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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, SOPsSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations., 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 EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support. Workspace" holds the AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. 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 (SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations., 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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