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How your metadata strategy impacts everything you do


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"Looking Under the Hood - How Your Metadata Strategy Impacts Everything You Do" is a 101 topic for business users to help them understand the importance of metadata, taxonomy, and governance in …

"Looking Under the Hood - How Your Metadata Strategy Impacts Everything You Do" is a 101 topic for business users to help them understand the importance of metadata, taxonomy, and governance in SharePoint 2010.

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  • THIS SHOULD BE YOUR LAST SLIDE – Please ensure to leave this on as people are walking out and you’re wrapping things up. Thanks so much!
  • THIS SHOULD BE YOUR SECOND TO LAST SLIDE – Encourage everyone to attend and remind them that the Daily Pint is just a few blocks up Pico from SMC (North East)
  • Transcript

    • 1.
    • 2. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You DoChristian
      SharePoint Saturday Los Angeles
      April 2nd, 2011
    • 3. My Background
      Christian Buckley, Director of Product Evangelism at Axceler
      • Most recently at Microsoft
      • 4. Microsoft Managed Services (now BPOS-Dedicated)
      • 5. Advertising Operations, ad platform API program
      • 6. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
      • 7. Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM
      • 8. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
      • 9. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary
    • Axceler Overview
      Improving Collaboration for 16+ Years
      Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
      Delivered award-winning administration and migration software since 1994
      Over 2,000 global customers
      Dramatically improve the management of SharePoint
      Innovative products that improve security, scalability, reliability, “deployability”
      Making IT more effective and efficient and lower the total cost of ownership
      Focus on solving specific SharePoint problems (Administration & Migration)
      Coach enterprises on SharePoint best practices
      Give administrators the most innovative tools available
      Anticipate customers’ needs
      Deliver best of breed offerings
      Stay in lock step with SharePoint development and market trends
    • 10. The #1 reason why your 2010 deployment will fail
    • 11. Some questions for you…
      What are you trying to accomplish with SharePoint?
    • 12. What was missing from your previous attempts?
    • 13. What is your metadata Strategy for 2010?
    • 14. What is metadata, anyway?
    • 15. Where’s the metadata?
    • 16.
    • 17.
    • 29. Metadata enables you to flag, tag, and avoid
    • 30.
    • 43.
    • Metadata 101
    • 58. Author
    • 59. Asset Type
      Asset Number
      Color code
      (by department)
      Tracking Number
    • 60. Metadata is the lifeblood of SharePoint
      Taxonomy and metadata drive the tools and processes that make the world go round
      Metadata powers search,
      it powers social media,
      and it powers SharePoint
      The role of metadata
    • 61. Why aren’t my end users using SharePoint?
    • 62. End Users
      Social Media
      Ad Hoc
    • 63.
      • Ad-hoc content migration leads to junk in portal
      • 64. Legacy content gets migrated slowly, if at all
      • 65. Inconsistent taxonomy across farms and site collections
      • 66. People author locally - multiplies problems globally
      • 67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
      • 68. Portal lacks high fidelity search
      • 69. User can’t find the right content
      • 70. As a result, poor portal adoption and low user satisfaction
      What Happens Without Strategy
    • 71. The islands of information have been moved to SharePoint. And?
      You can’t find anything
      You can’t tell who owns what
      You can’t tell what’s new, what’s old, or what has changed
      It’s all disconnected
      Why SharePoint Needs Metadata Strategy
    • 72. Taxonomy
    • 73. In Biology, taxonomyis the science dealing with the description, identification, naming, andclassificationof organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”
    • 74. Your Current Taxonomy
      Site architecture is centrally controlled
      Metadata is always applied to content
      Site Columns and Content Types are created at site collection root
      Lists get “bundles” of columns
      Improves consistency
      Reduces metadata duplication
      Easy to update
      Easy to support and train on
      Allows document-level DIP, Workflow, Information Policies, and document templates
      Requires planning
      Requires upfront work
      Hard to manage across site collections and portals
      Site architecture is ad-hoc
      Metadata may not be applied to content
      Columns are created on lists
      Columns are combined in an ad-hoc basis on each list
      Requires no planning
      Requires little upfront effort
      Works across site collections and portals
      Decreases consistency
      Increases metadata duplication
      Hard to update
      Hard to support and train on
      Only allows list-level Workflow, Information Policies and document templates
      Difficult to reverse
      Managing Metadata
    • 76. What is your broader strategy for tagging, metadata and taxonomy?
      Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)
      Understand your current-state and future-state plans, and how they relate to your metadata
    • 77. How is metadata managed inside of SharePoint?
    • 78. Top level portal
      Tier 1 site collections based on business units or product areas
      Tier 2 sites that follow specific structure
    • 79. SharePoint 2010 offers many services OOTB
      Excel Services
      Project Server
      Web Analytics
      Performance Point
      Office Web Apps
      These centrally managed services allow for greater control across the enterprise
      Have your cake and eat it through centrally managed services
      The Role of Services
    • 80. It is a service application created by a Farm Administrator
      It is added to a farm’s default list
      You can also create a content type hub, which is a URL to a site collection
      What is Behind Managed Metadata
    • 81. It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:
      A project document, including
      File type
      Date created
      Last modified
      It is part of a workflow, including
      Who needs to approve
      Date of approval
      It includes information management policies that
      Cannot be edited once approved
      Content Type
    • 82. Content types may be applied for each site collection
      …or for certain sites
    • 83. Content types can be shared
      Create a content type hub, which is an blank site collection used to publish content types
      Publish the content types
      Consume them
      Content types become visible in subscriber’s content type galleries
    • 84. Managing Terms
      Service Application Instance
      Term Group
      Term Set
      Create a term set and terms
      Use the managed metadata
      Pick the terms
    • 85. Understand the term group properties
      Group name
      Group Managers
      Understand the term store properties
      Term store administrators
      Default and working languages
      Managing Your Term Groups and Stores
    • 86. Enterprise keywords
      Social tagging
    • 87. Term Set = Taxonomy
      Includes related terms
      Managed through governance policies
      Managed Metadata Column
      Can be in a list, a library, or a content type
      Associated with a term set
      Found through Managed Metadata term set
      Keywords set = Folksonomy
      User generated tags
      Anyone can add them
      Requires ongoing governance
    • 88.
    • 89. What is the role of governance?
    • 90. Have a plan
      Create an internal SharePoint user group
      Clearly define roles and responsibilities
      Outline your taxonomy, communicate it, and iterate
      Create a governance site
      Learn and evolve
      Jumpstart your governance
    • 91.
      • Map out your high level taxonomy
      • 92. Web applications
      • 93. Site collections
      • 94. Content Types
      • 95. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata
      • 96. With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand
      Getting started
    • 97. Lessons Learned
    • 98. Understand your metadata and taxonomy model
      Have a strategy for Managed Metadata
      Involve your end users
      Make governance a priority
      Create a governance site
      Lessons learned
    • 99. Contact me
      Christian and
      Additional Resources
      Enabling Social Media through Metadata
      Managed Metadata in SharePoint 2010, Scott Singleton
      The Battle for Metadata in SharePoint 2010, Michal Pisarek
    • 100. Thanks to
      Our Sponsors
    • 101. Don’t Forget
      the SharePint!!
      Join us at 6pm at the Daily Pint for a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!