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Webinar Does the SharePoint 2010 Term Store Seem Like Alphabet Soup? Find Out the Recipe for Success!
Don Miller is a senior executive at Concept Searching with over 20 years experience in knowledge management. He is a frequent speaker about Records Management and Information Architecture problems and solutions. Don has been a guest speaker at Taxonomy Boot Camp, Management Electronic Records and numerous SharePoint events about information organization and records management. The Term Store Management Company Enterprise Class Taxonomy Management and Auto-classification - Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint
Agenda Introduction and product Sneak Peak to confirm you are at the right webinar! Company Overview SharePoint 2010 Enterprise Metadata Management Service Term Store Basics Enterprise Taxonomy and Auto Classification Product Screen Shots Demo of conceptClassifier for SharePoint 2010 Show native integration into SharePoint 2010 for Records Management and automatic content type updating Dynamic guided navigation within the search platform Show enterprise Taxonomy Management and auto-classification capabilities Building out new Taxonomies/Term Sets Term Store Management Enterprise Taxonomy Management QA Concept Searching • Don Miller • (408) 828-3400 • email@example.com
Concept Searching • Don Miller • (408) 828-3400 • firstname.lastname@example.org
Introducing EMM, The Term Store and Term Store Management Definitions SharePoint 2010 Enterprise Managed Metadata Service Concept Classifier for SharePoint 2010 Term Store Management Auto Classification Content Type Updating SharePoint 2010 Farm Subscription Service Content Type Hub Term Store Site Collection Records Library Concept Searching • Don Miller • (408) 828-3400 • email@example.com
The Managed Metadata Service Managed Metadata Service Manages Enterprise Content Types via the Content Type Hub Manages Term Store Term Sets (taxonomies) and terms can be shared across multiple SharePoint site collections Multiple manage metadata services can be created Enables search filtering Two types of terms: Managed terms – pre-defined by an enterprise administrator and may be hierarchical. Surfaced in the "managed metadata" column type Managed keywords – non-hierarchical words or phrases that have been added to SharePoint 2010 items by users (folksonomy) Enterprise Managed Metadata Service 30,000 Terms per Term Set (1 Taxonomy) 1,000 Term Sets Tested to 1,000,000 Preferred Terms Concept Searching • Don Miller • (408) 828-3400 • firstname.lastname@example.org
SharePoint 2010 Managed Metadata Service Considerations Concept Searching • Don Miller • (408) 828-3400 • email@example.com
conceptClassifier for SharePoint is the only native Term Store Management tool for 2010 Term Set Parent Term Child Term Grand Child Term Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values A content type can contain one or many taxonomies based on specific business user requirement. The values can shown as columns or can be hidden from users for administrative or governance purposes only.
conceptClassifier provides a native integration into Term Store 3/26/2011
Enterprise Taxonomy Management and Auto-classification
Multi User Distributed Branch and Term Support for Enterprise
Native Term Store Integration for SharePoint 2010
Accelerate building out taxonomies by 75% with automatic Term/Clue Suggestion
Enables the ability for information architects to build model and validate
Automatic Term Boosting for FAST/Search Platforms
Pragmatic Ontology Features for subject matter experts (You don’t need to be a librarian)
Traditional manual approach is subjective, cumbersome and ineffective End user must select values from multiple term sets. Up to 30,000 values per term set and 1,000 term sets per term store. Manual approach is impractical.
Term Store Management is provided by Taxonomy Manager and ConceptClassifier TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010 Deep capabilities to build out classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting
An automated approach ensures accurate Records Management, Sensitive Information Removal and improved Search/Findability Metadata is automatically applied to content by ConceptClassifier via TaxonomyManager. Content Type Updater can take it a step further and can modify content type to redirect document/object to a different content type or migrate it to another site collection or document library.
conceptClassifier for FAST and SharePoint 2010 Search conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST Multi value select with in a term set is the single fastest approach you can provide for end users to get access to the correct content. It is just like picking values when you are on Best Buy or Amazon but it is with your personalized corporate term set vocabulary.
Set proper expectations Select a business unit to begin term set building and classification approaches (Manual vs. Automated) within SharePoint Manual – No more than 3 tags Manage scope, don’t try to boil ocean Focus on value Focus on the key constituents that you can show immediate value Search or Findability Records Management Focus on Use Cases Understand how and why they will use term sets and how they will apply metadata Define Governance (See partner presentation from PPC on governance) Roles, responsibilities, policies, and procedures Understand it is a Marathon not a Sprint Taxonomy development is an iterative and on-going effort It changes and evolves just like your content and terminology Add new business units or users after successful feedback from initial term set sponsors Best practices for Term Store Development and applying metadata in SharePoint 2010 for Records Management and Findability 23 How To Guide for Taxonomies in SharePoint 23
Determine Key Term Sets Think about audience, business needs, content types Focus on immediate needs, build out term set Ask for immediate feedback Governance for Tagging Vision and Executive Sponsorship Roles and responsibilities – Committee of one Policies and procedures – Committee of one Adoptability Communication – Mandated process? Education and Training – How much time to ensure adoption Maximum of 3-5 manual tags Internal Promotion Tag off - Total number of tags per business unit or group Show total number of retention code policies as a before and after Showing ROI The Stop Watch Test Governance Applications Executive Feedback – Tuning exercise Initial Planning:
Categorization Schemas Hardest Easiest How To Guide for Taxonomies in SharePoint 28
Thank you Don Miller 408-828-3400 firstname.lastname@example.org
Cons: temporary staff = $$$$$ and results in non-standardized tagging
Acknowledge that it is a problem and do nothing
www.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • email@example.com
Security Metadata, Auto-classification, Taxonomies Drive Business Value Semantic Metadata Tagging Increase Information Retrieval Precision for Search Records Retention Code Tagging Concept Classifier Automatic Content Type Updating Records Management Confidential Secure Data Appropriate Storage & Preservation Tagged for Search Collaboration Portal www.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • firstname.lastname@example.org
How does Concept Searching Close IM and RM Capability Gaps Leveraging Metadata as an Enabling Asset
Uses Taxonomy Manager to create and manage organizational taxonomies, ontologies, and metadata environment;
Employs conceptClassifier for SharePoint as an Automated Metadata Population Service;