the five p’s of sharepoint taxonomy governance mike doane term management, llc term-management.com
TRANSCRIPT
THE FIVE P’S OF SHAREPOINT TAXONOMY
GOVERNANCEMike Doane
Term Management, LLCterm-management.com
linkedin.com/in/mikedoane
THE FIVE P’S OF SHAREPOINT TAXONOMY
GOVERNANCEPurpose, People & Processes,
Policies & Procedures
Able to create many taxonomies for use across multiple business units or areas of a company
Each taxonomy (Term Group) can have many categories, etc. (Term Sets)
Terms from taxonomies can be used as tags on content, lists, etc.
Taxonomies can also be used to drive navigation, topics, etc.
Taxonomies can also be used to drive navigation, topics, etc.
All of this is better enabled by controlling the Term Store with governance
TAXONOMY GOVERNANCE - PURPOSE
Why bother doing it?Need to control a ‘controlled vocabulary’Can integrate with overall SharePoint governanceEnsures consistency with search and navigationReassures users that they’re accessing all the relevant content that they can/should see
Provides a way to present consistent experience to employees
Not maintenance, but governs processes like maintenance
GOVERNANCE – PEOPLE & PROCESSES
GOVERNANCE – PEOPLE & PROCESSES
1. Users Contribute tags Suggest new terms Term usage
2. Taxonomist Use editorial processes Maintenance over time Scale and growth Works with business units Day to day control
3. Committee Usually meet twice a year From many different business units
Approve changes to taxonomy processes
4. Community Business Analyst SEO Guru Marketing Specialist Search Consultant
Users can help drive a taxonomy by creating their own tags
GOVERNANCE – POLICIES & PROCEDURES
Why you need Polices & Procedures? Provides way to control changes Gives taxonomist way to mediate differences of opinion
Integrates into larger SharePoint governance Allows way to separate editorial/semantic processes from technical processes
How to set up your own P&P Use existing polices from SharePoint governance Start with set of 10 basic polices
GOVERNANCE – POLICIES & PROCEDURES
SharePoint Taxonomy Policy Description
Importing a taxonomy Determines guidelines for correctly importing a spreadsheet into the Term Store.
Adding a new term Provides guidelines for adding a new Term to a Term Set.
Deleting a term Provides guidelines for deleting a new Term from a Term Set.
Modifying a term Provides guidelines for modifying a Term within a Term Set.
Reusing a term Provides guidelines for reusing a Term between two Term Sets.
Adding a new Term Set Determines guidelines for correctly creating a new Term Set within a Term Group.
Adding a new Term Group Determines guidelines for creating a new Term Group.
Adding an Other Label Provides guidelines for adding an alternative Term to an existing Term.
Disabling a term for tagging Provides guidelines for disabling a Term for tagging.
Assigning term rights Determines procedures for assigning individuals/groups Term Control.
GOVERNANCE – POLICIES & PROCEDURES
CONCLUSION – TAXONOMY GOVERNANCE
Using the Term Store is an excellent way to extend SharePoint capabilities
Search, navigation, other ways to integrate taxonomy into SharePoint sites is valuable
Needs governance to prevent typical ‘growth without control’ issues that burden a SharePoint implementation
Provides guidance to non-experts in taxonomy work Ensures curated growth of taxonomies across all of company
Managed Metadata 201: Advanced Taxonomy in SharePoint Wednesday July 23 at 11:00 AM
Managed Metadata 301: Taxonomy Governance and Term Store Custom Properties in SharePointWednesday July 30 at 11:00 AM
Go to: WANDinc.com to register
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