Advices for organizing content in SP2013 Foundation

Hallo everybody
we are studying SP to apply it to this situation:
some hundreds of "contracts", i.e. collections of documents (varying from 1 to 100 PDFs, DOCs, emails);
a hierarchic categorization of the contracts (eg. assistance, consulting, consulting / infrastructure, consulting / operations..);
some document templates available to specific categories; hence the user can create only some type of documents within a contract, according to the category it belongs to;
Which could be a good implementation? I.e.
categories as document libraries?
contract' name as document' property (using views to group documents for each contract)?
document creation restriction by using routes (even if this doesn't avoid using a document template which is not available for the category of the destination contract)
I admit this is quite a 10,000 feet question, we are asking for some direction: surely, it may need many more elements for an accurate analysis and we will be happy to provide them :)
Thanks in advance

Hi,
I would propose you go with Document Set approach. Based on your categories, create your document libraries in which Document Set is enabled and with required metadata.
Then create a list with same set of metadata and this list will be used by users to create a new Contract. Once user submits the form of the list, at the backend your code should check what category is selected by the user and based on that programmatically
create a document set in corresponding document library with metadata copied into it.
Secondly, this is obvious that these document libraries will reach item limit threshold so plan for archiving the contracts in a sub site or some other site collection and make them available for users via Search Service. YOu have to also think about the
permission management for these contracts (each Document set). If you have a requirement for item level permission then I do not think SharePoint is a right candidate for this requirement because if you have 1000s of contracts then breaking item level permission
will not be good. Somehow you have to provide the permissions at document library for AD groups.
Let me know if you have further queries on this. Thanks.
-Prashant

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hth
w
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Eric
Eric Tao
TechNet Community Support

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