Drilling Down to the Challenges of SharePoint Taxonomy Implementation

Drilling Down to the Challenges of SharePoint Taxonomy Implementation
By Joe Shepley and
Marjorie M.K. Hlava

What You’ll Learn
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At the end of this webinar, you’ll better understand:
The problems caused by having a poor taxonomy for SharePoint
The benefits of having an effective taxonomy for SharePoint
How to create a taxonomy in SharePoint
How “partner” technologies can improve the taxonomy creation and management process in SharePoint

SharePoint 2010 Capabilities
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SharePoint 2010 Capabilities
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TAXONOMY

SharePoint Has Many Potential Benefits
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If You Can Implement It Correctly
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Thousands of sites, most unknown to SharePoint administrators
Terabytes of unnecessary content
No rhyme or reason to site and site collection structure
No consistent use of metadata…if used at all

The Results of Poor SharePoint Taxonomy
The result is a tangle of SharePoint sites, with poorly organized content at every level, which renders the SharePoint environment little better than traditional shared drives
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The Results of Poor SharePoint Taxonomy
In fact, in many ways a SharePoint without an IA (or with a poorly designed one) is worse than shared drives
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Higher storage volumes (multiple copies of a document, each with version control on it)
Higher per user costs (need licenses to use SharePoint)
Higher maintenance (DBA, SharePoint developers and admins needed to care and feed SharePoint)

Challenges to Building a SharePoint Taxonomy
Even when a SharePoint implementation is planned, taxonomy typically gets eclipsed by “nuts and bolts” activities required to stand up the environment, like network architecture
Tight schedule, budget constraints
Lack of experience with taxonomy at most organizations means it gets low (or no) priority during SharePoint design and implementation
Often no one owns taxonomy at the organization
Few people outside of web design have heard of it
Fewer have ever had an direct experience with it
Taxonomy may have never been done at any time, in any part of the organization at all
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How Does a Taxonomy Help SharePoint?
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SharePoint 2010 Metadata Management
Create taxonomy lists in the Term Store
Use the taxonomy for assisted indexing
Type-ahead suggestion for indexing content
Use synonyms to represent multiple ways to express a single subject
Improves precision and recall for indexing
Import preexisting taxonomies from a CSV.
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Selectterm store management located under Site Administration
Edit Term Sets to accurately reflect your document libraries and content types. Term sets can be individual taxonomies or flat controlled vocabulary lists
Term Sets
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SharePoint server 2010 Capabilities
Some of the features of Windows SharePoint Services are used directly by Office SharePoint Server 2010
List management
Storage capabilities
Web Part framework.
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Features highlighted in Microsoft Office SharePoint Server (MOSS) 2010
Search (FAST ESP)
Document management
Enterprise content management
Business process automation and workflows
Taxonomy and metadata management
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Features of SharePoint Server 2010

Managing Site Content
Create document libraries to reflect different content types used in all departments.
Add metadata
Author
File extension
Subject and indexing terms
Company code
Add Retention: Choose when the server deletes the content, or updates it.
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Locations
Date added
Other metadata (Dublin Core)

SharePoint needs
Metadata on every document
Relevant search
Related content alerts
Automatically aggregated content
Many use cases
Simple tagging
Authors
Staff
As uploaded
Automatic Security and retention for content types
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Taxonomy in SharePoint Allows
Browse by terms
Search Documents
Limit Search by Facets
Update terms
Reindex Documents
Automatic and Assisted indexing methods
Facilitate document retention
Document security by user and document type
Allow for the ability to use tagging – view and select
Integrate seamlessly with SharePoint 2010
Integrate with other CMS (Ektron, Drupal, etc.)
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Why add a partner to SharePoint?
Use taxonomy in multiple systems
Manage audit and govern the taxonomy
Identify and extract information from documents
Legacy data tagging automatically
Bulk add the metadata by populating site columns with reference to taxonomies
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Client Data
Full Text
HTML, PDF,
Data Feeds, etc.
Taxonomy Fully integrated with MOSS
Automatic Summarization
Search
Presentation:90% accuracy
Browse by Subject
Auto-completion
Broader Terms
Narrower Terms
Related Terms
Machine Aided Indexer (M.A.I.™)
SharePoint Server
Repository
Search
Software
Inline Tagging
Client taxonomy
Client Taxonomy
Metadata and Entity Extractor
Thesaurus Master
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Adding terms to the taxonomy
Suggest new (unused) terms for content after bulk import
Use the folksonomy features of SharePoint
Use the search logs
Could also use Novelty Detection
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Taxonomy in Functions
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Equivalent terms / synonyms / non preferred terms
Associative relationships / related terms
Easy updating and modification of terms
Associative relationships (Related terms).
Equivalent relationships
(Synonyms/Preferred and
non-preferred terms).

SharePoint Browsable Search
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CUSTOM
CONNECTOR
EMAIL
CONNECTOR
DATABASE
CONNECTOR
FILE
TRAVERSER
WEB
CRAWLER
Adding the taxonomy
FAST MANAGEMENT API
QUERY API
CONTENT API
Data Harmony Governance API
SEARCH
SERVER
FILTERSERVER
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Core Architectural Components
Administrator’s
Dashboard
Web
Content
Vertical
Applications
Pipeline
Query
Pipeline
Files,
Documents
QUERY
PROCESSOR
Portals
Index DB
Databases
DOCUMENT
PROCESSOR
Results
Custom
Front-Ends
Alerts
Email,
Groupware
Search harmony
Mobile
Devices
Custom
Applications
Content
Push
MAIstro
Agent DB

Federated SharePoint Search
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Fields searched
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Role of Staff
Project Coordination
Sample data
Copy of thesaurus
Update and maintain thesaurus
Take training
Decide who will do the indexing
Only staff
Everyone
SharePoint Server Admin will install
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Incorporating Taxonomy into SharePoint
Add an EventHandler to Document Library
After a user uploads a file, EventHandler will send the file content to the Data Harmony server
Data Harmony server creates metadata by adding suggested terms from M.A.I.
SharePoint updates metadata fields
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Taxonomy
view
Thesaurus
Term Record
view

Machine-Aided Indexing (M.A.I.)
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Automatically populate Keywords, Descriptors, Indexing terms, etc.
Allow for manual review of auto-tagging for quality assurance.

Automated Indexing for SharePoint
User adds a document to the SharePoint space and attach indexing terms to the document.
A new version is saved on the SharePoint 2010 server with edited properties
Batch upload documentation to SharePoint
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Taxonomy Management
Export an existing taxonomy into a CSV
Import new taxonomy as a Term set into SharePoint Term store management
Use the taxonomy for assisted searches and indexing
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Data Harmony Sample
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A sample taxonomy exported directly from Data Harmony

Create and name a Column for adding metadata.
Select the Managed Metadata radio button to add a Term set or taxonomy
Data Harmony Sample
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Managed Metadata
Importing a taxonomy enhances the way users can manually add indexing terms
Inclusion of synonyms
Type-ahead for searching and adding metadata
Browsing the hierarchy for indexing terms
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Managed Metadata
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Users can browse for indexing terms
or…
Type ahead and select the appropriate suggestion

User uploads a document
to SharePoint space
Before uploading to SharePoint server, the EventHandler sends the document to Data Harmony.
Data Harmony automatically attaches indexing terms before uploading to MOSS
Event Handler
Returns data to user
Data Harmony
Server
(M.A.I.)
Microsoft
SharePoint
Server 2010
Returns subject metadata
Data Harmony & MOSS
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About Doculabs
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Doculabs consultants are experts in enterprise social collaboration and content management. We deliver highly actionable and comprehensive strategic plans and road maps that help our clients achieve their business goals, create competitive advantage, and reduce risk.
Our services help organizations govern information for the benefit of internal and external constituents through enhanced customer communications,
e-discovery, and collaboration processes.
Quick Facts
Founded in 1993
Headquartered in Chicago
Privately held
Delivered more than 1000 engagements to more than 500 customers

About Access Innovations
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Access innovations are experts in content creation, enrichment and conversion services. We provide services to semantically enrich and tag and raw text into highly structured data. We deliver clean ,well formed, metadata enriched ,data so our clients can reuse repurpose, store, and find their knowledge assets. We go beyond the standards to build taxonomies and other data control structures as a solid foundation for data.
Our services and software allow organizations to use and present their information to both internal and external constituents by leveraging search, presentation, e-commerce . We change search to found!
Quick Facts
Founded in 1978
Headquartered in Albuquerque
Privately held
Delivered more than 2000 engagements

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Questions?
Marjorie M.K. Hlava
Access Innovations, Inc.
mhlava@accessinn.com
(505) 998-0800
Joe Shepley
Doculabs, Inc.
jshepley@doculabs.com
(773) 827-2945
http://flavors.me/jshepley

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