Why a Functional Classification Scheme is Best Practice for SharePoint Document Management

When working with new clients and reviewing their information architecture, I always recommend implementing a functional classification scheme. Over my years of experience, I’ve seen firsthand how this approach can transform document management in SharePoint Online, ensuring stability, efficiency, compliance and importantly, scalability. Let me explain what a functional classification scheme is and why it’s so effective.

What Is a Functional Classification Scheme?

A functional classification scheme organises information based on the functions and activities of an organisation rather than its structure. This method is particularly effective because it ensures documents are logically grouped, easy to retrieve, and relevant to the organisation’s operations—no matter how often the organisational structure changes.

For example, in a marketing department, a functional classification scheme might look like this:

• Function: Marketing
  • Activity: Advertising
    • Examples: Ad copy, media plans
  • Activity: Brand Management
    • Examples: Brand guidelines, brand assets
  • Activity: Content Creation
    • Examples: Blog posts, social media plans

This structure focuses on what the organisation does, not who is responsible for it, making it much more resilient and user-friendly.

Why Is It Important?

Based on my experience, here’s why I believe a functional classification scheme is a best practice for SharePoint:

1. Stability During Organisational Change
   Organisations frequently restructure, but their core functions and activities usually remain the same. Functional classification ties documents to these consistent elements, ensuring information is easy to find and manage, no matter what changes occur.
2. Alignment with Best Practices
   This method aligns with the Australian Standard for Records Management (AS ISO 15489), which highlights the importance of functional classification for effective recordkeeping. By adopting this approach, organisations can ensure compliance and better manage their information assets.
3. Context-Based Organisation
   Documents are organised based on why they were created (their function) rather than just their content. This adds context and links them directly to core business processes, improving searchability and understanding.
4. Enhanced Recordkeeping
   Functional classification supports:
   • Identifying key records with legal or evidential value.
   • Recognising high-priority records for capture.
   • Making informed decisions about retention and disposal.
   • Assigning appropriate disposition (e.g., deletion or archiving) at creation.

How to Develop a Functional Classification Scheme

Implementing a functional classification scheme takes some initial effort, but the benefits are well worth it. Here’s a quick guide to get started:

1. Identify Functions
   Begin by listing the main functions your organisation performs.
2. Group Activities
   Break each function into its key activities.
3. Apply Metadata
   Use consistent metadata to categorise and tag documents, making them easier to search and retrieve.

Pros and Cons of Functional Classification

Pros:

• Documents are easier to find and manage.
• Consistency across the organisation’s document management.
• Adapts seamlessly to changes in organisational structure.

Cons:

• Requires effort to set up, including identifying and classifying all functions and activities.
• Staff training is needed to ensure the system is used correctly.

My Final Thoughts

When I’m setting up SharePoint for a new client, implementing a functional classification scheme is always at the top of my list. It’s the backbone of a stable, efficient, and compliant document management system. By focusing on functions and activities rather than organisational structure, this approach ensures documents remain meaningful and accessible, even in the face of change.

If you’re looking to optimise your document management system, a functional classification scheme is the way to go! It’s one of the best practices I’ve adopted over the years, and I can’t recommend it enough.