Presentation came out of speaking to clients about their governance and migration needs. Started with convincing management to invest in a metadata plan for SP. File Share migrations to clean up and bring in SP. Ongoing governance.
Create a vocabulary to organize a subject – your businessTaxonomy is just potential metadata values for documents
- Metadata is information in a column of a sharepoint list. Data about data. Explains what that list item is.Hard to attach figures to time saving that metadata providesA lot of your time and money you put into SharePoint relies on metadata being there
Metadata provides immeasurable ROI
If just using as a document repository
Metadata will help you if you answer yes to any of these
Finite list= values are not unique like GUIDs or case numbersSynonyms= help searchHierarchical= office location: North America, statesConsistent= no misspellings, centralized storePreset= have to use term setsDynamic= centrally managed tickles down the update
Metadata navigation, column filtering
If you have thousands of results, filter it down.
Users are guided to enter appropriate metadata and content is automatically organized- not dumped.
Site collection feature, SP 2010Not necessarily meant to replace folders in all casesRFP, legal cases, hr files for onboarding
Shared columns apply metadata to entire document setAll changes will trickle down do all docsSupports managed metadata mass update
It’s user drivenRolled out mysites? There are tons of cool social features in 2010.
Free form taxonomy
Committee?Define your goals and use case, start small, keep your audience in mind, control
My goal is to have every farm I work on centralized
Records centers are used to granularly define content and apply specific archivalprocessees
Why Should You Care About SharePoint Metadata?
Why do I Care About SharePointTaxonomy and Metadata? Steve Goldberg
Steve Goldberg, Sales Engineer at Axceler Software Engineer at Axceler for ControlPoint Prior to Axceler, was a consultant at Computer Sciences Corporation (CSC), specializing in SharePoint development Current Role: Talk to 30-40 people weekly about how to govern SharePoint Metadata is always part of a governance plan but it is rarely executedTwitter: @iamgoldberg Blog: iamgoldberg.com Email: email@example.com
What will help?Metadata is the fundamental building block tosuccessfully surface data to end users Taxonomy adds structure Folksonomy refines the model Apply governance as needed (it always is)
Ugh…DefinitionsIn Biology, taxonomy is the science dealing with description,identification, naming, and classification of organisms. “However, the term is now applied in a wider sense and now may refer to a classification of things, as wells as to the principles underlying such classification.” “Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data.” Wikipedia.org
So what does that have todo with SharePoint?Metadata provides real business ROI Improved search Organize content without using the F word More usage of platform features More productivity
How do you measureSharePoint’s success? End user activity rising on sites More content is being added Implemented business critical workflows Houses secure content
Measuring SuccessIt’s easy to put a value on quantitativeimprovements to productivity It is difficult to put a value on qualitative improvements
What’s causing this? Ad-hoc content addition leads to junk in portal Content is in different locations Inconsistent taxonomy across farms and site collections No ownership of authored content
Ask yourself… Do you have content on a network drive? Do you have a deep folder structure in SP? Have you examined your site structure? Are you using the content type hub? Are you supporting social features of SP 2010? Do you need to support multiple languages?
Where do you start?Taxonomies = term store in SP 2010 Accessible through Central Administration or Site Collection
Managed Metadata ServiceCreate an enterprise wide taxonomy that iscentrally managedManaged Metadata Enterprise Keywords Predefined by administrator Words or phrases Create, copy, reuse, merge, added to deprecate, move, or delete SharePoint terms Non-hierarchical Created manually or imported through interface Hierarchical Synonyms (labels) Translatable
When to use managed metadata Finite list of potential values Need synonyms Hierarchical Value Add Consistent, correct terminology Users are guided to use pre-set terms Dynamic and consistent (unlike choice columns)
WorkflowMetadata can be used to drive workflowfunctionality critical to the business For strategic environments e.g.: Assign task to certain person based on column values like Approved Y/N, date submitted, date reviewed, department Custom workflow is often used to apply metadata
Document Sets“Like a folder, but better” – SharePoint admins Groups related content – can synchronize metadata Can be sent to record center to take advantage of content organizer to route entire set Can version individual documents and the document set itself- unlike a folder Document set can be part of a workflow instead of individual documents
How can end users help?Folksonomy The result of personal free tagging of pages and objects for one’s own retrieval: notes, tags, enterprise keywords column. What are you doing to make your end users more productive?
What’s folksonomy’s value? Gives end-users power to derive their own vocabulary and explicit meaning which may have been originally inferred. Users are not categorizing. They are connecting items to provide their meaning in their own context and understanding.
Taxonomy vs. Folksonomy Business Employee Taxonomy Folksonomy SP Object
Promote to Term StoreEvery person becomes an expert
Why are social tools important? They surface data They provide context They extend the search experience It’s the direction the world is moving in order to communicate with others Cloud adoption is changing the focus from maintenance towards productivity and performance - making social a layer across the enterprise
SharePoint migrainessolved by metadata Documents in your SharePoint environment are never found Content is put in the wrong lists and libraries Content is duplicated Content is obsolete
Governance! Metadata needs to be a constantly evolving part of your governance plan Who is going to update and manage terms and content types? Who is talking to end users?
AxcelerImproving Collaboration Since 2007 – Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms – Delivered award-winning administration and migration software since 1994 – Over 2,500 global customersDramatically improve the managementof SharePoint – Innovative products that improve security, scalability, reliability, “deployability” – Making IT more effective and efficient and lower the total cost of ownershipFocus 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
Steve Goldbergsteve.firstname.lastname@example.org@iamgoldbergAdditional Resources available 11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw Best practices for capacity management for SharePoint Server 2010, TechNet http://bit.ly/nvNrig What to Look for in a SharePoint Management Tool http://bit.ly/l26ida The Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZ
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