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Taming Information Chaos in SharePoint 2010

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Taming Information Chaos

         Eric Shupps
    SharePoint Server MVP
About Me

•   SharePoint Server MVP
•   President, BinaryWave
•   Microsoft Patterns & Practices (spg.codeplex.com)
•   CKS:DEV (cksdev.codeplex.com)
•   Web: www.binarywave.com
•   Blog: www.sharepointcowboy.com
•   Twitter: @eshupps
•   Facebook: www.facebook.com/sharepointcowboy
http://technet.microsoft.com/en-US/sharepoint/hh126808
Agenda

• Information Architecture
• Metadata
  – Demo: Using Managed Metadata
• Taxonomy
  – Demo: Creating Custom Solutions with
    Managed Metadata
Taming Information Chaos in SharePoint 2010
What Is Information Architecture?

• An organizational structure for specific formats,
  categories, and relationship of data
• Organization of the various SharePoint entities
  and objects:
   – Planning for the type and number of entities
   – Scalability and performance considerations
• Navigation structure
• Information architecture continues beyond
  container structure into content types and
  metadata planning.

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Taming Information Chaos in SharePoint 2010

  • 1. Taming Information Chaos Eric Shupps SharePoint Server MVP
  • 2. About Me • SharePoint Server MVP • President, BinaryWave • Microsoft Patterns & Practices (spg.codeplex.com) • CKS:DEV (cksdev.codeplex.com) • Web: www.binarywave.com • Blog: www.sharepointcowboy.com • Twitter: @eshupps • Facebook: www.facebook.com/sharepointcowboy
  • 4. Agenda • Information Architecture • Metadata – Demo: Using Managed Metadata • Taxonomy – Demo: Creating Custom Solutions with Managed Metadata
  • 6. What Is Information Architecture? • An organizational structure for specific formats, categories, and relationship of data • Organization of the various SharePoint entities and objects: – Planning for the type and number of entities – Scalability and performance considerations • Navigation structure • Information architecture continues beyond container structure into content types and metadata planning.
  • 7. Why Does it Matter? • Increases the chances that the solution design will be usable, reliable, and secure • It’s often neglected during SharePoint projects, but is critical for success! • Risks for not planning information architecture: – Decreased usability and findability – Performance and reliability issues – Lack of user adoption – Costly future enhancements
  • 8. Usability and Findability • How easily can the consumer either locate or discover information through navigation? • How reliably can the consumer find information through the search interface? • Consistency is key for discovery. • SharePoint metadata is key for search: – Site columns – Content types: • Enterprise content types • Local – Managed metadata
  • 9. Manageability • How efficient is the authoring experience? • How distributed is the content? • How distributed are the managers? • Minimize the “places” that authors and managers have to “visit” to do their job. • Maximize the visibility and control of content in each user’s area of responsibility.
  • 10. Security • SharePoint provides the capability to manage security broadly or on a granular level down to the item. • Typically, security is managed at the site collection and inherited down to all objects unless broken manually. – When pages are loaded, SharePoint needs to check the security on all the objects being rendered. – Breaking security inheritance puts a greater burden on the server, thus hurting performance. • Consider security and organizational boundaries when planning information architecture.
  • 12. Definition of Metadata • Data that provides additional information about a specific object or collection of objects Author Creation Date – Structured – Descriptive File Size – Administrative File Extension • Facilitates identification, Title Keywords organization, discovery, and interoperability of Status information Revision
  • 13. Benefits of Metadata • Provides organizational structure for disparate types of data • Supports rapid location of information • Enhances navigation • Enables advanced sorting, filtering, and grouping capabilities • Allows for differentiation of similar objects • Contributes to ranking and categorization within search results • Supports data portability (content without context)
  • 14. Metadata in SharePoint 2010 • Intrinsic – File Size – Item Type • Derived – Created By – Created Date – Modified By – Modified Date • Declared – List/Library Fields – Terms – Document Properties
  • 15. Metadata Components Site Collection List Farm Item • Managed • Site • List Columns • Document Metadata Columns • Metadata Properties Services • Content Navigation • File • Global Types • Key Filters Properties Term Sets • Policies • Views • User • Managed • Grouping Properties • Local Term Properties Sets • Sorting • Enterprise • Filtering Keywords
  • 16. Metadata and Search • Quality and quantity of metadata influence result precision and fidelity. • Custom ranking models permit fine-grained control over search result elevation. • Managed properties permit custom fields to be included in search indexes, scopes ,and queries. • Refiners allow users to drill into result sets based on metadata values. • Authoritative pages, keywords, best bets, synonyms, and other parameters improve quality of search results.
  • 17. Metadata Planning • Identify common information types and required properties. • Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open). • Identify syndication requirements and managed metadata service application needs. • Define term store roles and memberships. • Specify language requirements. • Group terms into a logical hierarchy. • Create term sets and terms.
  • 18. Term Stores • Database that contains information relating to taxonomies. • Each Managed Metadata Service Group Application is a single instance of a term store. • Includes groups, term Term Set sets, terms, and keywords. • Web applications can Terms have associations to multiple term stores.
  • 19. Groups and Term Sets • Groups Term Store – Contain one or more term sets – Provide a security boundary for term set administration (managers, contributors) • Term Sets – Containers used to organize terms – May assign stakeholders Terms – Configurable submission policy and tagging options
  • 20. Terms • Predefined values that represent taxonomy Term Store objects. • Can be nested up to seven levels deep. Group • Terms can be associated with other terms as synonyms. Term Set • Ability to define custom sort order. • Organizational terms can be included that are not used in data selection.
  • 21. Managed Properties • Metadata can be used in search scopes and queries. • Custom fields must be defined as a managed property in Search Administration. • Multiple fields can be assigned to a single managed property.
  • 22. Metadata Navigation • Expands the capabilities of list views to make locating information easier. • Navigational hierarchies display items with matching values. Descendent terms are included by default. • Key filters permit expanding filtering for multiple terms. • Column indexing allows queries that return result sets larger than defined thresholds.
  • 23. Syndication Managed Metadata Service Application Web Application A Web Application B Content Type Hub Content Type Subscriber
  • 24. DEMO Using Managed Metadata Creating a term store, defining terms, and using terms in list fields
  • 25. Multilingual Considerations • Each term store can have one default language and multiple working languages. – Requires language pack to be installed for each language • Each term can have multiple labels defined for each working language. – One default label per language • Custom sort orders are applied to all languages in a term set. • Terms are presented in the user’s preferred language.
  • 26. DEMO Content Type Syndication Publishing and consuming enterprise content types
  • 28. Taxonomy Definition • Classification of data. • Structured taxonomies organize data according to pre- defined relationships. • Unstructured taxonomies (Folksonomy) allow users to tag content and create ad-hoc organizational structures.
  • 29. Structured Taxonomy • Metadata is defined administratively and utilized by content authors. Term Store • Term sets are created in the term store. Term Term Term • Content types are created and published. • Site collections subscribe to one or more term Field stores. • Terms are available in list Field fields for content tagging. Field
  • 30. Unstructured Taxonomy • Users tag content with applicable terms Term • Content can be rated on Term Term a defined scale • Classification occurs collaboratively, with content consumers Field contributing to the Field hierarchy • Notes allow users to Field comment on sites, pages or documents for others to view
  • 31. Taxonomy Benefits Structured Unstructured Enforces content organization Exposes information on how according to established guidelines content is valued by contributors and consumers Ensures proper use of accepted industry-specific terminology Allows users to participate in content classification Aids compliance with regulatory requirements Defines ad-hoc relationships that Provides a familiar navigational might not have been anticipated or hierarchy envisioned
  • 32. Publishing and Updates • Identify which site collections will serve as content type hubs Hub and which will act as subscribers. • Identify stakeholders Term and create a Store taxonomy maintenance plan. Subscriber • Set schedules for a content type hub and subscriber updates.
  • 33. Importing Metadata • Managed metadata can be imported from external sources into the term store. • Organize into logical groups, term sets, and terms prior to import. • Format data into a comma-delimited .csv file. • Synonyms and translations must be specified within the term store management interface. "Term Set Name","Term Set Description","LCID","Available for Tagging","Term Description","Level 1 Term","Level 2 Term","Level 3 Term","Level 4 Term","Level 5 Term","Level 6 Term","Level 7 Term" "Sites","Locations where the organization has offices",,TRUE,,,,,,,, ,,1033,TRUE,,"North America",,,,,, ,,1033,TRUE,,"North America","Washington",,,,, ,,1033,TRUE,,"North America","Washington","Redmond",,,, ,,1033,TRUE,,"North America","Washington","Seattle",,,, ,,1033,TRUE,,"North America","Washington","Tacoma",,,, ,,1033,TRUE,,"North America","Massachusetts","Cambridge",,,,
  • 34. Thank You for attending this session! Please fill in the evaluation form