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The Pain of Metadata
Understand it, explain it, win!
Presented by: Ruven Gotz
Director
Collaboration Service Line
Avanade
...
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...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Priv...
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
Lab...
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
...
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...
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
In...
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 thes...
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
slideshare.net/ruveng
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
The pain of metadata - SharePointalooza - 2015
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The pain of metadata - SharePointalooza - 2015

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Understanding metadata and how to explain it to your end users.

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The pain of metadata - SharePointalooza - 2015

  1. 1. The Pain of Metadata Understand it, explain it, win! Presented by: Ruven Gotz Director Collaboration Service Line Avanade @ruveng
  2. 2. A Meta Presentation Cheesy Metaphors Stinky Jokes
  3. 3. A sophisticated audience
  4. 4. What is Metadata? The BIG Question
  5. 5. Data about data
  6. 6. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
  7. 7. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
  8. 8. What is
  9. 9. Let’s use a
  10. 10. What does a cow say?
  11. 11. What does a chicken say?
  12. 12. What does a duck say?
  13. 13. The sounds these animals make are attributes that distinguish them
  14. 14. Example from Yoav Lurie • Prince • Pop/Rock • 1984
  15. 15. Adapted from the “pea soup” story by Serge Tremblay
  16. 16. What is our Base Metaphor for files?
  17. 17. What if we saw this?
  18. 18. Better…
  19. 19. Solve with folders
  20. 20. Hire an intern
  21. 21. What is metadata?
  22. 22. This is metadata!
  23. 23. Not this! or this… What is Taxonomy?
  24. 24. Carl Linnaeus (1751)
  25. 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
  26. 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 Superclass
  27. 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 Class
  28. 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 Order
  29. 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 Suborder
  30. 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 Family
  31. 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 Subfamily
  32. 32. 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
  33. 33. 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
  34. 34. 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
  35. 35. As we’ve already seen: This always works out great
  36. 36. Findability vs. Putability: a basic asymmetry
  37. 37. 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
  38. 38. Moving this mess to SharePoint makes it worse
  39. 39. SharePoint Sux
  40. 40. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  41. 41. Folders for Security Permissions assigned per folder
  42. 42. A Brief Detour
  43. 43. Simple Mind Map
  44. 44. Mapping for Navigation
  45. 45. Mapping for Priorization
  46. 46. A SharePoint Taxonomy (Navigation)
  47. 47. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
  48. 48. Adding Metadata (when uploading)
  49. 49. A SharePoint Simulation
  50. 50. Document Type Inventory Worksheet
  51. 51. What is metadata?
  52. 52. What is Taxonomy?
  53. 53. What are content types?
  54. 54. 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
  55. 55. Both Content Types in One Library
  56. 56. Content Types for: Workflo w, Policy,Security
  57. 57. Back to the Inventory Worksheet
  58. 58. Build Mind Map (based on inventory worksheet)
  59. 59. Why is it still so hard to get this to work?
  60. 60. Which leads to this:
  61. 61. Some great thinking by Carsten Knoch
  62. 62. Search Business Process Records Management Search & Discover Compliance Day-to-day workflow Magic Metadata Intersection Increasing the likelihood of metadata success
  63. 63. It’s a question of focus Metadata • Why? • Where? • How?
  64. 64. Share the responsibility
  65. 65. Less is more
  66. 66. 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?
  67. 67. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com slideshare.net/ruveng

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