Modeling & managing metadata for greater productivity Jean Graef The Montague Institute Jean.graef at montague.com (413) 367-0245

Agenda Definitions How to build a metadata model Metadata repository example Two examples Tips

Definitions

How to build a metadata model

Metadata repository example

Two examples

Tips

What is metadata? Content attributes : author, title, subject People attributes : name, title, affiliation, expertise Data attributes : created, updated, source Subject attributes : source, meaning, relationships Object attributes : source, location, cost, condition

Content attributes : author, title, subject

People attributes : name, title, affiliation, expertise

Data attributes : created, updated, source

Subject attributes : source, meaning, relationships

Object attributes : source, location, cost, condition

Examples: Recipes

Examples: Reference

Examples: Reference

Examples: Grocery shopping

Examples: Market Research

Examples: Selling food additives

Examples: Food allergies

Who uses metadata? Programs Search engines Other applications Humans Authors Site administrators Indexers Readers/visitors

Programs

Search engines

Other applications

Humans

Authors

Site administrators

Indexers

Readers/visitors

What is productivity? Profit generated / employee salary Saving time Generating new insights Knowledge work activities writing reports buying products solving problems developing new intellectual assets sharing data/information

Profit generated / employee salary

Saving time

Generating new insights

Knowledge work activities

writing reports

buying products

solving problems

developing new intellectual assets

sharing data/information

Why manage metadata? Accessibility (to humans & programs) Consistency (apples to apples reports) Understanding (new insights/perspectives) Time savings (finding, analyzing, using)

Accessibility (to humans & programs)

Consistency (apples to apples reports)

Understanding (new insights/perspectives)

Time savings (finding, analyzing, using)

The management problem Limitations of existing models Print publishing Database publishing Web publishing & search engines

Limitations of existing models

Print publishing

Database publishing

Web publishing & search engines

Managing metadata for print Who benefits, who pays? Consumers of information products Publishers (production, marketing) Taxpayers (taxonomy creation) Individuals (peer review, standards, authors)

Who benefits, who pays?

Consumers of information products

Publishers (production, marketing)

Taxpayers (taxonomy creation)

Individuals (peer review, standards, authors)

Managing metadata for the Web Need for speed Immature market mechanism Fragmented & immature support system “End user” is not the metadata customer No “governance” system

Need for speed

Immature market mechanism

Fragmented & immature support system

“End user” is not the metadata customer

No “governance” system

What’s a model? High level blueprint for identifying, mapping, & maintaining attributes

How is it used? Metadata management blueprint Which activities need metadata Who creates & uses metadata Who “owns” and updates metadata Metadata characteristics & relationships How to transform/normalize

Metadata management blueprint

Which activities need metadata

Who creates & uses metadata

Who “owns” and updates metadata

Metadata characteristics & relationships

How to transform/normalize

Kinds of models High level, conceptual map Business process diagram Metadata sources/uses table Detailed metadata characteristics Metadata relationships

High level, conceptual map

Business process diagram

Metadata sources/uses table

Detailed metadata characteristics

Metadata relationships

Business process model

Metadata relationships

1. Building a metadata model users process content X

2. Building a metadata model Patients Doctors Food marketers Food manufacturers Medical community Outreach Finance Mitigate allergy Illnesses Investors Purchasing agents FDA Food manufacturers R&D Marketing Sales Finance Chemical sales Investors Media buyers Cooks Consumers Advertisers Marketing Sales Finance Food-related advertising Stakeholders External domains Internal domains Objective

3. Building a metadata model recipe ingredients instructions plan menu Main ingredient Cuisine Prep method Season/occasion Course/meal Dish Special consider.

4. Building a metadata model recipe ingredients instructions plan menu Food allergies appliances problems Food shopping ingredients Symptom – diagnosis - remedy Symptom – diagnosis - remedy

5. Building a metadata model Samples form Products taxon Product Moon (K) Ingredients Food marketing Brands taxon Brands Arm & Hammer Ingredients Food menus Food taxon Ingredients Milk Ingredients Market research SIC codes Food Additives & supplements Ingredients Use Source Metadata Example Type

6. Building a metadata model Customer ID Product ID Order date Order status Record ID Disposal status Retention schedule Authorized by Access rights Use history Common name Scientific name ID number Date created Language Version Samples ordering Document Management Use management Search & browse Identification

7. Building a metadata model User input No Product Taxon Select No Yes Product System No N/A System No Yes ID Source Default value Reference Entry value Repeatable? Mandatory? Name

8. Where to store metadata? File system Application Integrated enterprise system Metadata repository

File system

Application

Integrated enterprise system

Metadata repository

File system File type File Access procedure Doc PDF exe Program Word Acrobat System Double click Search Metadata: File name File path Create date Modified date Thumbnail

File system

Application Default Directory File Access procedure Program Word Dreamweaver InDesign Open Edit Delete Browse Metadata (Properties): File name Thumbnail Program Creator Licensee Custom

Application

Enterprise system Portal Search Content creation Security Collaboration Content archives Application interface metadata metadata metadata metadata metadata metadata

Metadata repository Metadata repository Rules Search Portal E-commerce Service KB RBDMS Web sites Local archives Applications Content sources

Metadata repository

Case studies Montague Institute Triple bottom line reporting

Montague Institute

Triple bottom line reporting

Montague Institute Two periodicals Montague Institute Review Knowledge Base Editor’s Digest Membership organization Who’s reading what? What’s happening? Who’s using what? Payments, passwords, renewal status

Two periodicals

Montague Institute Review

Knowledge Base Editor’s Digest

Membership organization

Who’s reading what?

What’s happening?

Who’s using what?

Payments, passwords, renewal status

Montague Institute Contacts Billing Messages Thesaurus A – Z index Passwords Documents Statistics Organizations Countries Products Digest A – Z index

A – Z index

Search with thesaurus

Related articles

Triple bottom line reporting Social – environmental – economic Global Reporting Initiative Many stakeholders, many vocabularies Sweatshops Oil spills Performance indicators “Thematic models” (diversity, productivity) “Eco-efficiency” ratings

Social – environmental – economic

Global Reporting Initiative

Many stakeholders, many vocabularies

Sweatshops

Oil spills

Performance indicators

“Thematic models” (diversity, productivity)

“Eco-efficiency” ratings

White space map

Mapping terms

Metadata & productivity Must have (financial reports, catalogs) Save time (doc archives, indexes) Minimize risk (mapped thesauri, themes) Increase revenues (expertise locators)

Must have (financial reports, catalogs)

Save time (doc archives, indexes)

Minimize risk (mapped thesauri, themes)

Increase revenues (expertise locators)

Tips Show don’t tell Prototypes Examples Avoid technical terms (i.e. metadata, taxonomy)

Show don’t tell

Prototypes

Examples

Avoid technical terms (i.e. metadata, taxonomy)

Tips Use an open architecture Avoid metadata “lockup” in proprietary systems Use metadata repository Devote resources to integration Structural (i.e. databases, XML) Intellectual (concept mapping)

Use an open architecture

Avoid metadata “lockup” in proprietary systems

Use metadata repository

Devote resources to integration

Structural (i.e. databases, XML)

Intellectual (concept mapping)

Tips Don’t think “user” Buyer Customer Activist Developer Project team member Cultivate “boundary spanners”

Don’t think “user”

Buyer

Customer

Activist

Developer

Project team member

Cultivate “boundary spanners”

Tips Set priorities Certify content Service portfolio management Broaden perspective Risk Business models & trends Interdisciplinary teams Information food chain

Set priorities

Certify content

Service portfolio management

Broaden perspective

Risk

Business models & trends

Interdisciplinary teams

Information food chain

Tips Develop a metadata business model Author incentives Editorial standards Collaboration: standards, integration Metadata as a service Look for “indirect” metadata customers Tech support Market research Investor relations

Develop a metadata business model

Author incentives

Editorial standards

Collaboration: standards, integration

Metadata as a service

Look for “indirect” metadata customers

Tech support

Market research

Investor relations

More info Montague Institute Review http://www.montague.com/review/review.html