the records meet any of the following criteria: 

• Have a different retention requirement than other files. 
• Require restricted access (HR, student, legal, research, financial data). 
• Represent a distinct records category or business function. 
• Follow a different lifecycle or workflow (e.g., audits, disposition review). 
• Would create compliance or legal risk if misfiled. 

When Folders Are Appropriate 

Use folders within an existing library if the records meet any of the following criteria: 

• Are the same type of record with the same retention rules. 
• Are organized only for convenience during active work. 
• Do not require different access controls. 
• Would not create compliance risk if placed incorrectly.
• Examples: 
  • Working drafts 
  • Short‑term projects 
  • Subtopics within one records category 

How to create a Library and access its Settings 

To create a Library, from the home page of the site, select New > Document library 

• When naming the new library, avoid blank spaces 
  • Example, instead of “Curriculum and Instruction” use “Curriculum-and-Instruction”  
• Learn more about libraries by browsing Microsoft’s guidance 

To access the Library’s settings go to Settings > Library settings  

Recommended Library Settings  

For an overview of the site permissions available to SharePoint users, see SharePoint site permissions. 

Libraries used for everyday collaboration usually benefit most from simple versioning, relevant metadata (columns), and search enabled; each of these features are part of a library's settings. 

The following recommended settings are for SharePoint Online, the cloud based version included with Microsoft 365 currently used by University of Oregon. 

• Tip: Treat the following recommendations as starting defaults. Libraries that contain sensitive records (e.g., HR/Personnel, Finance) often need tighter permissions and sometimes additional review controls. 

Versioning settings

Setting	What it controls (plain language)	Recommended default	Change it when...
Content approval	Whether changes stay in “draft” until someone approves them.	Leave off for now (enable only for specific libraries if needed).	You need a formal review/publish step (policies, public; facing docs, controlled templates).
Document version history	How SharePoint saves past versions so you can restore or audit changes.	Major versions (1, 2, 3…). Keep up to ~500 major versions.	You need drafts (minor versions) for controlled editing; request Major/Minor only where required.
Draft item security	Who can see drafts/minor versions.	Editors can see drafts by default.	Only approvers should see drafts (highly controlled content).
Require Check Out	Forces people to “check out” a file before editing (prevents simultaneous edits).	Off by default; groups can opt in.	Coauthoring causes conflicts, or you need strict single; editor control.

Advanced settings

Setting	What it controls (plain language)	Recommended default	Change it when...
Content types	Allows multiple document “types” in one library (each with its own metadata, templates, rules).	No (keep libraries simple unless there’s a clear need).	A library must store multiple distinct record types with different metadata/retention/security needs.
Document template	Sets the starting template for new files in the library.	Leave as-is for now.	You want consistent formatting (forms, letters, reports) and a controlled starting point.
Open in browser vs. app	Default behavior when users click a file.	Use site default (open in browser).	A specific workflow requires desktop apps by default (special add; ins, complex docs).
Folders	Whether users can create new folders in the library.	Yes by default; restrict per group if needed.	Folders are being overused and hiding content; you want metadata/views instead.
Allow items to appear in search results	Whether library items show up in SharePoint/Microsoft search (permissions still apply).	Yes.	The library contains content that should be excluded from search for operational reasons (rare).
Index non; default views	Whether alternate views are indexed for search.	No.	A specific view must be searchable and performance; tested.
Reindex library	Forces SharePoint to re; crawl the library for search.	Off by default; use only when needed.	You changed columns/metadata significantly and search results are out of date.
Offline client availability	Whether the library can be synced/downloaded for offline use.	No by default; allow per group as needed.	Users must work offline and the content is appropriate to sync to devices.
Site assets library	Marks the library as the default place for images/files used on pages.	No by default; enable only for purpose; built asset libraries.	The library is intended to store images/assets for pages (not business records).
Quick property editing	Allows bulk editing metadata in grid view/details pane.	Yes.	Bulk editing creates risk for a highly controlled library (rare).
Dialogs	Whether edit/new forms open in a popup dialog vs. full page.	No.	A group prefers dialogs for speed and it works well with their browser/workflow.
Automatic index management	Lets SharePoint create/manage column indexes for better view filtering performance.	Yes.	You have a specific performance troubleshooting scenario and need manual control.

Setting Unique Permissions for a Library

For an overview of the site permissions available to SharePoint users, see SharePoint site permissions.
If the group of users who should have access to the library are a subset of all of the site users, best practices dictate the site administrator:

1. Set up new Group

Navigate to Settings >  Site permissions > Advanced permission settings 

 

Select Create Group to enter name and permission level for the group.  In the Create Group screen, navigate to New > Add users to add users to the Group who will have access to the Library. 

 

 

2. Assign permission for the Group to the Library

Once the library and group have been created, it is time to link the two. Navigate to Library settings > Permissions for this document library and select “Stop Inheriting Permissions”
Options will be to remove or add groups, as needed. 
Recommended: remove the groups that do not need permission to the Library but do not remove the “Owners.”