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Knowledge Management Architecture

1. The Ecosystem​

We use three distinct tools for three distinct types of "Knowledge." It is critical not to confuse them.

ToolPurposePersistenceAnalogy
MS TeamsCommunication, FlowEphemeral (Days)The Office Hallway
SharePointFiles, ArtifactsPermanent (Years)The Filing Cabinet
MS LoopWikis, SOPs, ThinkingLiving (Always updating)The Whiteboard / Brain

2. SharePoint Structure (The Backbone)​

We do not use "My Documents." We use Shared Libraries mapped to our Systems.

  • 00-Strategy (Restricted)
  • 01-Management (Restricted)
  • 02-Marketing (Public to Team)
  • 03-Sales (Public to Team)
  • 04-Fulfillment (Public to Team)
    • _Client-Projects (Sub-folders by Client Name)
  • 05-Content (Public to Team)
  • 06-Admin (Restricted)
  • 07-Finance (Highly Restricted)
  • 08-People (Highly Restricted)
  • 09-Support (Public to Team)

3. MS Loop Structure (The Brain)​

Loop workspaces mirror the SharePoint structure but focus on Process and Ideation.

  • The "Company Home" Workspace:
    • Employee Handbook.
    • Directory.
    • All-Hands Notes.
  • System Specific Workspaces:
    • e.g., "Content Engine Workspace" holds the AKU database.

4. The "File vs. Page" Rule​

  • If it's a "Thing" (Result): It's a File (PDF, MP4, XLSX). Put it in SharePoint.
  • If it's a "Way" (Process): It's a Loop Page (SOP, Policy, Idea). Put it in Loop.

5. Search Strategy​

  • We rely on Microsoft Search (Bing for Business).
  • Requirement: Meaningful file names are mandatory.
    • Bad: draft_final_v2.docx
    • Good: 2023-10_SOP_Client-Onboarding_v2.docx

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