Document library software creates isolated, permission-controlled workspaces where teams, departments, and external partners manage documents without accessing anything outside their scope. infoRouter Libraries are membership-based: only authorized users see the contents. Each Library has its own policies, user roles, and access rules, all managed independently without affecting the rest of the system.
Key Takeaways
- Library management in infoRouter creates structurally isolated workspaces where documents, folders, and security settings in one Library are invisible to users of another.
- Membership-based library management controls access at the workspace level, making Libraries ideal for external partners who need project access without exposure to other content.
- Each Library supports independent policies for retention rules, metadata requirements, workflow rules, and document operations through delegated library management.
- infoRouter's library management separates work across departments, project teams, and external collaborators.
The Problem: Shared Drives Do Not Separate Work
On a shared drive, everyone sees everything. Or you spend weeks building a permission structure that breaks the first time someone moves a folder. Departments step on each other's files. External partners get more access than intended. Sensitive HR documents sit two folders away from the company picnic photos.
The issue is not access control alone. It is that shared drives were never designed to create isolated workspaces.
How infoRouter Libraries Work
Isolated Workspaces
Each Library in infoRouter is a self-contained workspace. Documents, folders, users, and security settings inside one Library are invisible to users of another Library, unless they have explicit membership in both. This isolation is structural, not just cosmetic. A user in the Engineering Library cannot accidentally (or intentionally) browse into the Legal Library.
Membership-Based Access
Libraries are either membership-based or anonymous. In membership-based Libraries, the System Administrator or designated Library Manager controls who gets in. Users can be:
- Global Users: with access across multiple Libraries
- Local Users: restricted to a single Library with specific permissions
This makes Libraries ideal for external partners: give a client or vendor access to their project Library without exposing any other part of your document system.
Library Types
- Online: active and accessible to members
- Archived: read-only, preserved for reference or compliance
- Hidden: invisible to non-members in directory listings
Library Policies
Each Library can have its own policies governing:
- Document operations: who can edit, share, delete, or check out documents
- Retention rules: how long documents are kept before review or disposition
- Metadata requirements: which custom property sets apply within this Library
- Workflow rules: approval chains and routing specific to this workspace
Policies are set by the Library Manager and do not affect system-wide settings. This means a compliance Library can enforce strict retention and approval rules while a general operations Library allows more flexibility, all within the same infoRouter installation.
Delegated Administration
System Administrators create Libraries. They can then delegate day-to-day management to Library Managers, who handle user access, folder structure, and policy enforcement within their workspace. This distributes the administrative workload without giving Library Managers system-wide privileges.
Who Uses It
At Chemtex International, hundreds of users across multiple global offices collaborate on engineering documents through isolated Library workspaces.
"We serve hundreds of users across multiple offices around the globe. Collaborating on engineering documents so effectively would not have been possible without infoRouter." Kim Waller, Chemtex International
Frequently Asked Questions
- Can external partners access a Library without seeing other company documents?
- Yes. Libraries are structurally isolated workspaces. A user with membership in one Library cannot see or access documents in any other Library unless they have explicit membership in both.
- What is the difference between a Global User and a Local User?
- Global Users have access across multiple Libraries, while Local Users are restricted to a single Library with specific permissions. Local Users are ideal for external partners who need access to one project workspace.
- Can each Library have its own document retention and approval rules?
- Yes. Each Library supports independent policies for retention rules, metadata requirements, workflow rules, and document operations. A compliance Library can enforce strict rules while a general operations Library allows more flexibility.
- Who manages the day-to-day operations of a Library?
- System Administrators create Libraries and can delegate management to Library Managers. Library Managers handle user access, folder structure, and policy enforcement within their workspace without having system-wide privileges.
- Can a Library be archived for read-only access?
- Yes. Libraries can be set to Online (active and accessible), Archived (read-only, preserved for reference or compliance), or Hidden (invisible to non-members in directory listings).
See It in Action
Schedule a demo to see how Libraries, membership controls, and Library policies work for your team structure and collaboration needs.