Understanding metadata - practical spia book

Understanding MetadataA supplement to: Practical SharePoint 2010Information Architecture by Ruven GotzBuy the Book (or Kindle):http://amzn.to/JnxlcC

Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.comRuven Gotz slideshare.com/ruveng

The BIG Question What is Metadata?

Data about data

Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.comRuven Gotz slideshare.com/ruveng

The BIG Question What is Metadata? I think I get it What is INow I see think Oh! I (Mostly)it get Metadata?

What is

Let’s use a

What does a cow say?

What does a chicken say?

What does a duck say?

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!

Carl Linnaeus (1751)

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

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

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

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

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

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Family Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters

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 Hamsters Voles Gerbils Subfamily Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters

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

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 Species hampsters

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

As we’ve already seen: This always works out great

Findability vs. Putability: a basic asymmetry

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

Moving this mess to SharePointmakes it worse

SharePoint Sux

The #1 rule of SharePoint? Except when it makes sense Never use folders ever

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 • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile

Adding Metadata (when uploading)

A SharePoint Simulation

Document Type Inventory Worksheet

What is metadata?

What is Taxonomy?

What are content types?

Vacation Request Drug ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________Manager ________ Manager ________Approved Y/N Approved Y/N

Both Content Types in One Library

Content Types for: Workflow, Policy, Security

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 (Navantis)

Increasing the likelihood of metadata success ComplianceSearch & Discover Records Search Management Magic Metadata Intersection Business Process Day-to-day workflow This graph originates from thinking by Carsten Knoch

It’s a question of focus Metadata • Why? • Where? • How?

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 easily to your stakeholders?• Did you get value out of this presentation?

Thanks for your attentionBuy the Book (or Kindle):http://amzn.to/JnxlcCPractical SharePoint 2010 InformationArchitecture by Ruven Gotz

Understanding metadata - practical spia book

by Ruven Gotz on Jan 14, 2013

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