1. Document Repositories & Metadata Richard Beatch Earley & Associates

2.

• Focus: Information Architecture (IA) Services

• Founded: 1994

• Personnel: Twenty core team consultants, plus a network of other top industry experts

• • ECM and KM experts

• • taxonomy specialists

• • search experts

• • information architects

• • usability professionals

• • technology consultants

• • business process experts

• Headquarters: Boston, MA

About Earley & Associates, Inc.

• Consulting Philosophy:

• • Organizing Principles based on business context and goals

• • Four Pillars - People, Content, Process, and Technology

3. Core Capabilities Enterprise Search, Portal Design, Collaboration Web Content Management Workflow Management Security & PrivacyManagement Rights Management Records Management Website Navigation, Search & SEO Digital Asset Management Taxonomy, Metadata, & Usability 4. Core Capabilities

Document/Content/Management:

Strategy and requirements planning

Taxonomy, Metadata, Object modeling

Audit and analysis

Migration

Tagging and indexing

Lifecycle and workflow planning

Technology selection, RFP development

Governance

Taxonomy & Metadata:

Taxonomy strategy

Taxonomy development (for e-commerce, faceted search, ECM, DAM, enterprise taxonomy, thesauri)

Taxonomy evaluation and testing

Taxonomy implementation

Taxonomy governance and training

Taxonomy tool selection

Metadata standards development

Metadata schema design

Metadata governance

Digital Asset Management:

DAM strategy

DAM taxonomy

DAM technology evaluation

Asset lifecycle management

Marketing resource management (MRM)

Information Architecture/Usability:

Usabilitystudies(site,navigation,taxonomy)

Wireframesand IA design

Search:

Search audit and user testing

Search strategy and ROI analysis

Taxonomy for faceted search and search optimization

Search deployment

Search and business intelligence

Search tuning and SEO

Search technology evaluation/tool selection

5. About Me

Richard Beatch

• Senior Consultant at Earley & Associates, Inc.

• Ph.D. in Ontology

• Specialized in Taxonomy, Search, Metadata, and content architecture.

• Extensive industry experience leading the implementation and design of taxonomies and search solutions for a range of companies including Apple, McAfee, Allstate, Dell, and AT&T.

• Blog: http://sethearley.wordpress.com/

PAGE 6. The Challenge

Suppose you have roughly 1 Million scanned documents entering your document management system each week

Suppose you want users to be able to find them in the future so as to conduct your business

Suppose it is 2001

PAGE 7. The result

H:DocStoreCaliforniaClaimsAutoPoliceRepPhotosDR65876KL

H:DocStoreCaliforniaClaimsAutoPoliceRepPhotosDR64876KL

H:DocStoreCaliforniaClaimsAutoPoliceRepPhotosDR64879DL

H:DocStoreCaliforniaClaimsAutoPoliceRepPhotosDW72876KL

Multiplied by (roughly) 250K each week

PAGE 8. Why should I care about access anyways?

Reuse of content

Access in order to do business, e.g., process an insurance claim

Access for regulatory needs

In short, to either generate revenue or save money

PAGE 9. How do we access th isinformation now?

Ad HOC mechanisms

• File shares

• Snail mail/sending CDs

• Email

PAGE 10. Why Ad Hoc approaches still fail:

Intricacies of:

• files formats

• digital rights

• time to transfer content

PAGE

• Wow what a cool photo can I re-use it?

• Yeah sure let me get a copy and send it over

11. Document Management to the Rescue

Ad Hoc Sharing frustration bubbles up to the surface

Business recognizes the need and the potential cost savings over time

PAGEWe need a document management system 12. But we all know the answer:

A database and metadata!

PAGE 13. But how do you expectmeto find content? PAGEPrint Websites Social Media Ted's Print Projects 2009 Home_.html Facebook new ideas 14. Taxonomy & Metadata For Findability

Type : Magazine Advertisement

Channel: Print

Target Demographic: Parents

Country : US

Language : Spanish

Concept : Rebellion

Brand:Settletra

PAGE

Do your kids:

Have discipline problems?

Trouble paying attention in school?

Trouble getting along with others?

Maybe its time to find out how Settletra can help

15.

Structured data that describes the attributes of an information package (Taylor, 1994)

Helpsmanage & shareinformation

Helpsfindinformation

Metadata a refresher Document Component Data Metadata can be applied at any level Library 2009 16. I am metadata 17. Types of metadata Structural Administrative DescriptiveTaxonomy can apply in any category What is it? What is it about? What is it called? When was it created? Who owns it? Whats its status? What parts does it have? 18. Types of metadata Structural Administrative DescriptiveTaxonomy can apply in any category Subject Title Document type Description Date created File type Review date Publication Status Is_Part _Of Requires Parent_Object 19.

Taxonomy is applied to content as metadata

• Describes

• • Is-ness

• • About-ness

Taxonomy as metadata Press Release Item Types Press PressReleases Logos Press Kits Taxonomy IRESSA Brands ELAVIL IRESSA Isabout Is a Date created May-15-2009 Document name IRESSA Recommended... Item Type Metadata Document type Document 20. Uses for Metadata

Identification

Discovery

Structural

Rights

Product

21. Identification

Globally unique identifiers

Single or federated registries (directories)

Choice of what to identify

• Abstract piece of IP

• Manifestation of work (US version, German version, etc.)

• Individual copy

General or content type-specific

Examples:

• Book publishing: ISBN, ISTC

• Journal publishing: ISSN

• Video content: ISAN

• Music: ISWC, ISRC, ISMN, GRid

• Broadcast industry: UMID

• All content types: DOI, Handle

• Internet resources: URL, URN, URI

22. Discovery

Enable searching, querying, categorization

Basic identifying information

Descriptive metadata

Examples

• Identifying information from Dublin Core schema: Title Creator Publisher Format

• Descriptive information from Dublin Core schema: Subject Description

23. Discovery Standards

Basic bibliographic: Dublin Core

Books: ONIX

Magazine articles (print & online): PRISM

Journal articles (online): CrossRef

News stories: NewsML

Educational content: LOM

Images: TIFF, DIG35

Music: MUZE, AMG

24. Structural

Describe logical structure of content

• Ideally without defining output appearance

Allow content to be fed to predefined templates for production & distribution

Replacements for old markup languages(TROFF, SCRIPT, etc.)

Examples

• From NITF tagset: [sic]

25. Structural Standards

Web pages: XHTML HTML that can be validated through an XML parser

News stories: NITF

E-books: IDPF OPS/OPF

Technical documentation (book form): DocBook

Technical documentation (modular): DITA

Multimedia: SMIL/MMS

26. Rights

Establish rights that can be conveyed to user

Define rights that you own or can grant

Examples

• From ODRL 1.1 Permission Elements: display print play execute sell lend give lease modify excerpt

27. Rights Standards

DRM-based distribution: ODRL, MPEG REL/XrML

Website indexing/search: ACAP

Image licensing: PLUS

Downstream reuse rights: Creative Commons

28. Product

Describe characteristics of product

• Physical or appearance

• Marketing

Allow separation of content from product

Examples

• From ONIX:

Product metadata standard: ONIX (books)

29. The Holy Grail PAGETaxonomy & Metadata Governance & Content Strategy submission retrieval 30. Why stop there? PAGE 31. Perhaps we can do better

This is ALL just metadata

Different users can focus on what is valuable to them:

• Price

• Optical zoom

• Megapixels

The good news: this used to cost a fortune.Not anymore.

PAGE 32. Conclusion

Managing large and changing document repositories is challenging.

File stores and databases alone cannot provide for genuine findability.

Semantically rich metadata can provide for findability through search.

Shifts in the costs of faceted navigation make eCommerce-style searching a real option within the enterprise.

PAGE 33. Communities & Events

Communities of Practice

• Taxonomy:www.finance.groups.yahoo.com/group/TaxoCoP

• SharePoint IA:www.tech.groups.yahoo.com/group/SharePointIACoP

• Search:www.tech.groups.yahoo.com/group/SearchCoP

Upcoming Webinars

• Taxonomy Community of Practice series

• • www.earley.com/webinars

• Technology Showcase series

• • www.earley.com/webinars/technology-showcase

• Jumpstarts

• • www.earley.com/webinars/jumpstarts

34. Communities & Events

SharePoint IA Group:http://tech.groups.yahoo.com/group/SharePointIACoP/

Taxonomy Group:http://finance.groups.yahoo.com/group/TaxoCoP

Search Group:http://tech.groups.yahoo.com/group/SearchCoP

Upcoming Taxonomy Community of Practice Webinars

• • May 5, 2010 Cross-Channel Brand Management

• • June 2, 2010 Mega Menus

• • July 7, 2010 Taxonomy for SharePoint 2010

Upcoming Vendor Showcase Webinars

• • March 30, 2010 SharePoint Search

• • May 11, 2010 Optimizing Search with FAST

Visitwww.earley.com/webinarsfor upcoming schedules and archives.

Communities of Practice 35. For Additional Reading

Conquering Chaos via Smart Content Management http://www.earley.com/knowledge/articles/conquering-chaos-via-smart-content-management

Tips for Keyword Research http://www.earley.com/knowledge/articles/tips-for-keyword-research

Measuring the Success of a Taxonomy Project http://www.earley.com/knowledge/whitepapers/measuring-the-success-of-a-taxonomy-project

Retrospective Indexing: Strategies for Cataloging Legacy Contenthttp://www.earley.com/knowledge/whitepapers/retrospective-indexing-strategies-cataloging-legacy-content

Designing for Faceted Search http://www.earley.com/knowledge/articles/designing-faceted-search

Search & Taxonomy - Leveraging Metadata to Return Content in Context http://www.earley.com/knowledge/articles/search-and-taxonomy-leveraging-metadata-to-return-content-in-context

36. Questions PAGE