Public sector teams handle a constant flow of paperwork, such as grant requests, internal reports, supplier contracts, and budget planning documents. When these files aren’t stored consistently or organised, it eats up staff time, increases manual follow-ups, and raises the risk of missed steps. Many organisations still use folders in tools like SharePoint, thinking they’re the simplest way to manage shared files. But this approach gets cluttered quickly, especially when multiple teams and workflows are involved.
As more cities and government bodies move to improve how they handle internal processes, SharePoint continues to be a key platform. But how it’s used makes all the difference. Instead of relying on folders alone, building with metadata helps teams find, sort, and manage files in a way that’s far more strategic. Montreal’s public sector offices are already seeing better results from this switch. Here’s why this matters and how teams are making it work.
Why Are Folders Not Ideal for Document Management in SharePoint?
Folders in SharePoint seem fine—until things scale. Whether it’s a growing draft folder, duplicated content, or access limitations, problems surface quickly.
Here’s how folders fall short:
– Limited search: If someone doesn’t remember the exact folder name or structure, they end up clicking through multiple layers trying to guess where a file might live. Even with SharePoint’s search bar, it’s hard to locate something buried in nested folders unless keyword tagging is used properly.
– Duplication risk: Files often get duplicated in different places because users upload them to multiple folders for different teams. This creates confusion about which version is the latest and leads to rework.
– Access issues: Folder-level security restricts flexibility. Let’s say an employee needs just one document inside a restricted folder. To access it, admins either loosen security or create a separate copy, both of which strain control.
– Locked structure: A folder system forces a one-path view of documents. But in public projects, a single document can relate to multiple departments or goals. A folder won’t reflect those layers.
Picture a team managing a city-led infrastructure project. One department posts environmental reports in its folder. Another store’s contracts are under procurement. A third handles community notices. If someone wants to find everything tied to a particular project phase or audit request, they’ll have to ask around or dig manually. This wastes time and creates blind spots.
In the public sector, where deadlines are set by government timelines and accuracy is non-negotiable, a messy folder system slows everything down.
What Is Metadata in SharePoint?
Metadata is simply extra information that explains what a file is about. In SharePoint, it’s added through custom fields or columns that attach descriptive details to each document. It feels similar to using coloured tabs or labels in physical file folders, only smarter and easier to sort through digitally.
Here’s how that might look in action. Instead of saving a contract in a folder called “Q3 Reports,” you can label the document with these kinds of fields:
– Document Type: Contract
– Department: Procurement
– Project Name: Transit Upgrades Phase 2
– Status: Final
– Date Created: August 2025
Thanks to metadata, that file becomes instantly accessible from any department’s search filters. Even if a user doesn’t know the full title or where it lives in the library, they can pull up all documents marked “Final” for that project or all contracts under procurement. No chasing down paths. Just clear categories.
Public organisations in Montreal maintain unique programs and reporting structures. Metadata makes it easy to tailor document tags like “District,” “Programme Year,” or “Legal Compliance” so that sorting reflects the business logic that’s used internally. This flexibility is where metadata starts to show its strength.
It allows one document to show up in many filtered views without being duplicated. For example, a report marked under both Finance and Urban Housing can appear on dashboards for both departments, but it’s still one file. That supports better version control, smoother collaboration, and streamlined compliance.
How Does Metadata Enhance Document Management in the Public Sector?
When metadata is implemented in SharePoint, daily tasks speed up. For public sector organisations juggling multiple obligations and audits, this gives everyone more breathing room—and more accuracy.
Search functions become far more useful. With filters in place, employees no longer need to remember complex folder structures. Want to grab all grant files approved last fiscal year? That’s a matter of selecting tags like “Document Type: Grant” and “Status: Approved.” You can narrow it even further by department or quarter. This speeds up reporting, annual reviews, and information requests.
Permissions also improve. Instead of folder-based visibility, you can set up filtered views tied to metadata values. One staff member might only see documents marked as “Draft” and “HR,” while another can view only “Legal” files marked “Approved.” The actual documents live in the same space, but role-based access keeps everything secure and simple to navigate.
Workflows are another big win. Connecting SharePoint with Power Automate gives you automation based directly on metadata. For example:
– A file marked “Pending Approval” triggers a manager’s review.
– A final report gets automatically copied to a records archive.
– A risk record tagged “High Priority” sends a real-time alert to the compliance team.
These automations save hours of admin time across the board. They also help track where documents sit in a process, which cuts down on forgotten steps, stacked email threads, and miscommunication between city teams and provincial bodies.
For Montreal’s public sector, that reliability matters more than the tech behind it. It’s about keeping operations synchronised while dealing with heavy paper loads and policy-driven workflows.
How to Implement Metadata in SharePoint for Public Sector Projects
Rolling out metadata in SharePoint doesn’t require a full IT overhaul, but it does involve planning upfront. Start by talking with teams to figure out what files are commonly used and what details people search for when they can’t find something.
Once that’s mapped out, the steps look like this:
1. Identify document categories: Common types include audit reports, contracts, legal notices, grant approvals, and stakeholder briefs.
2. Define the right metadata fields: Fields like Status, Department, Created Date, Project Phase, or Fiscal Year help separate and organise files.
3. Create site columns and content types: These setup tools in SharePoint help maintain consistency across libraries, so metadata is uniform when applied.
4. Build custom views: Once the fields are in place, create tailored views like “Pending Submissions” or “Reports by Department” that staff can use immediately.
5. Automate with Power Automate: Set up rules tied to specific tags where needed. For instance, “Send to archive if Status = Final and Created Date > 6 Months Ago.”
6. Train staff with quick tips: Show examples of tagging in place, include tagging steps in the upload process, and answer questions when they come up.
7. Revisit metadata quarterly: Check which fields are being used, which aren’t, and adjust based on real feedback and shifts in team structure or reporting needs.
It’s tempting to make a long list of tag options, but simplicity wins. Use dropdowns and limit open fields so tagging stays consistent. The more intuitive the tagging system, the more likely people are to adopt it.
Making Document Oversight Easier for Public Teams
Once folders stop being the main structure and metadata starts guiding how files are used, people notice real change. It’s not just that documents are easier to find. It’s the fact that no matter who joins a team or when they do, access and clarity stay the same.
Public collaboration depends on consistent processes. If a file passes between urban planning, legal, and procurement, it needs to be searchable and auditable at every turn. Metadata helps maintain that thread without slowing things down. People can pick up where others left off, and information doesn’t go missing when a folder gets renamed or buried.
In public offices across Montreal, the shift has already begun. As more departments streamline their document review cycles and audit processes, metadata is proving to be a smarter way to work. SharePoint already offers the tools—it’s the setup that brings real structure. Tagging doesn’t take much. But it delivers clarity right when it’s needed most.
Unlock the full potential of SharePoint for your organisation by exploring how metadata can streamline your processes. Our focus on optimising SharePoint document management can help you manage workflows more effectively and keep your teams in sync. To learn more about how to refine your document management strategy and enhance collaboration across public sector teams in Montreal, connect with Alcero to guide you towards a more organised and efficient workplace.