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Understanding Metadata - 
Working with Stakeholders to 
build the Taxonomy 
Presented by: Ruven Gotz 
Director, Collaborat...
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 
What I think 
Oh! 
is 
Now I see 
Metadata? 
I (get Mostly) 
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
• Prince 
• Pop/Rock 
• 1984 
Example from Yoav Lurie
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 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Animal 
Kingdom 
Invertebrates Vertebrates 
Mammals 
Fish Amphibians Reptiles Birds 
Predators Primates Whales Rodents 
Sq...
Shared Drive Zoo X: 
Production 
Sales & 
Marketing 
Marketing 
Sales Web Design Newsletter Social 
Commercial Industrial ...
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 
Sales Web Design Newsletter Social 
Comm...
Moving this mess to SharePoint 
makes it worse
SharePoint Sux
The #1 rule of SharePoint? 
Except when it makes 
sense 
ever 
Never use 
folders
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 
Locat...
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 ________ 
App...
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
Increasing the likelihood of metadata success 
Search 
Business 
Process 
Records 
Management 
Search & Discover 
Complian...
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...
Ruven Gotz 
@ruveng 
spinsiders.com/ruveng 
ruven.gotz@avanade.com 
slideshare.net/ruveng
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
Understanding metadata   working with stakeholders to build the taxonomy - sp intersections - nov 2014
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Understanding metadata working with stakeholders to build the taxonomy - sp intersections - nov 2014

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Being able to effectively explain metadata to your stakeholders is an essential element to building a good a good taxonomy and gaining adoption.

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Understanding metadata working with stakeholders to build the taxonomy - sp intersections - nov 2014

  1. 1. Understanding Metadata - Working with Stakeholders to build the Taxonomy Presented by: Ruven Gotz Director, Collaboration Avanade @ruveng Download this deck at slideshare.net/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 What I think Oh! is Now I see Metadata? I (get Mostly) 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. • Prince • Pop/Rock • 1984 Example from Yoav Lurie
  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 Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy
  26. 26. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Superclass
  27. 27. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Class
  28. 28. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Order
  29. 29. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Suborder
  30. 30. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Family
  31. 31. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Subfamily
  32. 32. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Genus
  33. 33. Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Mice & Rats Porcupines Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Long-tailed dwarf hamsters Roborovski Hamster Voles Gerbils Taxonomy Species
  34. 34. Shared Drive Zoo X: Production Sales & Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Clinics Mobile Medium Small 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 Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Clinics Mobile Colleges Medium Small Big Small
  38. 38. Moving this mess to SharePoint makes it worse
  39. 39. SharePoint Sux
  40. 40. The #1 rule of SharePoint? Except when it makes sense ever Never use folders
  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. Increasing the likelihood of metadata success Search Business Process Records Management Search & Discover Compliance Day-to-day workflow Magic Metadata Intersection
  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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