When working with new clients and reviewing their information architecture, I always recommend implementing a functional classification scheme. Over my years of experience, I\u2019ve 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\u2019s so effective.<\/p>\n\n\n\n
A functional classification scheme organises information based on the functions <\/strong>and activities <\/strong>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\u2019s operations\u2014no matter how often the organisational structure changes.<\/p>\n\n\n\n For example, in a marketing department, a functional classification scheme might look like this:<\/p>\n\n\n\n This structure focuses on what the organisation does<\/strong>, not who is responsible for it, making it much more resilient and user-friendly.<\/p>\n\n\n\n Based on my experience, here\u2019s why I believe a functional classification scheme is a best practice for SharePoint:<\/p>\n\n\n\n <\/p>\n\n\n\n Implementing a functional classification scheme takes some initial effort, but the benefits are well worth it. Here\u2019s a quick guide to get started:<\/p>\n\n\n\n <\/p>\n\n\n\n Pros:<\/strong><\/p>\n\n\n\n <\/p>\n\n\n\n Cons:<\/strong><\/p>\n\n\n\n <\/p>\n\n\n\n When I\u2019m setting up SharePoint for a new client, implementing a functional classification scheme is always at the top of my list. It\u2019s 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.<\/p>\n\n\n\n If you\u2019re looking to optimise your document management system, a functional classification scheme is the way to go! It\u2019s one of the best practices I\u2019ve adopted over the years, and I can\u2019t recommend it enough.<\/p>\n<\/body>","protected":false},"excerpt":{"rendered":" When working with new clients and reviewing their information architecture, I always recommend implementing a functional classification scheme. Over my […]<\/p>\n","protected":false},"author":2,"featured_media":3523,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"nf_dc_page":"","_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","pmpro_default_level":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[451,16],"tags":[333,324,411],"class_list":["post-3520","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-information-architecture","category-sharepoint","tag-functional-classification-scheme","tag-information-architecture","tag-sharepoint","pmpro-has-access"],"yoast_head":"\n\n
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Why Is It Important?<\/h2>\n\n\n\n
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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.<\/li>\n\n\n\n
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.<\/li>\n\n\n\n
Documents are organised based on why <\/strong>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.<\/li>\n\n\n\n
Functional classification supports:\n\n
How to Develop a Functional Classification Scheme<\/h2>\n\n\n\n
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Begin by listing the main functions your organisation performs.<\/li>\n\n\n\n
Break each function into its key activities.<\/li>\n\n\n\n
Use consistent metadata to categorise and tag documents, making them easier to search and retrieve.<\/li>\n<\/ol>\n\n\n\nPros and Cons of Functional Classification<\/h4>\n\n\n\n
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My Final Thoughts<\/h4>\n\n\n\n