"Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do" was presented on 3/9/2011 at the Australia SharePoint Conference in Sydney.

1. Platinum Gold AUSTRALIA SHAREPOINT CONFERENCE MARCH 8+9 2011

2. Christian Buckley Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do

4. Microsoft Managed Services (now BPOS-Dedicated)

5. Advertising Operations, ad platform API program

6. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

7. Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM

8. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco

9. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversaryMy background

10. Improving Collaboration for 16+ Years Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms Delivered award-winning administration and migration software since 1994 Over 2,000 global customers 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

11. The #1 reason why your 2010 deployment will fail

12. What are you trying to accomplish with SharePoint?

13. What is your metadata strategy for 2010?

14. What is metadata, anyway?

15. Where’s the metadata?

18. Author

19. ISBN

20. Publisher

21. Name

22. Account Number

23. Credit Card

24. Social Security #

25. Billing Address

26. Device ID

27. Email

30. Account Number

31. Mileage to date

32. Home town

33. Travel dates

34. City visiting

35. Flight number

36. GPS position

37. Friend’s Name

38. City visiting

39. GPS position

40. Distance to friend

43. Approval

44. Check in / check out

45. Version

46. User name

47. Department

48. Title

49. Role

50. Project

51. Document name

52. File type

53. Author

54. Description

55. Page number

57. “Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.” ~Wikipedia.org

58. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ Metadata applied

59. Author Title Location ISBN Publisher Topics

60. Asset Type Company Asset Number Color code (by department) Barcode Tracking Number

61. The role of metadata 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

62. End Users Search Social Media Governance Taxonomy Ad Hoc Metadata

64. Legacy content gets migrated slowly, if at all

65. Inconsistent taxonomy across farms and site collections

66. People author locally - multiplies problems globally

67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience

68. Portal lacks high fidelity search

69. User can’t find the right content

70. As a result, poor portal adoption and low user satisfactionWHAT HAPPENS WITHOUT STRATEGY

71. Microsoft example (represents a small sample size) Users My Site Teams Corporate Departments Empowerment

72. The islands of information have been moved to SharePoint. And? You can’t find anything You can’t tell who owns what You can’t tell what’s new, what’s old, or what has changed It’s all disconnected Why SharePoint Needs METADATA STRATEGY

73. Taxonomy

74. In Biology, taxonomyis the science dealing with the description, identification, naming, andclassificationof 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

75. Your Current Taxonomy

77. Legacy content gets migrated slowly, if at all

78. Inconsistent taxonomy across farms and site collections

79. People author locally - multiplies problems globally

80. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience

81. Portal lacks high fidelity search

82. User can’t find the right content

84. What is your broader strategy for tagging, metadata and taxonomy? Map out your high level taxonomy (web applications and site collections) and schemas (Content Types) Understand your current-state and future-state plans, and how they relate to your metadata

85. How is metadata managed inside of SharePoint?

86. THE ROLE OF SERVICES SharePoint 2010 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 Have your cake and eat it through centrally managed services

87. What is Behind Managed Metadata It is a service application created by a Farm Administrator It is added to a farm’s default list You can also create a content type hub, which is a URL to a site collection

88. 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

89. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

90. 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

91. Managing Terms Service Application Instance Term Group Term Set Term Create a term set and terms Use the managed metadata Pick the terms

92. Enterprise keywords Folksonomy Social tagging Keywords

93. Term Set = Taxonomy Related terms Managed through governance policies Managed Metadata Column Can be in a list, a library, or a content type Associated with a term set Found through Managed Metadata term set Keywords set = Folksonomy User generated tags Anyone can add them Require ongoing governance

99. What is the role of governance?

101. Web applications

102. Site collections

103. Content Types

104. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata

106. Jumpstart your governance Have a plan Create an internal SharePoint user group Clearly define roles and responsibilities Outline your taxonomy, communicate it, and iterate Create a governance site Learn and evolve

107. Lessons Learned

108. Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com Additional Resources available Enabling Social Media through Metadata http://slidesha.re/gdjoaz Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ Contact me

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