This document discusses the importance of metadata. It defines metadata as data about data and explains that metadata can improve navigation, findability, discoverability, and user experience. It also allows companies to build governance strategies and save money. The document then provides examples of how SharePoint and tools like Delve use metadata to enhance search and discovery of content.

1. THE IMPORTANCE OF METADATA
March 12, 2016
Vincent Biret
Negotium - Oceanik
@baywet
Bit.ly/vince365

2. Sponsors

3. Thanks

4. Why Metadata?
Improve navigation
Improve findability
(fact that we find what we’re looking for)
Improve discoverability
(fact that we find what we’re not looking for)
Improve user experience
Allow to build a governance strategy
Save money/add value for the company

5. Agenda
 Theory
 SharePoint
 Vision
 Graph
 Conclusion

6. VISION
Let’s talk about our dream scenario

7. Metadata Lifecycle
Search
Thesaurus
DataNavigation
Governance
Metrics
Tagging/Classification
Structures
Definition
Improvement

8. What’s the point?
The general idea is to have
a precise representation
and a good structure of the
ideas of the company
Copyright Vincent BIRET ;-)

9. Yes, But!
Users never fill up
metadata!
Solutions:
Index their salary on metadata fill up rate
Wall of shame of worst metadata “filler” of the company
Automate that part!

10. THEORY
Back to school but not for too long

11. Metadata
 Data about data

12. Any purpose
Ease search/discovery of
information
Ease the interoperability
Ease management and
archiving
Manage rights

13. Any kind
Dublin core elements
Title Given name of the resource
Author Entity mainly responsible for resource’s content creation.
Subject
Subject of the content (controlled vocabulary and classification schemas are
suggested)
Description Description of the content (eg. Summary, table of content, or simply text…)
Editor Entity responsible for resource’s diffusion (company, university…)
Contributor Entity which contributed to the creation of the content.
Date Date associated to an event in resource’s lifecycle (format : see ISO 8601)
Type
Nature ou genre (ex. categories, functions, general kind… controlled vocabulary
recommended, see Dublin Core)
Format Physical or digital materialization of the content (mime-type)
Identifier Disambiguated (unique) reference to the content (examples : URI, URL, DOI, ISBN)
Source Reference to a resource from which this one has been derived.
Language Content’s language
Relation Reference to another related resource.
Coverage Range or coverage of the resource in space or time or legally.

14. Any structure
Schema Taxonomy Thesaurus Ontology Folksonomy Facets
Organizatio
n
Simple
hierarchical
relationships
Hierarchical
relationships
(hyponymy,
hypernymy) ,
associative
relationships
and equivalent
relationships
Concepts with
types,
properties and
relationships
Tags set by
users as the like
Allows to
describe a
resource
following multiple
azes
Relationship
type
« is a » « is a »
« sort of »
« related to »
« synonym »
« equivalent »
« contains »
« is located»
« uses »
« produces »
« … »
« price »
« product »
« kind »
Context Library Web 3.0 Web 2.0
Example Dewey Rameau Cyc, Wordnet Flickr, YouTube Amazon

15. Concepts
 Term = denomination + concept
 Denomination = linguistic expression
 Concept = meaning
 The term has to have a context to understand
the concept
 Ex table
 Coffee table?
 Table of content?
 Timetable?
 Discussion table?

16. Show us some practical things
Enough teaching already!!

17. SHAREPOINT
What can it do for you?

18. Folders
 A folder structure is already a form of
metadata
 Very simple to set up
 Complicated to change
 Trick
 Don’t use it unless you have permissions
related needs

19. Demo
Folders

20. Taxonomy
 Advantages:
 Search
 Filtering
 Advanced control
 Consistency
 Disadvantages:
 Takes time to set up
 Tips:
 Use most issued search requests to improve it!
 Delegate management of some branches
 If you don’t have a clear idea yet, use folksonomy

21. Demo
Taxonomy

22. Navigation by taxonomy
 Enhances nvigation
 Prepares users to use refiners
 Easy to set up
 Is a great alternative to/transition from
folders

23. Demo
Navigation by taxonomy

24. Site metadata navigation
 Build top navigation + urls with
taxonomy
 Useful for SEO
 Great to build a portal in a
“semantic” way
Structure depends on your
thesaurus

25. Demo
Site metadata navigation

26. Enterprise keywords
 Advantages:
Easier fro end users
Takes into consideration keywords
inside of documents
 Disadvantages:
Harder to manage
No context during indexation

27.  Content « like »
 Tagging (with user’s words)
 Notes
 User Profile
 Filtered Navigation
 Search refiner
 Topics and power users to follow
 Deprecated on SharePoint online!!!
Folksonomy

28. Documents sets
 « this document is related to that other one »
 Creates a documents « group » model
 Properties can be common or individual
 Trick:
Can also be used for security purposes
(not primary role)
Don’t hesitate to create new content
types inhereting from it

29. Columns and content Types
 Information about what the content is (CT)
 Adds properties (columns)
 Allows filtering, refinement, search….
 Allows to have multiple entry forms(CT)

30. Demo
Columns and search

31. Document Center
 Organizes content with taxonomy
 Drop off library
 Applies governance rules based on
taxonomy

32. Wikis
 Very simple to set up
 Not that easy to use out of context

33. Seo /Web metadata
 By default SharePoint pages include little
metadata (search engines)
 Publishing + 2013 allows us to provide more
data
 Description
 Keywords
 Sitemap
 Author
 Browser title
 …

34. Other metadata
 Author
 Security
 Views (count)
 Containers (sites, doc libs…)
 Resource type (extension, mime)
 Dates (creation, modification…)
 Status (approval)

35. What’s the future now?
Ok we got it!

36. GRAPH? DELVE?
Only buzz words?

37. Graph
 First of all it’s a mathematics model
 Nodes, edges and by transivity “routes”
 Then data model
 Idea that on piece of data is related to another
 Finally Microsoft is making huge
investments for businesses
 Actors, signals, objects
 Schema is extensible to add METDATA!

38. Delve
Only one client of the graph
among many more
possibilities!!!

39. DEMO
Delve Portal

40. What’s the idea?
 Pro-active content
 Discoverability
 No need to search for something anymore
 If we still need to search something, way
more efficient
 Make you save time, therefor money

41. CONCLUSION
Time to say goodbye :’-(

42. Conclusion
We improved navigation
We improved findability
We improved discoverability
We improved user experience
Everybody saves time
The company saves money

43. Questions? Evaluations? Feedback?
Thanks!

44. Sponsors