This webinar discusses the challenges of implementing taxonomy in SharePoint, including lack of taxonomy expertise, poor site structure, and unnecessary content. It outlines how taxonomy can help with search, collaboration and user engagement when done correctly. The webinar also covers how to create term sets and import taxonomies, and how partner technologies can help automate metadata population for uploaded documents.

1. Drilling Down to the Challenges of
SharePoint Taxonomy Implementation
By Joe Shepley and
Marjorie M.K. Hlava

2. What You’ll Learn 2
• At the end of this webinar, you’ll better understand
– The problems caused by having a poor taxonomy
for SharePoint
– The benefits of having an effective taxonomy for
SharePoint
– How to create a taxonomy in SharePoint
– How “partner” technologies can improve the
taxonomy creation and management process in
SharePoint

3. SharePoint 2010 Capabilities 3
SharePoint 2010
Enterprise Business
Business Enterprise
Collaboration content process and Portal Taxonomy
intelligence search
management forms

4. SharePoint 2010 Capabilities 4
SharePoint 2010
Enterprise Business
Business Enterprise
Collaboration content process and Portal
intelligence search
management forms
TAXONOMY

5. SharePoint Has Many Potential Benefits 5
• Simple, familiar, and consistent user experience
User Experience • Single, integrated platform for intranet, extranet, and Internet across
the enterprise
Process • Boosts employee productivity by simplifying everyday business
activities
Management • Accelerates shared business processes across organizational boundaries
Content • Manage content to gain increased business value
• Organization-wide access to structured and unstructured data across
Management disparate systems
Information Lifecycle • Manage content retention across user groups
• Share business data securely
Management • Enforce regulatory requirements
Knowledge • Connects people with information and expertise
• Enables people to make better-informed decisions by presenting
Management business-critical information in one central location

6. If You Can Implement It Correctly 6
Ease of
deployment Thousands of sites, most
Terabytes of
unknown to SharePoint
unnecessary content
administrators
Ability to
Lack of IA
grow
experience
organically
No rhyme or reason to No consistent use of
site and site collection metadata…if used at
structure Focus on all
installation

7. The Results of Poor SharePoint Taxonomy 7
The result is a tangle of SharePoint sites, with
poorly organized content at every level, which
renders the SharePoint environment little better
than traditional shared drives

8. The Results of Poor SharePoint Taxonomy 8
• In fact, in many ways a SharePoint without an IA (or
with a poorly designed one) is worse than shared
drives
– Higher storage volumes
(multiple copies of a document,
each with version control on it)
– Higher per user costs (need
licenses to use SharePoint)
– Higher maintenance (DBA,
SharePoint developers and
admins needed to care and
feed SharePoint)

9. Challenges to Building a SharePoint Taxonomy 9
• Even when a SharePoint implementation is planned,
taxonomy typically gets eclipsed by “nuts and bolts”
activities required to stand up the environment, like
network architecture
– Tight schedule, budget constraints
• Lack of experience with taxonomy at most
organizations means it gets low (or no) priority during
SharePoint design and implementation
– Often no one owns taxonomy at the organization
– Few people outside of web design have heard of it
– Fewer have ever had an direct experience with it
– Taxonomy may have never been done at any time, in any part
of the organization at all

10. How Does a Taxonomy Help SharePoint? 10
• Consistent retrieval
Search • Precision – exactly what the user wants
• Recall – all of the relevant material
• Discover colleagues working in same areas
Collaboration • Stimulate collaboration
• Productive interactions
• Encourages return visits
User • Saves people time
Engagement • Promotes sales and use of site

11. SharePoint 2010 Metadata Management 11
• Create taxonomy lists in the Term Store
• Use the taxonomy for assisted indexing
– Type-ahead suggestion for indexing content
– Use synonyms to represent multiple ways to express a single
subject
– Improves precision and recall for indexing
• Import preexisting taxonomies from a CSV.

12. Term Sets 12
Select term store management
Edit Term Sets to accuratelySite Administration
located under reflect your document libraries and
content types. Term sets can be individual taxonomies or flat
controlled vocabulary lists

13. SharePoint server 2010 Capabilities 13
• Some of the features of Windows SharePoint Services
are used directly by Office SharePoint Server 2010
– List management
– Storage capabilities
– Web Part framework.

14. Features of SharePoint Server 2010 14
• Features highlighted in Microsoft Office SharePoint
Server (MOSS) 2010
– Search (FAST ESP)
– Document management
– Enterprise content management
– Business process automation and workflows
– Taxonomy and metadata management

15. Managing Site Content 15
• Create document libraries to reflect different content
types used in all departments.
• Add metadata
– Author – Locations
– File extension – Date added
– Subject and indexing terms – Other metadata (Dublin
– Company code Core)
• Add Retention: Choose when the server deletes the
content, or updates it.

16. SharePoint needs 16
• Metadata on every document
• Relevant search
• Related content alerts
• Automatically aggregated content
• Many use cases
• Simple tagging
– Authors
– Staff
– As uploaded
• Automatic Security and retention for content types

17. Taxonomy in SharePoint Allows 17
• Browse by terms
• Search Documents
• Limit Search by Facets
• Update terms
• Reindex Documents
• Automatic and Assisted indexing methods
• Facilitate document retention
• Document security by user and document type
• Allow for the ability to use tagging – view and select
• Integrate seamlessly with SharePoint 2010
• Integrate with other CMS (Ektron, Drupal, etc.)

18. Why add a partner to SharePoint? 18
• Use taxonomy in multiple systems
• Manage audit and govern the taxonomy
• Identify and extract information from documents
• Legacy data tagging automatically
• Bulk add the metadata by populating site columns
with reference to taxonomies

19. Taxonomy Fully integrated with MOSS 19
Client Data Automatic
Full Text Summarization Search
HTML, PDF, Presentation:
Data Feeds, etc. Machine Aided
Indexer
(M.A.I.™) Search 90% accuracy
SharePoint Software
Inline Tagging Server Browse by Subject
Repository Auto-completion
Client Broader Terms
taxonomy
Client Taxonomy Metadata and Narrower Terms
Entity
Extractor Related Terms
Thesaurus Master

20. Adding terms to the taxonomy 20
• Suggest new (unused) terms for content after bulk
import
• Use the folksonomy features of SharePoint
• Use the search logs
• Could also use Novelty Detection

21. Taxonomy in Functions 21
• Equivalent terms /
synonyms / non
preferred terms
• Associative
relationships /
related terms
• Easy updating and
modification of terms
Associative relationships (Related terms).
Equivalent relationships
(Synonyms/Preferred and
non-preferred terms).

22. SharePoint Browsable Search 22

23. Adding the taxonomy 23
Core Architectural Components
Administrator’s
Dashboard
FAST MANAGEMENT API
Web WEB SEARCH
Content CRAWLER SERVER Vertical
Pipeline
QUERY API
Query Applications
FILE Pipeline
PROCESSOR
Files,
TRAVERSER
QUERY
Documents
CONTENT API
Portals
DATABASE
PROCESSOR
DOCUMENT
Databases CONNECTOR Index DB
Results Custom
EMAIL FILTER Alerts Front-Ends
Email,
Groupware CONNECTOR SERVER
Mobile
Search harmony
Custom Content CUSTOM
Devices
Applications Push CONNECTOR
Agent DB
MAIstro
Data Harmony Governance API

24. Federated SharePoint Search 24

25. Fields searched 25

26. Role of Staff 26
• Project Coordination
– Sample data
– Copy of thesaurus
• Update and maintain thesaurus
• Take training
• Decide who will do the indexing
– Only staff
– Everyone
• SharePoint Server Admin will install

27. Incorporating Taxonomy into SharePoint 27
• Add an EventHandler to Document Library
• After a user uploads a file, EventHandler will send the
file content to the Data Harmony server
• Data Harmony server creates metadata by adding
suggested terms from M.A.I.
• SharePoint updates metadata fields

28. Taxonomy
view
Thesaurus
Term Record
view

29. Machine-Aided Indexing (M.A.I.) 29
Automatically
populate
Keywords,
Descriptors,
Indexing terms,
etc.
Allow for manual
review of auto-
tagging for quality
assurance.

30. Automated Indexing for SharePoint 30
• User adds a document to the SharePoint space and
attach indexing terms to the document.
• A new version is saved on the SharePoint 2010 server
with edited properties
• Batch upload documentation to SharePoint

31. Taxonomy Management 31
• Export an existing taxonomy into a CSV
• Import new taxonomy as a Term set into SharePoint
Term store management
• Use the taxonomy for assisted searches and indexing

32. Data Harmony Sample 32
32
A sample taxonomy exported directly from Data Harmony

33. Data Harmony Sample 33
Create and name a
Column for adding
metadata.
Select the
Managed Metadata
radio button to add
a Term set or
taxonomy

34. Managed Metadata 34
• Importing a taxonomy enhances the way users can
manually add indexing terms
– Inclusion of synonyms
– Type-ahead for searching and adding metadata
– Browsing the hierarchy for indexing terms

35. Managed Metadata 35
Users can
browse for
indexing terms
or…
Type ahead
and select the
appropriate
suggestion

36. Data Harmony & MOSS 36
User uploads a document
to SharePoint space
Before uploading to Data Harmony
SharePoint server, the automatically attaches
EventHandler sends the indexing terms before
document to Data uploading to MOSS
Harmony.
Data Harmony Microsoft
Server Returns subject metadata SharePoint
(M.A.I.) Server2010

37. About Doculabs 37
Doculabs consultants are experts in enterprise social collaboration and
content management. We deliver highly actionable and comprehensive
strategic plans and road maps that help our clients achieve their business
goals, create competitive advantage, and reduce risk.
Our services help organizations govern information for the benefit of internal
and external constituents through enhanced customer communications,
e-discovery, and collaboration processes.
Quick Facts
• Founded in 1993
• Headquartered in Chicago
• Privately held
• Delivered more than 1000 engagements
to more than 500 customers

38. About Access Innovations 38
Access innovations are experts in content creation, enrichment and
conversion services. We provide services to semantically enrich and tag and
raw text into highly structured data. We deliver clean ,well formed, metadata
enriched ,data so our clients can reuse repurpose, store, and find their
knowledge assets. We go beyond the standards to build taxonomies and
other data control structures as a solid foundation for data.
Our services and software allow organizations to use and present their
information to both internal and external constituents by leveraging search,
presentation, e-commerce . We change search to found!
Quick Facts
• Founded in 1978
• Headquartered in Albuquerque
• Privately held
• Delivered more than 2000 engagements

39. Questions? 39
Marjorie M.K. Hlava Joe Shepley
Access Innovations, Inc. Doculabs, Inc.
mhlava@accessinn.com jshepley@doculabs.com
(505) 998-0800 (773) 827-2945
http://flavors.me/jshepley
Drilling Down to the Challenges of SharePoint Taxonomy Implementation: