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Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do
Christian Buckley Director of Product Evangelism, Axceler
@buckleyplanet
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How your metadata strategy impacts everything you do
What I’ll cover today:
• An overview of metadata – what it is, and why you should care about it
• Why taxonomy matters
• Taxonomy component in SharePoint
• What it means to manage metadata
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AboutChristian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Prior to Axceler was part of the Microsoft Managed Services team at Microsoft (now part of Office365 org)
• Prior to Microsoft, was a senior consultant working in the software, supply chain, and grid technology spaces – always focusing on collaboration technology
• Co-founded and sold a collaboration software company (Qoses Inc) to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), Cisco, and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
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Get the BookMicrosoft Press, order your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
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Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
– Delivered award-winning administration and migration software since 1994, for SharePoint since 2007
– Customers in over 40 countries
Dramatically improve the management of SharePoint
– Innovative products that improve security, scalability, reliability, “deployability”
– Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)
– Coach enterprises on SharePoint best practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends
Axceler Overview (Booth #44)
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The #1 reason why your SharePoint deployment will fail
?? ?
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Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do
Christian Buckley Director of Product Evangelism, Axceler
@buckleyplanet
![Page 8: Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do by Chrstian Buckley - SPTechCon](https://reader035.vdocument.in/reader035/viewer/2022070315/55511dc1b4c905b1138b516a/html5/thumbnails/8.jpg)
What are you trying to accomplish with SharePoint?
Let’s walk through this…
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What was missing from your previous attempts?
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Let’s get down to the fundamentals
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Why aren’t my end users using SharePoint?
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Creating Passionate Users, Kathy Sierra
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Things your end users want that rely on taxonomy
• Social that works• A working search engine• Reliable eDiscovery• The ability to automate
End Users are so selfish
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What is your metadata strategy?
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What is metadata, anyway?
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Metadata 101
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
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• Book title• Author• ISBN• Publisher
• Name• Account Number• Credit Card• Social Security #• Billing Address
• Device ID• Email• Software version
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
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• Travel dates• City visiting• Flight number• GPS position
• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes
• Name• Account Number• Mileage to date• Home town
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The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
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Asset Type Company Asset Number
Barcode Tracking Number
Color code(by department)
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
StateID Type
Class
Expiration
License Number
Address
Date of Birth
Donor
Emergency Contact
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• Metadata is the lifeblood of SharePoint
• Taxonomy and metadata drive the tools and processes that make the world go round
• Metadata powers search,
it powers social media,
and it powers SharePoint
The role of metadata
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Taxonomy
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In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”
~Wikipedia.org
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Your Current Taxonomy
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Tier 1 site collections based on business units or product areas
Top level portal
Tier 2 sites that follow specific structure
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This is your metadata
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A great example of taxonomy by Ruven Gotz, MVP(@ruveng)
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice and Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf hamsters
Djungarian dwarf hamsters
Roborovski Hamster
Long-tailed dwarf hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Superclass
Class
Order
Suborder
Family
Subfamily
Genus
A great example of taxonomy by Ruven Gotz, MVP(@ruveng)
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But it gets easy from here
Right?
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Um…..
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Managing your metadata
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Uploading Content
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• It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:– A project document, including
• File type• Date created• Author• Last modified
– It is part of a workflow, including• Who needs to approve• Date of approval
– It includes information management policies that• Cannot be edited once approved
Content Type
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Multiple Content Types
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Content types may be applied for each site collection
…or for certain sites
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• SharePoint offers many services OOTB– Search– Excel Services– BCS– Project Server– Web Analytics– Access– Performance Point– Visio– Word– Office Web Apps– People
• These centrally managed services allow for greater control across the enterprise
The Role of Services
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• It is a service application created by a Farm Administrator• It is added to a farm’s default list• Allows you to centrally manage your content types,
subscribe to them as a service• You can also create a content type hub, which is a URL
to a site collection
What is Behind Managed Metadata
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Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
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• Content types can be shared• Create a content type hub, which is an blank site
collection used to publish content types• Publish the content types• Consume them• Content types become visible in subscriber’s
content type galleries
Syndication
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About Folksonomy
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• End user-generated keywords• Personally applied tags of pages and objects
to content you discover and consume • Generally applied through social interactions
What is folksonomy?
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• The primary value of a folksonomy is that it uses your own vocabulary
• May come from your intimate knowledge of a subject
• A way to correlate discovered content (through search or social interactions) to your understanding
Why use folksonomy?
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Taxonomy• Vinyl• Record• Blue label• Audio
Folksonomy• Vinyl• 12”• Extended play• Record• Rare• Blue label• Audio• Duran Duran• Autographed• No scratches
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taxonomyfolksonomy
Opportunity to improve global search
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Adding Metadata through Social
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What is the role of governance?
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Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.
In SharePoint…
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Corporate
SharePoint
Project
IT
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
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Corporate
SharePoint
Project
IT
Taxonomy Management
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Search will not improve if you are not actively managing your taxonomy
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Compliance, Regulations,
StandardsEnd User Activity
Governance
Bridges the gap
Note: what is a best practice for me may not be a best practice for you, so do what makes sense
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Your organization has two content types, and uses
Best Bets
Your end users employ social tagging, add
comments, ratings, Likes to content
Weekly keyword review and optimization
Monthly governance review, including Best Bets review
Your governance activities may include:
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Lessons Learned
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1. Understand your metadata and taxonomy model
2. Have a strategy for Managed Metadata – structured taxonomy
3. Involve your end users through Folksonomy and feedback
4. Make governance a priority – define it, document it, promote it
5. Create a governance site, publish it, and keep it fresh
6. Iterate, iterate, iterate
Lessons learned, at a high level
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• Map out your high level taxonomy • Web applications
• Site collections
• Content Types
• Constantly optimize• Consolidate your content types
• Clean up your folder structures
• Refine your keyword taxonomy
• Standardize your site structure and templates
• Build a consistent navigation
Getting tactical – First Steps
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Thank you!
Order your copy at http://oreil.ly/qC4loT
Christian [email protected]+1 [email protected] and http://info.axceler.com
* Additional Resources * On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F * Enabling Social Media through Metadata http://slidesha.re/gdjoaz* Understanding Metadata: Practical SP Information Architecture, Ruven Gotz http://amzn.to/JnxlcC * The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN * 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN * Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/