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Drilling Down to the Challenges of SharePoint Taxonomy Implementation
 

Drilling Down to the Challenges of SharePoint Taxonomy Implementation

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Webinar presented by Marjorie M.K. Hlava of Access Innovations, Inc. and Joe Shepley of Doculabs on August 10, 2011 for the American Society of Information Science & Technology.

Webinar presented by Marjorie M.K. Hlava of Access Innovations, Inc. and Joe Shepley of Doculabs on August 10, 2011 for the American Society of Information Science & Technology.

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    Drilling Down to the Challenges of SharePoint Taxonomy Implementation Drilling Down to the Challenges of SharePoint Taxonomy Implementation Presentation Transcript

    • Drilling Down to the Challenges of SharePoint Taxonomy Implementation
      By Joe Shepley and
      Marjorie M.K. Hlava
    • What You’ll Learn
      2
      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
      3
    • SharePoint 2010 Capabilities
      4
      TAXONOMY
    • SharePoint Has Many Potential Benefits
      5
    • If You Can Implement It Correctly
      6
      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
      7
    • 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
      8
      • 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
      9
    • How Does a Taxonomy Help SharePoint?
      10
    • 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.
      11
    • 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
      12
    • 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.
      13
    • 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
      14
      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.
      15
      • 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
      16
    • 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.)
      17
    • 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
      18
    • 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
      19
    • 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
      20
    • Taxonomy in Functions
      21
      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
      22
    • 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
      23
      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
      24
    • Fields searched
      25
    • 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
      26
    • 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
      27
    • Taxonomy
      view
      Thesaurus
      Term Record
      view
    • Machine-Aided Indexing (M.A.I.)
      29
      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
      30
    • 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
      31
    • Data Harmony Sample
      32
      32
      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
      33
    • 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
      34
    • Managed Metadata
      35
      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
      36
    • About Doculabs
      37
      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
      38
      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
    • 39
      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