The document discusses the use of taxonomies and metadata in SharePoint 2010, emphasizing the significance of managed metadata services and content types for effective information management. It outlines the architecture of SharePoint, explains key metadata terminology, and offers practical guidance on taxonomy administration and design considerations. Additionally, the document highlights design best practices, security models, and resources for further learning.

1. Playing Tag - Taxonomies & Metadata in SharePoint 2010Taxonomy Bootcamp 201016 November 2010Chris McNulty

2. Chris McNultyWorking with SharePoint technologies since 2000/2001

3. 20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)

4. Write and speak often on Microsoft information worker technologies (MMS book released Sept. 2010!)

5. Microsoft MCSE/MCTS/MSA/MVTS

6. BC MBA in Investment Management

7. Hiking, cooking, playing guitar, colonial history, photography

8. My family: Hayley, three kids (16, 6, 4) and my dog StanSharePoint Practice Lead, KMA

9. About MeWorking with SharePoint technologies since 2000/200120 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)SharePoint practice lead at KMAWrite and speak often on Microsoft information worker technologiesMicrosoft MCSE/MCTS/MSA/MVTSBC MBA in Investment ManagementHiking, cooking, playing guitar, colonial history, photographyMy family: Hayley, three kids (16, 6, 4) and my dog Stan

10. AgendaMetadata – definitions and taxonomyUsage scenariosTaxonomy usage in SharePointTaxonomy administration and managementManaged Metadata Service Design ConceptsOut of scope: SharePoint Information Architecture - e.g. site collections, content databases, web applicationsInformation architecture is NOT system architecture!Twitter #taxbc10

11. Microsoft SharePoint Server 2010 … the bright frontierEastern Long Island, July 4, 2010

12. What is metadata?Literally, “after data”In practical usage, it means data about dataFor SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)

13. SharePoint Content TerminologyTerm Store – A database that houses taxonomiesTerm Set – The “second level” of a taxonomyTerm – (a/k/a “tag”) An element of the defined taxonomy Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.Content Type Hub– A site collection which operates as a central source to share content types across the enterpriseContent Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.

14. Scenario: Growth of an Information ArchitectureNew company starts to develop products“X21 Screen Cleaner” is the first productProducts team has a SharePoint site with a folder for product informationSimple storage and navigation

15. Scenario: Growth of an Information ArchitectureCompany hires its first marketing specialistAdds a folder to the library for marketing contentMultiple products, but all information still in one spot

16. Scenario: Growth of an Information ArchitectureIn six months, marketing grows to a department, gets its own siteDocument physical storage becomes de facto taxonomy

17. IA Questions“I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”“I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”“I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”

18. The bright frontier - 2010 Managed Metadata ServiceCentralized enterprise repository for tag hierarchies and keywordsPublish and subscribe model for distributed content types

19. Using MMS TaxonomyAdd from common buttonSelect from list tor type-aheadConsume from views, navigation, and search!

20. FolksonomyInformal list of ad-hoc tags or terms, usually built up over time through user defined keywordsCentrally stored in the MMS applicationEasily enabled option for all document librariesCan also be applied to content outside SharePoint

21. Social taggingTags are aggregated to each user’s profile pageTags have profile pagesTags can be “followed” just like people in SharePoint social nets

22. SearchTags are automatically crawled propertiesAll tags and terms are available as left hand “refinements”

23. MMS - Shared Service ApplicationsThe 2007 Shared Services Provider has been broken up. Each of its elements is now a Shared Service ApplicationMMS is also a Shared Service ApplicationRecords/librarians/IA can administer metadata without becoming farm admins

24. Taxonomy AdministrationCreating and managing terms and term setsAttaching to a libraryTaxonomy navigation

25. Taxonomy OperationsTerm sets can be copied, relocated, and reused from existing termsTerms can be copied, reused, merged, deprecated, etc.Keywords (folksonomy)can be moved into a managed term set or deleted

26. Design ConsiderationsOpenness vs. closed term setsTag securityDynamic external tagsContent types & site columns - practical guidanceRole of Master Data Services in SQL 2008 R2Programmability & CustomizationDark secrets…

27. Design - OpennessFolksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively through tagging. Taxonomy - Managed term stores are usually closed, and require administrators to add new terms. Open folksonomies and closed taxonomies is a good practice. May become a best practiceWatch trends in casual social tags and evaluate “promotion” to formal taxonomy.

28. Design - SecuritySecurity is limited to the term set level All child terms inherit this visibility settingWhat you can’t do is this:Tag (Viewers)Northwind (Andy & Bob)Contoso (All Employees)Oracle (Executive Team Only)

29. Content Type HubsDefine one master site collection to house master content typesPublish and synchronize across multiple farm and or site collections

30. Design – Content TypesUse Document ID function uniformly among hub and subscribers – otherwise content types aren't publishedCheck logs for content publishing if you have questionsRepublish and use options & timer jobs to “force” updatesSite columns, especially choice lists, can behave unexpectedly. Column definitions and lookup values will be copied to each separate site collectionLookup values can be locally edited and changed. They reset to master values the next time the content type is published. Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content types

31. Design – Dynamic External TagsOne way data import limits BCS provides alternative tag techniquesBCS data source can be maintained externally, or by publishing the source as an External List. External Lists act almost identically to native SharePoint lists in the UI.

32. Physical and Logical Design Use Content Type Organizer rule to move new documents based on initial tagsUse taxonomy and metadata to drive information lifecycle management processes (e.g. archiving)Improve browsability and search relevance