Modeling & managing metadata for greater productivity


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Pre-conference workshop at KM World/Intranets 2006

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  • In this presentation, we’ll talk about the best of two worlds: How a metadata repository and A – Z index complements a search engine How search complements browse
  • Modeling & managing metadata for greater productivity

    1. 1. Modeling & managing metadata for greater productivity Jean Graef The Montague Institute Jean.graef at (413) 367-0245
    2. 2. Agenda <ul><li>Definitions </li></ul><ul><li>How to build a metadata model </li></ul><ul><li>Metadata repository example </li></ul><ul><li>Two examples </li></ul><ul><li>Tips </li></ul>
    3. 3. What is metadata? <ul><li>Content attributes : author, title, subject </li></ul><ul><li>People attributes : name, title, affiliation, expertise </li></ul><ul><li>Data attributes : created, updated, source </li></ul><ul><li>Subject attributes : source, meaning, relationships </li></ul><ul><li>Object attributes : source, location, cost, condition </li></ul>
    4. 4. Examples: Recipes
    5. 5. Examples: Reference
    6. 6. Examples: Reference
    7. 7. Examples: Grocery shopping
    8. 8. Examples: Market Research
    9. 9. Examples: Selling food additives
    10. 10. Examples: Food allergies
    11. 11. Who uses metadata? <ul><li>Programs </li></ul><ul><ul><li>Search engines </li></ul></ul><ul><ul><li>Other applications </li></ul></ul><ul><li>Humans </li></ul><ul><ul><li>Authors </li></ul></ul><ul><ul><li>Site administrators </li></ul></ul><ul><ul><li>Indexers </li></ul></ul><ul><ul><li>Readers/visitors </li></ul></ul>
    12. 12. What is productivity? <ul><li>Profit generated / employee salary </li></ul><ul><ul><li>Saving time </li></ul></ul><ul><ul><li>Generating new insights </li></ul></ul><ul><li>Knowledge work activities </li></ul><ul><ul><li>writing reports </li></ul></ul><ul><ul><li>buying products </li></ul></ul><ul><ul><li>solving problems </li></ul></ul><ul><ul><li>developing new intellectual assets </li></ul></ul><ul><ul><li>sharing data/information </li></ul></ul>
    13. 13. Why manage metadata? <ul><li>Accessibility (to humans & programs) </li></ul><ul><li>Consistency (apples to apples reports) </li></ul><ul><li>Understanding (new insights/perspectives) </li></ul><ul><li>Time savings (finding, analyzing, using) </li></ul>
    14. 14. The management problem <ul><li>Limitations of existing models </li></ul><ul><ul><li>Print publishing </li></ul></ul><ul><ul><li>Database publishing </li></ul></ul><ul><ul><li>Web publishing & search engines </li></ul></ul>
    15. 15. Managing metadata for print <ul><li>Who benefits, who pays? </li></ul><ul><ul><li>Consumers of information products </li></ul></ul><ul><ul><li>Publishers (production, marketing) </li></ul></ul><ul><ul><li>Taxpayers (taxonomy creation) </li></ul></ul><ul><ul><li>Individuals (peer review, standards, authors) </li></ul></ul>
    16. 16. Managing metadata for the Web <ul><li>Need for speed </li></ul><ul><li>Immature market mechanism </li></ul><ul><li>Fragmented & immature support system </li></ul><ul><li>“End user” is not the metadata customer </li></ul><ul><li>No “governance” system </li></ul>
    17. 17. What’s a model? High level blueprint for identifying, mapping, & maintaining attributes
    18. 18. How is it used? <ul><li>Metadata management blueprint </li></ul><ul><ul><li>Which activities need metadata </li></ul></ul><ul><ul><li>Who creates & uses metadata </li></ul></ul><ul><ul><li>Who “owns” and updates metadata </li></ul></ul><ul><ul><li>Metadata characteristics & relationships </li></ul></ul><ul><ul><li>How to transform/normalize </li></ul></ul>
    19. 19. Kinds of models <ul><li>High level, conceptual map </li></ul><ul><li>Business process diagram </li></ul><ul><li>Metadata sources/uses table </li></ul><ul><li>Detailed metadata characteristics </li></ul><ul><li>Metadata relationships </li></ul>
    20. 20. Business process model
    21. 21. Metadata relationships
    22. 22. 1. Building a metadata model users process content X
    23. 23. 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
    24. 24. 3. Building a metadata model recipe ingredients instructions plan menu Main ingredient Cuisine Prep method Season/occasion Course/meal Dish Special consider.
    25. 25. 4. Building a metadata model recipe ingredients instructions plan menu Food allergies appliances problems Food shopping ingredients Symptom – diagnosis - remedy Symptom – diagnosis - remedy
    26. 26. 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
    27. 27. 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
    28. 28. 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
    29. 29. 8. Where to store metadata? <ul><li>File system </li></ul><ul><li>Application </li></ul><ul><li>Integrated enterprise system </li></ul><ul><li>Metadata repository </li></ul>
    30. 30. 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
    31. 31. File system
    32. 32. Application Default Directory File Access procedure Program Word Dreamweaver InDesign Open Edit Delete Browse Metadata (Properties): File name Thumbnail Program Creator Licensee Custom
    33. 33. Application
    34. 34. Enterprise system Portal Search Content creation Security Collaboration Content archives Application interface metadata metadata metadata metadata metadata metadata
    35. 35. Metadata repository Metadata repository Rules Search Portal E-commerce Service KB RBDMS Web sites Local archives Applications Content sources
    36. 36. Metadata repository
    37. 39. Case studies <ul><li>Montague Institute </li></ul><ul><li>Triple bottom line reporting </li></ul>
    38. 40. Montague Institute <ul><li>Two periodicals </li></ul><ul><ul><li>Montague Institute Review </li></ul></ul><ul><ul><li>Knowledge Base Editor’s Digest </li></ul></ul><ul><li>Membership organization </li></ul><ul><ul><li>Who’s reading what? </li></ul></ul><ul><ul><li>What’s happening? </li></ul></ul><ul><ul><li>Who’s using what? </li></ul></ul><ul><ul><li>Payments, passwords, renewal status </li></ul></ul>
    39. 41. Montague Institute Contacts Billing Messages Thesaurus A – Z index Passwords Documents Statistics Organizations Countries Products Digest A – Z index
    40. 42. A – Z index
    41. 43. Search with thesaurus
    42. 44. Related articles
    43. 45. Triple bottom line reporting <ul><li>Social – environmental – economic </li></ul><ul><li>Global Reporting Initiative </li></ul><ul><li>Many stakeholders, many vocabularies </li></ul><ul><ul><li>Sweatshops </li></ul></ul><ul><ul><li>Oil spills </li></ul></ul><ul><li>Performance indicators </li></ul><ul><li>“Thematic models” (diversity, productivity) </li></ul><ul><li>“Eco-efficiency” ratings </li></ul>
    44. 48. White space map
    45. 49. Mapping terms
    46. 50. Metadata & productivity <ul><li>Must have (financial reports, catalogs) </li></ul><ul><li>Save time (doc archives, indexes) </li></ul><ul><li>Minimize risk (mapped thesauri, themes) </li></ul><ul><li>Increase revenues (expertise locators) </li></ul>
    47. 51. Tips <ul><li>Show don’t tell </li></ul><ul><ul><li>Prototypes </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><ul><li>Avoid technical terms (i.e. metadata, taxonomy) </li></ul></ul>
    48. 52. Tips <ul><li>Use an open architecture </li></ul><ul><ul><li>Avoid metadata “lockup” in proprietary systems </li></ul></ul><ul><ul><li>Use metadata repository </li></ul></ul><ul><ul><li>Devote resources to integration </li></ul></ul><ul><ul><ul><li>Structural (i.e. databases, XML) </li></ul></ul></ul><ul><ul><ul><li>Intellectual (concept mapping) </li></ul></ul></ul>
    49. 53. Tips <ul><li>Don’t think “user” </li></ul><ul><ul><li>Buyer </li></ul></ul><ul><ul><li>Customer </li></ul></ul><ul><ul><li>Activist </li></ul></ul><ul><ul><li>Developer </li></ul></ul><ul><ul><li>Project team member </li></ul></ul><ul><li>Cultivate “boundary spanners” </li></ul>
    50. 54. Tips <ul><li>Set priorities </li></ul><ul><ul><li>Certify content </li></ul></ul><ul><ul><li>Service portfolio management </li></ul></ul><ul><li>Broaden perspective </li></ul><ul><ul><li>Risk </li></ul></ul><ul><ul><li>Business models & trends </li></ul></ul><ul><ul><li>Interdisciplinary teams </li></ul></ul><ul><ul><li>Information food chain </li></ul></ul>
    51. 55. Tips <ul><li>Develop a metadata business model </li></ul><ul><ul><li>Author incentives </li></ul></ul><ul><ul><li>Editorial standards </li></ul></ul><ul><ul><li>Collaboration: standards, integration </li></ul></ul><ul><ul><li>Metadata as a service </li></ul></ul><ul><ul><li>Look for “indirect” metadata customers </li></ul></ul><ul><ul><ul><li>Tech support </li></ul></ul></ul><ul><ul><ul><li>Market research </li></ul></ul></ul><ul><ul><ul><li>Investor relations </li></ul></ul></ul>
    52. 56. More info Montague Institute Review