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)


  • 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!