SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

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How to understand these key IA concepts and then explain them to your users and stakeholders.

How to understand these key IA concepts and then explain them to your users and stakeholders.

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  • 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.
  • There’s an issue with tagging
  • Not this kind of tagging…
  • 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

Transcript

  • 1. Taxonomy, content types and metadata, oh my! Presented by: Ruven Gotz Director & Group Lead Collaboration Service Line Avanade @ruveng
  • 2. What is Metadata? The BIG Question
  • 3. Data about data
  • 4. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
  • 5. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
  • 6. What is
  • 7. Let’s use a
  • 8. What does a cow say?
  • 9. What does a chicken say?
  • 10. What does a duck say?
  • 11. The sounds these animals make are attributes that distinguish them
  • 12. Example from Yoav Lurie • Prince • Pop/Rock • 1984
  • 13. Adapted from the “pea soup” story by Serge Tremblay
  • 14. What is our Base Metaphor for files?
  • 15. What if we saw this?
  • 16. Better…
  • 17. Solve with folders
  • 18. Hire an intern
  • 19. What is metadata?
  • 20. This is metadata!
  • 21. Not this! or this… What is Taxonomy?
  • 22. Carl Linnaeus (1751)
  • 23. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy
  • 24. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Superclass
  • 25. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Class
  • 26. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Order
  • 27. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Suborder
  • 28. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Family
  • 29. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Subfamily
  • 30. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Genus
  • 31. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Species
  • 32. Shared Drive Zoo X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Sales Web Design Newsletter Social Taxonomy
  • 33. As we’ve already seen: This always works out great
  • 34. Findability vs. Putability: a basic asymmetry
  • 35. Shared Drive Zoo X: Production Sales & Marketing Marketing Major Hospitals Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Colleges Big Small Sales Web Design Newsletter Social
  • 36. Moving this mess to SharePoint makes it worse
  • 37. SharePoint Sux
  • 38. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  • 39. Folders for Security Permissions assigned per folder
  • 40. A Brief Detour
  • 41. Simple Mind Map
  • 42. Mapping for Navigation
  • 43. Mapping for Priorization
  • 44. A SharePoint Taxonomy (Navigation)
  • 45. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
  • 46. Adding Metadata (when uploading)
  • 47. A SharePoint Simulation
  • 48. Document Type Inventory Worksheet
  • 49. What is metadata?
  • 50. What is Taxonomy?
  • 51. What are content types?
  • 52. Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
  • 53. Both Content Types in One Library
  • 54. Content Types for: Workflo w, Policy,Security
  • 55. Back to the Inventory Worksheet
  • 56. Build Mind Map (based on inventory worksheet)
  • 57. Why is it still so hard to get this to work?
  • 58. Which leads to this:
  • 59. Some great thinking by Carsten Knoch
  • 60. Search Business Process Records Management Search & Discover Compliance Day-to-day workflow Magic Metadata Intersection Increasing the likelihood of metadata success
  • 61. It’s a question of focus Metadata • Why? • Where? • How?
  • 62. Share the responsibility
  • 63. Less is more
  • 64. To Sum Up… •Do you have a better understanding of metadata and content types? •Do you think you’ll be able to explain these concepts more easily to your stakeholders? •Did you get value out of this presentation?
  • 65. Avanade Confidential – Do Not Copy, Forward or Circulate © Copyright 2012 Avanade Inc. All Rights Reserved. Visit us in Booth 904 • Take the Co-Lab Test – What role do you play in collaboration? (3 min online test – receive a special prize) • Enter to win $250 Visa Gift Card • Get a signed copy of my book! (limited quantities available)
  • 66. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com slideshare.com/ruveng