When setting up or refining a SharePoint environment, one of the most effective ways to structure documents is through a functional classification scheme. This method ensures information is organised based on business functions rather than organisational hierarchy, creating a more stable, scalable, and efficient system. Over my years of working with SharePoint, I’ve seen firsthand how this approach transforms document management, making it easier to find, manage, and retain information effectively.
Understanding Functional Classification
A functional classification scheme structures documents based on the tasks and processes an organisation performs rather than who is responsible for them. Unlike traditional folder-based structures that mirror an organisation’s departments (which change frequently), functional classification remains stable over time.
For example, a marketing department might organise documents like this:
Function: Marketing
- Activity: Advertising – Ad copy, media plans
- Activity: Brand Management – Brand guidelines, brand assets
- Activity: Content Creation – Blog posts, social media plans
This structure focuses on what an organisation does rather than who does it, making it more resilient and intuitive.
Why Is It Important?
A functional classification scheme is considered a best practice for SharePoint document management for several reasons:
1. Stability During Organisational Change
As companies grow and restructure, departments merge, split, or shift. However, core functions like HR, Finance, and Marketing remain largely the same. By classifying documents based on these functions, information stays organised and accessible, regardless of structural changes.
2. Compliance and Best Practices
Many organisations follow industry standards for records management, such as AS ISO 15489 (Australian Standard for Records Management). Functional classification aligns with these best practices, ensuring documents are properly stored, retained, and disposed of in accordance with regulatory requirements.
3. Context-Based Organisation
Rather than grouping documents solely by file type or content, functional classification considers why a document was created and how it supports business operations. This adds context and improves searchability, making it easier to retrieve relevant information when needed.
4. Improved Recordkeeping and Retention
A well-defined classification scheme helps:
- Identify critical records with legal or evidential value.
- Recognise documents that require long-term retention.
- Automate retention and disposal policies.
- Improve access control by linking records to business processes rather than individuals or teams.
The Pros and Cons of Functional Classification
Pros:
- Documents are easier to locate and manage.
- Consistent structure across the organisation.
- Adapts seamlessly to organisational changes.
Cons:
- Requires initial effort to identify and classify functions and activities.
- Staff training is needed to ensure correct usage.
Final Thoughts
A functional classification scheme is a foundational component of effective SharePoint document management. By focusing on functions and activities rather than departments, this approach ensures a stable, scalable, and user-friendly structure. If you’re looking to optimise your SharePoint environment, functional classification is a strategy worth implementing.
