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Taxonomies, Content Types
and Metadata, Oh My!
Presented by: Ruven Gotz
Director
Collaboration Service Line
Avanade
@ruveng
A Meta Presentation
Cheesy Metaphors Stinky Jokes
A sophisticated
audience
What is
Metadata?
The BIG
Question
Data about data
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it
The BIG
Question
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 are
attributes that distinguish them
Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
Not this!
or this…
What is Taxonomy?
Carl Linnaeus
(1751)
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
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
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
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
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
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
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
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
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
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
As we’ve already seen: This always works out great
Findability vs. Putability: a basic asymmetry
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
Moving this mess to SharePoint
makes it worse
SharePoint Sux
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
Folders for Security
Permissions assigned
per folder
A Brief Detour
Simple Mind Map
Mapping for Navigation
Mapping for Priorization
A SharePoint Taxonomy (Navigation)
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
• Rural
University
• Yes
• No
A SharePoint Taxonomy (Metadata)
Adding Metadata (when uploading)
A SharePoint Simulation
Document Type Inventory
Worksheet
What is metadata?
What is Taxonomy?
What are content types?
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
Both Content Types in One Library
Content Types
for:
Workflo
w,
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
Search
Business
Process
Records
Management
Search & Discover
Compliance
Day-to-day workflow
Magic Metadata
Intersection
Increasing the likelihood of metadata success
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
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?
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
slideshare.net/ruveng

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Metadata taxonomy and content types oh my - SPTechCon - April 2014

Editor's Notes

  1. Everyone knows…
  2. Everyone knows…
  3. Everyone knows…
  4. It’s “Data about Data” as Einstein proved all those years ago
  5. This answer helps exactly no-one.
  6. 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]
  7. Metadata is a new concept for manyUse of metaphors to explain the concepts
  8. Metadata is a new concept for manyUse of metaphors to explain the concepts
  9. If you were to ask a child: What does a cow say? How would they answer?
  10. Ok, so that was goofing around – now let’s get serious.
  11. 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)
  12. 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
  13. 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)
  14. 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.
  15. 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
  16. 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)
  17. Old apple interface from the 80’s
  18. 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
  19. 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)
  20. A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
  21. ... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their own
  22. 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
  23. 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)
  24. 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
  25. It’s not this… (visual joke)[ANIMATED]
  26. It’s not this… (visual joke)[ANIMATED]
  27. It’s this…Not really this, but let’s use these creatures to understand.
  28. 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
  29. 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]
  30. Did you catch the subtle change here.The taxonomy is now of your ‘X’ drive.
  31. And this is a common result
  32. 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.
  33. 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]
  34. Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
  35. Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  36. Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  37. [ANIMATED] Here is one reason to use folders: Application of security and then simplifying it for the user by using the ‘no folders’ view.
  38. 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
  39. Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
  40. 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
  41. Explain metadata and then use this worksheet for ‘homework’
  42. 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]
  43. 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]
  44. [ANIMATED]
  45. 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.
  46. There’s an issue with tagging
  47. Not this kind of tagging…
  48. 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.
  49. Pragmatic & Outcomes focused
  50. 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
  51. Find the common denominatorShoot for the magic subset