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Sharepoint & Taxonomy

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Presentation given to Sydney Sharepoint User Group

Presentation given to Sydney Sharepoint User Group

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  • 1. “ What Goes Where?” Sharepoint, Taxonomies & Metadata Matt Moore Innotecture
  • 2. Taxonomies
  • 3. “ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
  • 4.  
  • 5.  
  • 6.
    • 000 – Computer science, information & general works
    • 100 – Philosophy and psychology
    • 200 – Religion
    • 300 – Social sciences
    • 500 – Science
    • 600 – Technology
    • 700 – Arts and recreation
    • 800 – Literature
    • 900 – History, geography, and biography
  • 7.
    • 000 – Computer science, information & general works
    • 100 – Philosophy and psychology
    • 200 – Religion
    • 300 – Social sciences
    • 500 – Science
    • 600 – Technology
    • 700 – Arts and recreation
    • 800 – Literature
    • 900 – History, geography, and biography
      • 930 History of ancient world
      • 940 General history of Europe
      • 950 General history of Asia; Far East
      • 960 General history of Africa
      • 970 General history of North America
      • 980 General history of South America
      • 990 General history of other areas
  • 8.
    • 000 – Computer science, information & general works
    • 100 – Philosophy and psychology
    • 200 – Religion
    • 300 – Social sciences
    • 500 – Science
    • 600 – Technology
    • 700 – Arts and recreation
    • 800 – Literature
    • 900 – History, geography, and biography
      • 930 History of ancient world
      • 940 General history of Europe
      • 950 General history of Asia; Far East
      • 960 General history of Africa
      • 970 General history of North America
      • 980 General history of South America
      • 990 General history of other areas
        • 993 General history of other areas; New Zealand
        • 994 General history of other areas; Australia
        • 995 General history of other areas; Melanesia; New Guinea
        • 996 General history of other areas; Other parts of Pacific Polynesia
        • 997 General history of other areas; Atlantic Ocean islands
        • 998 General history of other areas; Arctic islands & Antarctica
        • 999 Extraterrestrial worlds
  • 9.  
  • 10.  
  • 11. http://www.epicurious.com
  • 12. “ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
  • 13. “ Who needs taxonomies anyway, we’ve got search!”
  • 14.  
  • 15. Using Taxonomies
  • 16. http://www.flickr.com/photos/raster/3380860520/ Experts
  • 17. http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ Experts Machines
  • 18. http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ http://www.flickr.com/photos/ntr23/730371240/ Experts Machines Users
  • 19. Advantages Disadvantages Experts High-quality & consistent outputs Can handle ambiguity Expensive Time-consuming May not understand user perspective Machines Scalable Quick Poor at ambiguity Costs may vary Users Cheap Scalable (ish)‏ Rarely consistent Often Uninterested
  • 20. 1. Building
    • Buy off the shelf externally (…and tweak it a bit)‏
    • Machine analysis
    • Existing organisational vocabularies & data models
    • Input from users (workshops, tagging)‏
    • This will be an ongoing process.
  • 21. 2. Applying
    • Auto-categorisation
    • User-based tagging (either free or based on taxonomy)‏
    • Expert tagging and/or editing in workflow
    • It all depends on scale & risk.
  • 22. 3. Consuming
    • Users like pictures (maps, trees, tags clouds)‏
    • Linked to other apps (e.g. Search) or via workflow
    • Taxonomies should not be run for experts!
  • 23. Building Applying Consuming Experts Buy off the shelf OR Build based on analysis Manual Tagging against Taxonomy - Machines Semantic and/or Concept Analysis Automated Categorisation Ontology-based Processes Users Tagging & Folksonomies Manual Tagging (whatever)‏ Tag Clouds & Visualisation Search
  • 24. Common categories
    • Process
    • Location
    • Product/Service
    • Customer
    • Role/Position
    • Project
    • Department
    • etc…
  • 25. Some words of warning
    • Names are political – who gets the choose the words is important.
    • Taxonomies should reflect reality - do not attempt to enforce a non-existent unity.
    • Is this field really necessary? - beware taxonomic overstretch.
    • Taxonomies should help not hinder.
  • 26. Enter Sharepoint
  • 27. Folders or Metadata?
  • 28.
    • Content Types
    • built from
    • Site Columns
    • that reference
    • Lists
    The Metadata Trio
  • 29. Some issues
  • 30. Flat
    • Relationships between terms within multiple lists not well comprehended.
    • This is OK for facets.
    • Not so good for hierarchies.
    http://www.flickr.com/photos/bricolage108/438984181/
  • 31. Islands
    • Difficult to manage metadata across multiple sites.
    • Lists & Site Columns can end up sitting at different positions in the site hierarchy.
    http://www.flickr.com/photos/garibaldi/209338463/
  • 32. Simple
    • Doesn’t do all the fancy automated analysis & categorisation stuff
    http://www.flickr.com/photos/foot-slogger/1405665772/
  • 33. Third-Party Vendors
  • 34. Complexity / Cost
  • 35. Building Applying Consuming Experts Machines Users
  • 36. Handy Resources
  • 37. TaxoCop: http://finance.groups.yahoo.com/group/TaxoCoP/ Earley & Associates: http://www.earley.com/ Mark Schneider: http://www.sharepointplan.com/ Montague Institute: http://www.montague.com/
  • 38.
    • Is the patchiness of Sharepoint's taxonomy/metadata functionality really a problem? And if so...
    • Will 2010 be better?
    • What experiences do you have of third-party products?
    • What workarounds are you using?
    Questions?