Ruven Gotz
    2   | SharePoint Saturday St. Louis 2012
Thanks to Our Sponsors!            Platinum                       3   | SharePoint Saturday St. Louis 2012
Thanks to Our Sponsors!                     4   | SharePoint Saturday St. Louis 2012
Intro - Animated               @ruveng               spinsiders.com/ruveng                               Toronto          ...
The BIGQuestion            What is           Metadata?
Data about data
@ruveng             spinsiders.com/ruveng             ruven.gotz@avanade.comRuven Gotz
The BIGQuestion   What is Metadata?             I think I get it            What is            INow I see              thi...
What is
Let’s use a
What does a cow say?
What does a chicken say?
What does a ducksay?
The sounds these animals make areattributes that distinguish them
• Prince  • Pop/Rock  • 1984Example from Yoav Lurie
Adapted from the “peasoup” story by SergeTremblay
What is our Base Metaphorfor files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
What is Taxonomy?                    Not this!                     or this…
Carl Linnaeus(1751)
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Taxonomy                                                          Animal                                                  ...
Shared Drive ZooTaxonomy                                                               X:                                 ...
As we’ve already seen: This always works out great
Findability vs. Putability: a basic asymmetry
Shared Drive Zoo                                                           X:                                             ...
Moving this mess to SharePointmakes it worse
SharePoint Sux
The #1 rule of SharePoint?              Except when it makes                      sense                   Never use       ...
Folders for Security             Permissions assigned                  per folder
A Brief Detour
Simple Mind Map
Mapping for Navigation
Mapping for Priorization
A SharePoint Taxonomy (Navigation)
A SharePoint Taxonomy (Metadata)Customer Type   Sector      Size       Location   University• Lab           • Private   • ...
Adding Metadata (when uploading)
A SharePoint Simulation
Document Type InventoryWorksheet
What is metadata?
What is Taxonomy?
What are content types?
Drug    Vacation Request                         ReimbursementName _________         Name _________Emp. # _________       ...
Both Content Types in One Library
Content Types Workflo                      Policy,Securityfor:          w,
Back to the Inventory Worksheet
Build Mind Map (based on inventory worksheet)
Why is it still so hard to get this to work?
Which leads to this:
Some great thinking by Carsten Knoch
Increasing the likelihood of metadata success                                                 ComplianceSearch & Discover ...
It’s a question of focus                           Metadata                           • Why?                           • W...
Share the responsibility
Less is more
To Sum Up…• Do you have a better understanding of Metadata?• Do you think you’ll be able to explain these  concepts more e...
Ruven Gotz@ruvengspinsiders.com/ruvengruven.gotz@avanade.comslideshare.com/ruveng
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012
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SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012

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  • Avanade is a global Microsoft Gold PartnerOver 16,000 people, over 20 countriesJoint venture of Microsoft and Accenture[ANIMATED]
  • Everyone knows…
  • It’s “Data about Data” as Einstein proved all those years ago
  • This answer helps exactly no-one.
  • I won’t tell you yet but…It is an iterative process – you won’t understand it right away, but you will circle in towards understanding over time[ANIMATED]
  • Metadata is a new concept for manyUse of metaphors to explain the concepts
  • Metadata is a new concept for manyUse of metaphors to explain the concepts
  • If you were to ask a child: What does a cow say? How would they answer?
  • Ok, so that was goofing around – now let’s get serious.
  • The music is the contentYou can know a lot of facts about the album:PrincePop/Rock1984You can know all the facts, but it doesn’t substitute for the content (the music)(Purple Rain example originally suggested by Yoav Lurie)
  • How do you sort CD’sArtist?Title?Year?Genre?Colour?You have to decide up-front – and stick to it –because the objects are physical
  • What if the store was full of unlabeled tin cans?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
  • Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.
  • Items are grouped by area (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to it
  • This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia)
  • Old apple interface from the 80’s
  • All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
  • You have a bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
  • A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
  • ... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their own
  • Findability is challengingPutability is the real problemThis is Bill English’s word for knowing where to save a documentWhat if we could make putability easier while also improving findability?This is the promise of metadata
  • Data about dataYes, but not enough info Seth Maislin of Earley & Assoc. says it's the "Is-ness" of something:This 'is' a contract. That 'is' a pop album.For us it enables findability, policy and processFindability for locating the right documentsPolicy – records managementProcess – Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)
  • So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findabilityBy the way: One way to start to figure out an organization’s metadata is to look at the folder names.You will probably not want to simply copy this, but it can be a good guide/starting point
  • It’s not this… (visual joke)[ANIMATED]
  • It’s not this… (visual joke)[ANIMATED]
  • It’s this…Not really this, but let’s use these creatures to understand.
  • Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
  • This works because it’s really about governance – this is a stable structure that can’t be changed by just anybody:Changing this structure requires a world-wide meeting of the top scientists in the field, usually involving name-calling and fist-fights (or so I’ve heard)[ANIMATED]
  • Did you catch the subtle change here.The taxonomy is now of your ‘X’ drive.
  • And this is a common result
  • The asymmetry is that you’ll spend less time looking for a place to save something then you will looking for something after the fact.
  • Problem here is lack of governance – anyone can add any folder anywhere anytimeThis boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.[ANIMATED]
  • Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
  • Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  • Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  • [ANIMATED] Here is one reason to use folders: Application of security and then simplifying it for the user by using the ‘no folders’ view.
  • I’m not Carl, but let’s talk about why this works.After all, it’s the same as a directory treeThe difference is governance
  • Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
  • Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
  • Explain metadata and then use this worksheet for ‘homework’
  • Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
  • Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
  • [ANIMATED]
  • Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive.
  • Search – Find docs: eg. Subject, Status, Pub type, Author, YearRM – manage compliance: Retention period, confidentiality status, FOI rulesProcess – Day to Day: Status, assigned to, Due Date, etc.
  • Pragmatic & Outcomes focused
  • The answers are not clear-cut, everyone has to be on the same page.These decisions are not made by the consultants, or even IT – it has to involve the business
  • Find the common denominatorShoot for the magic subset
  • SharePoint Saturday Ozarks - metadata - branson mo - sept 8 2012

    1. 1. Ruven Gotz
    2. 2.  2 | SharePoint Saturday St. Louis 2012
    3. 3. Thanks to Our Sponsors! Platinum 3 | SharePoint Saturday St. Louis 2012
    4. 4. Thanks to Our Sponsors! 4 | SharePoint Saturday St. Louis 2012
    5. 5. Intro - Animated @ruveng spinsiders.com/ruveng Toronto ruven.gotz@avanade.comRuven Gotz
    6. 6. The BIGQuestion What is Metadata?
    7. 7. Data about data
    8. 8. @ruveng spinsiders.com/ruveng ruven.gotz@avanade.comRuven Gotz
    9. 9. The BIGQuestion What is Metadata? I think I get it What is INow I see think Oh! I (Mostly)it get Metadata?
    10. 10. What is
    11. 11. Let’s use a
    12. 12. What does a cow say?
    13. 13. What does a chicken say?
    14. 14. What does a ducksay?
    15. 15. The sounds these animals make areattributes that distinguish them
    16. 16. • Prince • Pop/Rock • 1984Example from Yoav Lurie
    17. 17. Adapted from the “peasoup” story by SergeTremblay
    18. 18. What is our Base Metaphorfor files?
    19. 19. What if we saw this?
    20. 20. Better…
    21. 21. Solve with folders
    22. 22. Hire an intern
    23. 23. What is metadata?
    24. 24. This is metadata!
    25. 25. What is Taxonomy? Not this! or this…
    26. 26. Carl Linnaeus(1751)
    27. 27. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    28. 28. Taxonomy Animal Kingdom Invertebrates Vertebrates Superclass Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    29. 29. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    30. 30. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    31. 31. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Suborder Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    32. 32. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Family Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    33. 33. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Subfamily Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    34. 34. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf Genus hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    35. 35. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Species Hamster hampsters
    36. 36. Shared Drive ZooTaxonomy X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
    37. 37. As we’ve already seen: This always works out great
    38. 38. Findability vs. Putability: a basic asymmetry
    39. 39. Shared Drive Zoo X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated
    40. 40. Moving this mess to SharePointmakes it worse
    41. 41. SharePoint Sux
    42. 42. The #1 rule of SharePoint? Except when it makes sense Never use ever folders
    43. 43. Folders for Security Permissions assigned per folder
    44. 44. A Brief Detour
    45. 45. Simple Mind Map
    46. 46. Mapping for Navigation
    47. 47. Mapping for Priorization
    48. 48. A SharePoint Taxonomy (Navigation)
    49. 49. A SharePoint Taxonomy (Metadata)Customer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile
    50. 50. Adding Metadata (when uploading)
    51. 51. A SharePoint Simulation
    52. 52. Document Type InventoryWorksheet
    53. 53. What is metadata?
    54. 54. What is Taxonomy?
    55. 55. What are content types?
    56. 56. Drug Vacation Request ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________Manager ________ Manager ________Approved Y/N Approved Y/N
    57. 57. Both Content Types in One Library
    58. 58. Content Types Workflo Policy,Securityfor: w,
    59. 59. Back to the Inventory Worksheet
    60. 60. Build Mind Map (based on inventory worksheet)
    61. 61. Why is it still so hard to get this to work?
    62. 62. Which leads to this:
    63. 63. Some great thinking by Carsten Knoch
    64. 64. Increasing the likelihood of metadata success ComplianceSearch & Discover Records Search Management Magic Metadata Intersection Business Process Day-to-day workflow
    65. 65. It’s a question of focus Metadata • Why? • Where? • How?
    66. 66. Share the responsibility
    67. 67. Less is more
    68. 68. To Sum Up…• Do you have a better understanding of Metadata?• Do you think you’ll be able to explain these concepts more easily to your stakeholders?• Did you get value out of this presentation?
    69. 69. Ruven Gotz@ruvengspinsiders.com/ruvengruven.gotz@avanade.comslideshare.com/ruveng
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