This document discusses best practices for organizing documents in SharePoint 2010. It recommends using document sets instead of folders when hierarchy is not needed and extra capabilities are required. Managed metadata should be defined by business needs and used consistently for better search results. Content types should be created at the site collection level and organized in template libraries. Content organizer rules can automatically route documents to the proper location based on metadata values, improving organization, searchability, and findability.
This presentation was given by Marianne van Wanrooij of Connected Solutions as part of the Sparked Toolkit Session: SharePoint Nightmares.
It discusses her SharePoint Nightmare and her solution.
Almost every client we meet in our SharePoint world requests implementations of "taxonomy" and "metadata" - often times, they are asking because they've been told they should - but aren't even clear what the request means or what it is they are asking for. This presentation will attempt to clarify what Taxonomy/Metadata is and outline the different ways it is employed both within the site and across sites.
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Information Architecture (IA) for a large organization is often as complex as a twisting labyrinth. In this session, I will explain and demonstrate, why a good IA design is important for search and also provides best practices on how to plan, maintain and govern it.
For years, one of the most fundamentally powerful capabilities in SharePoint has been Content Types. Content Types should underlie all good information architectures, along with customised metadata (Site Columns) and managed metadata which embodies the taxonomy for *your* organisation. Yet far too often, SharePoint users simply upload Documents into Document Libraries and wonder why no magic happens.
In this session, we’ll demystify some of these basic SharePoint capabilities to show you how you can really make your Intranet, Team Site, or Publishing Sites sing. It doesn’t matter if you’re on SharePoint 2007, 2010, or 2013, or on SharePoint Online in Office365. With search underlying so much of the value that SharePoint offers these days, a good understanding of these concepts is imperative to ensure your success.
This presentation was given by Marianne van Wanrooij of Connected Solutions as part of the Sparked Toolkit Session: SharePoint Nightmares.
It discusses her SharePoint Nightmare and her solution.
Almost every client we meet in our SharePoint world requests implementations of "taxonomy" and "metadata" - often times, they are asking because they've been told they should - but aren't even clear what the request means or what it is they are asking for. This presentation will attempt to clarify what Taxonomy/Metadata is and outline the different ways it is employed both within the site and across sites.
Agnes Molnar - Best Practices for Information Architecture and Enterprise SearchAgnes Molnar
Information Architecture (IA) for a large organization is often as complex as a twisting labyrinth. In this session, I will explain and demonstrate, why a good IA design is important for search and also provides best practices on how to plan, maintain and govern it.
For years, one of the most fundamentally powerful capabilities in SharePoint has been Content Types. Content Types should underlie all good information architectures, along with customised metadata (Site Columns) and managed metadata which embodies the taxonomy for *your* organisation. Yet far too often, SharePoint users simply upload Documents into Document Libraries and wonder why no magic happens.
In this session, we’ll demystify some of these basic SharePoint capabilities to show you how you can really make your Intranet, Team Site, or Publishing Sites sing. It doesn’t matter if you’re on SharePoint 2007, 2010, or 2013, or on SharePoint Online in Office365. With search underlying so much of the value that SharePoint offers these days, a good understanding of these concepts is imperative to ensure your success.
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your...J. Kevin Parker, CIP
At the end of this presentation, you should be able to articulate why good information architecture (IA) makes SharePoint better; identify the four systems of IA components; leverage SharePoint features for improved information management; and build dynamic information management solutions in SharePoint without code.
SharePoint Site Collections - Best Practices and RecommendationsChris Woodill
Best practices and recommendations for SharePoint Site Collections. Impacts of Site Collection boundaries on taxonomy, usability, security, and features.
Presented by Vanessa Fairhurst, Paul Davis and Rachael Lammey on March 3rd 2021.
The webinar covers how to create and correctly display a DOI, the importance of metadata and the various tools for content registration including the web deposit form, Metadata Manager and OJS plug-ins.
I presented in San Diego SharePoint User Group Meeting early 2014 about the benefits and options available in the Content Search Web Part to create compelling content visualization and presentation
Lavacon Session Proposal: Triple Tag - Managed Metadata and Taxonomies for Co...Chris McNulty
Information architecture gets easier with the second edition of Managed Metadata Service in SharePoint 2013. This session will assume a base familiarity with metadata, and will dive ahead to the newest functions – extended properties, pinning, and hashtags. Attendees will learn about architecture and usage for content management, catalogs, social networking, library and site navigation. We’ll also be diving into upgrade, governance, scripting, and development. Next, we’ll use taxonomy in ECM workflow and review the industry standard “Dublin Core” metadata and how to use and adapt it in a SharePoint world, along with best and worst practices. Finally – how tagging is established for content on Delve Boards using the Office Graph.
Workshop proposal: Managed Metadata and Enterprise Content Management in Shar...Chris McNulty
As SharePoint explodes in enterprise capacity, big data often results in a lot of big noise, too. Managed Metadata and Enterprise Content Management provide tools and analysis to help you separate valuable signals from all the useless background static. This workshop is intended for enterprise architects and content managers looking to optimize the user experience for document-centric collaboration in SharePoint and Office 365.
We’ll review all the traditional uses for the term store and social tags -- taxonomies, folksonomies, tags, metadata and content types. Then we’ll take a look at the newest functions – extended properties, pinning, and social hashtags. Attendees will learn about information architecture and usage for content management, catalogs, taxonomy, social networking library and site navigation. We’ll go through how to build information catalogs and what NOT to try in 2013. And we’ll conclude with the DCMI “Dublin Core” standards and how to use them to enhance SharePoint metadata dictionaries.
Then we’ll apply those precise classifications to SharePoint documents. We'll run through the range of solutions, starting with classic authoring, versioning and approvals. From there, we'll move through real world best practices, rules based content organizers, records management and eDiscovery, and Information Lifecycle Management.
We’ll complete the cycle by reviewing how metadata is used and consumed online with Office 365 – including how to automate search-based classifications with Delve and Boards.
Crossref LIVE Indonesia: An Introduction to Crossref, CRLIVE-ID 13 July 2021Crossref
This webinar was presented by Crossref staff Vanessa Fairhurst and Rachael Lammey on the 13th July 2021 as part of a series of Crossref LIVE Indonesia webinars.
This webinar covers:
- A brief history of Crossref
- Who are our members
- How to join Crossref
- Persistent identifiers (DOI) and related metadata
- What are the benefits of joining Crossref?
- Why publishers (and other organizations) around the world join Crossref
The content is relevant for Crossref members, particularly new members, and anyone who would like to know more about how to work with Crossref and how we fit into the wider scholarly community.
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your...J. Kevin Parker, CIP
At the end of this presentation, you should be able to articulate why good information architecture (IA) makes SharePoint better; identify the four systems of IA components; leverage SharePoint features for improved information management; and build dynamic information management solutions in SharePoint without code.
SharePoint Site Collections - Best Practices and RecommendationsChris Woodill
Best practices and recommendations for SharePoint Site Collections. Impacts of Site Collection boundaries on taxonomy, usability, security, and features.
Presented by Vanessa Fairhurst, Paul Davis and Rachael Lammey on March 3rd 2021.
The webinar covers how to create and correctly display a DOI, the importance of metadata and the various tools for content registration including the web deposit form, Metadata Manager and OJS plug-ins.
I presented in San Diego SharePoint User Group Meeting early 2014 about the benefits and options available in the Content Search Web Part to create compelling content visualization and presentation
Lavacon Session Proposal: Triple Tag - Managed Metadata and Taxonomies for Co...Chris McNulty
Information architecture gets easier with the second edition of Managed Metadata Service in SharePoint 2013. This session will assume a base familiarity with metadata, and will dive ahead to the newest functions – extended properties, pinning, and hashtags. Attendees will learn about architecture and usage for content management, catalogs, social networking, library and site navigation. We’ll also be diving into upgrade, governance, scripting, and development. Next, we’ll use taxonomy in ECM workflow and review the industry standard “Dublin Core” metadata and how to use and adapt it in a SharePoint world, along with best and worst practices. Finally – how tagging is established for content on Delve Boards using the Office Graph.
Workshop proposal: Managed Metadata and Enterprise Content Management in Shar...Chris McNulty
As SharePoint explodes in enterprise capacity, big data often results in a lot of big noise, too. Managed Metadata and Enterprise Content Management provide tools and analysis to help you separate valuable signals from all the useless background static. This workshop is intended for enterprise architects and content managers looking to optimize the user experience for document-centric collaboration in SharePoint and Office 365.
We’ll review all the traditional uses for the term store and social tags -- taxonomies, folksonomies, tags, metadata and content types. Then we’ll take a look at the newest functions – extended properties, pinning, and social hashtags. Attendees will learn about information architecture and usage for content management, catalogs, taxonomy, social networking library and site navigation. We’ll go through how to build information catalogs and what NOT to try in 2013. And we’ll conclude with the DCMI “Dublin Core” standards and how to use them to enhance SharePoint metadata dictionaries.
Then we’ll apply those precise classifications to SharePoint documents. We'll run through the range of solutions, starting with classic authoring, versioning and approvals. From there, we'll move through real world best practices, rules based content organizers, records management and eDiscovery, and Information Lifecycle Management.
We’ll complete the cycle by reviewing how metadata is used and consumed online with Office 365 – including how to automate search-based classifications with Delve and Boards.
Crossref LIVE Indonesia: An Introduction to Crossref, CRLIVE-ID 13 July 2021Crossref
This webinar was presented by Crossref staff Vanessa Fairhurst and Rachael Lammey on the 13th July 2021 as part of a series of Crossref LIVE Indonesia webinars.
This webinar covers:
- A brief history of Crossref
- Who are our members
- How to join Crossref
- Persistent identifiers (DOI) and related metadata
- What are the benefits of joining Crossref?
- Why publishers (and other organizations) around the world join Crossref
The content is relevant for Crossref members, particularly new members, and anyone who would like to know more about how to work with Crossref and how we fit into the wider scholarly community.
Moving mountains with Sharepoint - Document Management with SharePoint 2013Oliver Wirkus
This presentation shows how to implement a Document Management System to an existing SharePoint Intranet, Best practices on how to start that kind of projects and on Document Management with SharePoint
Our time is too valuable to spend it looking for files or re-inventing what we’ve already created. It’s time to get off of file shares and adopt a content management strategy leveraging SharePoint libraries, metadata, and search.
We can all fall victim to clinging to our folder structures but there’s a better way. Learn how to take advantage of the beneficial features of powerful search and custom metadata in SharePoint.
In this session we feature TermSet, an exciting new product that automatically adds metadata and taxonomies to SharePoint. All without a burden on business users or your IT department!
You have adopted Microsoft SharePoint in your organization and have end users requesting tools and applications in SharePoint. Is SharePoint really the solution? Now you need the ‘SharePoint Person’! That is the person who is the solution architect, information architect, infrastructure architect, administrator, developer and support analyst all rolled into one. What technical skills will that person or team need to have to be successful in building and supporting SharePoint Solutions. You will learn the types of SharePoint requests that can be received from end users based on a decade of experience in building SharePoint solutions, and link them to the skillets that are required by your SharePoint team. You will also understand the skills required to support and maintain an effective Microsoft SharePoint environment.
This session provides information on how to best implement a Document Management System within SharePoint. All elements used to create a DMS are explained in detail and best practices are provided as well.
Maximizing Productivity with SharePoint Document LibrarySharepoint Designs
SharePoint Online is the transformative tool that can turn your company intranet into a powerhouse for collaboration and information-sharing. We specialize in creating compelling intranet designs that encapsulate your company's essence, focusing on SharePoint features like AI-powered content summarization and advanced metadata search. Visit us at www.sharepointdesigns.com or call us at +91 98841 89463 or email us at sales@sharepointdesigns.com
This is a discussion about knowledge management in both artifact and tacid approach and how SharePoint can be used to apply this. We will look at tools in sharepoint, how traditional approach and pervasive approach could be applied and lastly at clutural issues that needs to be overcome in moving to a more pervasive environment.
In the real world, "find-ability" is just as important as "put-ability" when building a well-structured ERMS. This session explores effective strategies for defining and capturing the critical metadata needed to drive RM-specific search scenarios.
SPSBOS -- How your metadata strategy impacts everything you doChristian Buckley
Presentation given 4-9-2011 at SharePoint Saturday Boston on the need for sound metadata and taxonomy strategy in any SharePoint deployment (or re-architecture).
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During this workshop, Agnes demonstrates how Microsoft Search works today and explains what you can expect in the future. Having a good understanding of these details is critical to your organization's strategy however, it's not enough. This is why Agnes goes far beyond the What's. She also explains How you can get your Office 365 tenant and content ready, and your users prepared. She provides detailed practical guidance on where to invest your time and resources and helps to set up an action plan which you can start implementing instantly.
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Search is often considered to be a magical "black box". It's like air or water: we don't recognize it as long as it works fine. But as soon as we don't get the results we expect we start complaining.
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Search is often considered to be a magical "black box".
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In this session, Agnes is de-mystifying Search in SharePoint and Office 365. She'll explain how it works behind the scenes in a way that makes sense not only for the Search Pros but also for the end users.
She'll demonstrate the basic concepts of the following things:
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• how to define various "search verticals" and specific search applications;
• why is it important to add good metadata on the content AND empower all users to do the same;
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• in classic and personalized search experiences in Office 365: why we have what we have, and how to get the most of this wide variety of search experiences;
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Search architecture: on-premises, online and hybrid. Pros and cons, real-world use cases and challenges.
Search Quality: Proven action plan toward implementing successful Search.
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Connecting external data sources to Search is both art and science. Fun and challenge!
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Search is no longer simply about "Search". While information overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The "old school" Search Center experience is outdated - we need something better, something more, something that is more efficient, more user-friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I'm introducing proven steps toward being successful with Search, as well as common mistakes which you can avoid if you're well prepared.
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Search is no longer simply about "Search". While Information Overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The "old school" Search Center experience is outdated - we need something better, something more, something that is more efficient, more user friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I'm introducing proven steps toward being successful with Search, as well as common mistakes which you can avoid if you're well prepared.
Agnes Molnar - 10 Steps to be Successful with Enterprise SearchAgnes Molnar
Search is no longer simply about "Search". While Information Overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The "old school" Search Center experience is outdated - we need something better, something more, something that is more efficient, more user friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I'm introducing proven steps toward being successful with Search, as well as common mistakes which you can avoid if you're well prepared.
Agnes Molnar - 10 Steps to be Successful with Enterprise Search
Organizing Documents in SharePoint 2010
1. Best Practices for Organizing Documentsin SharePoint 2010 Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant
2. About the Speaker... Ágnes Molnár SharePoint Server MVP Senior Solutions Consultant, BA Insight Budapest, Hungary http://aghy.hu E-mail: aghy@aghy.hu Twitter: @molnaragnes
7. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadata management Content Types Content Organizer Rules
8. Folders vs. Document Sets Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
10. Folders vs. Document Sets Prefer Folders: If you need a hierarchy inside If you don’t need the extra capabilities of Document Sets Prefer Document Sets: If you don’t need hierarchy inside If you do need the extra capabilities For example: Contracts Project documents Usability studies Knowledge Management repositories
11. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadata management Content Types Content Organizer Rules
12. Metadata Management Managed Metadata: A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items. Benefits: Consistentuse of terminology Better search results Dynamic
14. Metadata Management Best Practices for Metadata Management Has to be defined by the business! But usually they cannot Help but don’t drive! Users are not taxonomy experts - Teach them! Managing metadata Using metadata Think in managed metadata Build hierarchy – instead of flat term stores Be careful of legal requirements
15. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadatamanagement Content Types Content Organizer Rules
16. Content Types Create Content Types at the top level of Site Collection – except if you have other business requirements Can be used on all sites Can be the parent of other content types Can be managed together Use your own Content Type groups instead of the default „Custom Content Types”
24. Content Organizer Rules Use if you have clear organizing requirements Deploy a good Search Architecture Search Based Navigation Don’t forget to turn on the Content Organizer Feature – on the Target Site too! Don’t forget to implement Content Types in the Target Libraries Teach the users!
The SharePoint Server has gained a lot of popularity with the release of Microsoft Office SharePoint Server 2007. With the inclusion of document management and enterprise search capabilities, as well as Records Center and Excel Services modules, more and more companies are turning toward SharePoint in search of solutions to their business problems. With this growth comes big opening for business opportunities, but those who don’t have the right training approach stand to lose out on a customer’s or internal business units satisfaction.Some of the SharePoint environment roles are often defined as IT related, and information workers are often overlooked.Lack of training is the number one