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Drilling Down to the Challenges of SharePoint Taxonomy Implementation
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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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  • 1. Drilling Down to the Challenges of SharePoint Taxonomy Implementation
    By Joe Shepley and
    Marjorie M.K. Hlava
  • 2. 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
  • 3. SharePoint 2010 Capabilities
    3
  • 4. SharePoint 2010 Capabilities
    4
    TAXONOMY
  • 5. SharePoint Has Many Potential Benefits
    5
  • 6. 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
  • 7. 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
  • 8. 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)
    • 9. Higher per user costs (need licenses to use SharePoint)
    • 10. 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
  • 11. How Does a Taxonomy Help SharePoint?
    10
  • 12. 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
  • 13. 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
  • 14. 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
  • 15. 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
  • 16. 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
    • 17. Date added
    • 18. 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
  • 19. 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
  • 20. 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
  • 21. 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
  • 22. 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
  • 23. 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).
  • 24. SharePoint Browsable Search
    22
  • 25. 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
  • 26. Federated SharePoint Search
    24
  • 27. Fields searched
    25
  • 28. 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
  • 29. 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
  • 30. Taxonomy
    view
    Thesaurus
    Term Record
    view
  • 31. Machine-Aided Indexing (M.A.I.)
    29
    Automatically populate Keywords, Descriptors, Indexing terms, etc.
    Allow for manual review of auto-tagging for quality assurance.
  • 32. 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
  • 33. 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
  • 34. Data Harmony Sample
    32
    32
    A sample taxonomy exported directly from Data Harmony
  • 35. 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
  • 36. 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
  • 37. Managed Metadata
    35
    Users can browse for indexing terms
    or…
    Type ahead and select the appropriate suggestion
  • 38. 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
  • 39. 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
    • 40. Headquartered in Chicago
    • 41. Privately held
    • 42. 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
    • 43. Headquartered in Albuquerque
    • 44. Privately held
    • 45. 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