“ What Goes Where?” Sharepoint, Taxonomies & Metadata Matt Moore Innotecture
Taxonomies
“ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
 
 
<ul><li>000 – Computer science, information & general works  </li></ul><ul><li>100 – Philosophy and psychology  </li></ul>...
<ul><li>000 – Computer science, information & general works  </li></ul><ul><li>100 – Philosophy and psychology  </li></ul>...
<ul><li>000 – Computer science, information & general works  </li></ul><ul><li>100 – Philosophy and psychology  </li></ul>...
 
 
http://www.epicurious.com
“ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
“ Who needs taxonomies anyway, we’ve got search!”
 
Using Taxonomies
http://www.flickr.com/photos/raster/3380860520/ Experts
http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ Experts Machines
http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ http://www.flickr.com/p...
Advantages  Disadvantages Experts High-quality & consistent outputs Can handle ambiguity Expensive Time-consuming May not ...
1. Building <ul><li>Buy off the shelf externally (…and tweak it a bit)‏ </li></ul><ul><li>Machine analysis </li></ul><ul><...
2. Applying <ul><li>Auto-categorisation </li></ul><ul><li>User-based tagging (either free or based on taxonomy)‏ </li></ul...
3. Consuming <ul><li>Users like pictures (maps, trees, tags clouds)‏ </li></ul><ul><li>Linked to other apps (e.g. Search) ...
Building  Applying Consuming Experts Buy off the shelf OR Build based on analysis Manual Tagging against Taxonomy - Machin...
Common categories <ul><li>Process </li></ul><ul><li>Location </li></ul><ul><li>Product/Service </li></ul><ul><li>Customer ...
Some words of warning <ul><li>Names are political – who gets the choose the words is important. </li></ul><ul><li>Taxonomi...
Enter Sharepoint
Folders or Metadata?
<ul><li>Content Types </li></ul><ul><li>built from </li></ul><ul><li>Site Columns </li></ul><ul><li>that reference </li></...
Some issues
Flat <ul><li>Relationships between terms within multiple lists not well comprehended. </li></ul><ul><li>This is OK for fac...
Islands <ul><li>Difficult to manage metadata across multiple sites. </li></ul><ul><li>Lists & Site Columns can end up sitt...
Simple <ul><li>Doesn’t do all the fancy automated analysis & categorisation stuff </li></ul>http://www.flickr.com/photos/f...
Third-Party Vendors
Complexity / Cost
Building  Applying Consuming Experts Machines Users
Handy Resources
TaxoCop:  http://finance.groups.yahoo.com/group/TaxoCoP/ Earley & Associates:  http://www.earley.com/ Mark Schneider:  htt...
<ul><li>Is the patchiness of Sharepoint's taxonomy/metadata functionality really a problem? And if so... </li></ul><ul><li...
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Sharepoint & Taxonomy

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Sharepoint & Taxonomy

  1. 1. “ What Goes Where?” Sharepoint, Taxonomies & Metadata Matt Moore Innotecture
  2. 2. Taxonomies
  3. 3. “ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
  4. 6. <ul><li>000 – Computer science, information & general works </li></ul><ul><li>100 – Philosophy and psychology </li></ul><ul><li>200 – Religion </li></ul><ul><li>300 – Social sciences </li></ul><ul><li>500 – Science </li></ul><ul><li>600 – Technology </li></ul><ul><li>700 – Arts and recreation </li></ul><ul><li>800 – Literature </li></ul><ul><li>900 – History, geography, and biography </li></ul>
  5. 7. <ul><li>000 – Computer science, information & general works </li></ul><ul><li>100 – Philosophy and psychology </li></ul><ul><li>200 – Religion </li></ul><ul><li>300 – Social sciences </li></ul><ul><li>500 – Science </li></ul><ul><li>600 – Technology </li></ul><ul><li>700 – Arts and recreation </li></ul><ul><li>800 – Literature </li></ul><ul><li>900 – History, geography, and biography </li></ul><ul><ul><li>930 History of ancient world </li></ul></ul><ul><ul><li>940 General history of Europe </li></ul></ul><ul><ul><li>950 General history of Asia; Far East </li></ul></ul><ul><ul><li>960 General history of Africa </li></ul></ul><ul><ul><li>970 General history of North America </li></ul></ul><ul><ul><li>980 General history of South America </li></ul></ul><ul><ul><li>990 General history of other areas </li></ul></ul>
  6. 8. <ul><li>000 – Computer science, information & general works </li></ul><ul><li>100 – Philosophy and psychology </li></ul><ul><li>200 – Religion </li></ul><ul><li>300 – Social sciences </li></ul><ul><li>500 – Science </li></ul><ul><li>600 – Technology </li></ul><ul><li>700 – Arts and recreation </li></ul><ul><li>800 – Literature </li></ul><ul><li>900 – History, geography, and biography </li></ul><ul><ul><li>930 History of ancient world </li></ul></ul><ul><ul><li>940 General history of Europe </li></ul></ul><ul><ul><li>950 General history of Asia; Far East </li></ul></ul><ul><ul><li>960 General history of Africa </li></ul></ul><ul><ul><li>970 General history of North America </li></ul></ul><ul><ul><li>980 General history of South America </li></ul></ul><ul><ul><li>990 General history of other areas </li></ul></ul><ul><ul><ul><li>993 General history of other areas; New Zealand </li></ul></ul></ul><ul><ul><ul><li>994 General history of other areas; Australia </li></ul></ul></ul><ul><ul><ul><li>995 General history of other areas; Melanesia; New Guinea </li></ul></ul></ul><ul><ul><ul><li>996 General history of other areas; Other parts of Pacific Polynesia </li></ul></ul></ul><ul><ul><ul><li>997 General history of other areas; Atlantic Ocean islands </li></ul></ul></ul><ul><ul><ul><li>998 General history of other areas; Arctic islands & Antarctica </li></ul></ul></ul><ul><ul><ul><li>999 Extraterrestrial worlds </li></ul></ul></ul>
  7. 11. http://www.epicurious.com
  8. 12. “ Orange Blossom” Traminer Riesling South Australia 2008 $8.10
  9. 13. “ Who needs taxonomies anyway, we’ve got search!”
  10. 15. Using Taxonomies
  11. 16. http://www.flickr.com/photos/raster/3380860520/ Experts
  12. 17. http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ Experts Machines
  13. 18. http://www.flickr.com/photos/raster/3380860520/ http://www.flickr.com/photos/brewbooks/3315685906/ http://www.flickr.com/photos/ntr23/730371240/ Experts Machines Users
  14. 19. Advantages Disadvantages Experts High-quality & consistent outputs Can handle ambiguity Expensive Time-consuming May not understand user perspective Machines Scalable Quick Poor at ambiguity Costs may vary Users Cheap Scalable (ish)‏ Rarely consistent Often Uninterested
  15. 20. 1. Building <ul><li>Buy off the shelf externally (…and tweak it a bit)‏ </li></ul><ul><li>Machine analysis </li></ul><ul><li>Existing organisational vocabularies & data models </li></ul><ul><li>Input from users (workshops, tagging)‏ </li></ul><ul><li>This will be an ongoing process. </li></ul>
  16. 21. 2. Applying <ul><li>Auto-categorisation </li></ul><ul><li>User-based tagging (either free or based on taxonomy)‏ </li></ul><ul><li>Expert tagging and/or editing in workflow </li></ul><ul><li>It all depends on scale & risk. </li></ul>
  17. 22. 3. Consuming <ul><li>Users like pictures (maps, trees, tags clouds)‏ </li></ul><ul><li>Linked to other apps (e.g. Search) or via workflow </li></ul><ul><li>Taxonomies should not be run for experts! </li></ul>
  18. 23. Building Applying Consuming Experts Buy off the shelf OR Build based on analysis Manual Tagging against Taxonomy - Machines Semantic and/or Concept Analysis Automated Categorisation Ontology-based Processes Users Tagging & Folksonomies Manual Tagging (whatever)‏ Tag Clouds & Visualisation Search
  19. 24. Common categories <ul><li>Process </li></ul><ul><li>Location </li></ul><ul><li>Product/Service </li></ul><ul><li>Customer </li></ul><ul><li>Role/Position </li></ul><ul><li>Project </li></ul><ul><li>Department </li></ul><ul><li>etc… </li></ul>
  20. 25. Some words of warning <ul><li>Names are political – who gets the choose the words is important. </li></ul><ul><li>Taxonomies should reflect reality - do not attempt to enforce a non-existent unity. </li></ul><ul><li>Is this field really necessary? - beware taxonomic overstretch. </li></ul><ul><li>Taxonomies should help not hinder. </li></ul>
  21. 26. Enter Sharepoint
  22. 27. Folders or Metadata?
  23. 28. <ul><li>Content Types </li></ul><ul><li>built from </li></ul><ul><li>Site Columns </li></ul><ul><li>that reference </li></ul><ul><li>Lists </li></ul>The Metadata Trio
  24. 29. Some issues
  25. 30. Flat <ul><li>Relationships between terms within multiple lists not well comprehended. </li></ul><ul><li>This is OK for facets. </li></ul><ul><li>Not so good for hierarchies. </li></ul>http://www.flickr.com/photos/bricolage108/438984181/
  26. 31. Islands <ul><li>Difficult to manage metadata across multiple sites. </li></ul><ul><li>Lists & Site Columns can end up sitting at different positions in the site hierarchy. </li></ul>http://www.flickr.com/photos/garibaldi/209338463/
  27. 32. Simple <ul><li>Doesn’t do all the fancy automated analysis & categorisation stuff </li></ul>http://www.flickr.com/photos/foot-slogger/1405665772/
  28. 33. Third-Party Vendors
  29. 34. Complexity / Cost
  30. 35. Building Applying Consuming Experts Machines Users
  31. 36. Handy Resources
  32. 37. TaxoCop: http://finance.groups.yahoo.com/group/TaxoCoP/ Earley & Associates: http://www.earley.com/ Mark Schneider: http://www.sharepointplan.com/ Montague Institute: http://www.montague.com/
  33. 38. <ul><li>Is the patchiness of Sharepoint's taxonomy/metadata functionality really a problem? And if so... </li></ul><ul><li>Will 2010 be better? </li></ul><ul><li>What experiences do you have of third-party products? </li></ul><ul><li>What workarounds are you using? </li></ul>Questions?

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