What is information architecture?

The structure that determines how information in your organisation is organised, classified and retrieved, the foundation of every intelligent DMS.

5 minSoftAdvice speciality

In short

Information architecture is the discipline that determines how information is organized, classified, labeled, and retrieved within an organization. It concerns the logical structure behind your documents, not the technology itself, but the conceptual layer that makes technology work.

On this page

What is information architecture?
Benefits of a strong information architecture
Designing information architecture with SoftAdvice
Frequently Asked Questions

What is information architecture?

A DMS is only as good as its information architecture. Poor architecture leads to documents that no one can find, metadata that is filled in inconsistently, and a system that is already chaotic after six months. Good architecture makes information always discoverable, regardless of how the user searches.

In M-Files, metadata replaces the traditional folder structure. Instead of saving a document in the folder 'Clients > Peeters NV > Contracts > 2024', a document is described using metadata: client = Peeters NV, type = contract, year = 2024. This makes the document searchable by any of those properties, and by combinations of them.

SoftAdvice designs your information architecture as the first step of any implementation. We analyze your document flows, design the metadata model, validate it with your team, and document it as a reference for new employees.

Benefits of a strong information architecture

Always findable

With well-designed architecture every employee finds every document in seconds.

Scalable

Good architecture grows with you. New document types or teams are accommodated without breaking the structure.

AI-ready

M-Files Aino works better with structured metadata. Good architecture is the foundation for AI.

Better security

Access rights are driven by the architecture. A clear structure makes security policy executable.

Fewer duplicate documents

Clear rules about document placement drastically reduces spreading and duplication.

Multilingual organisations

The same structure works for NL, FR and EN users in your organisation.

Designing information architecture with SoftAdvice

Step 1
Analyse information flows
SoftAdvice maps which documents your organisation creates, processes and retains.
Step 2
Design metadata model
We design a metadata model: properties, classifications and relationships per document type.
Step 3
Taxonomy and naming
A consistent taxonomy ensures unambiguous classification across all users.
Step 4
Validate with stakeholders
The model is validated with key users from each department. Practical usability is central.
Step 5
Implement and document
The approved model is implemented in M-Files and documented for new employees.

Frequently Asked Questions

What is information architecture?

What is the difference with a folder structure?

A folder structure is a physical form of organization. Information architecture is conceptual: it describes what a document is through metadata, regardless of where it is physically stored. In M-Files, metadata completely replaces the folder structure.

Why is information architecture the first step in a DMS?

A DMS configures itself based on your information architecture. If that architecture is poorly designed, the DMS will also function poorly. Good design upfront saves years of problems.

What does SoftAdvice do as an information architect?

SoftAdvice analyzes your document flows, designs a custom metadata model, validates it with your team, and implements it in M-Files. Information architecture is our core specialty.

How long does it take to design an information architecture?

A basic information architecture for a small to medium-sized enterprise (SME) is typically designed in 2 to 4 weeks as part of our QuickScan or process analysis.