A SharePoint 101 presentation that outlines metadata, taxonomy, and governance - what they are, why they are important, and how they affect everything you do inside SharePoint (specifically, SP2010)
Dev Dives: Streamline document processing with UiPath Studio Web
Metadata Strategy Impacts Everything in SharePoint
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2. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You DoChristian Buckleycbuck@axceler.com@buckleyPLANET SharePoint Saturday Los Angeles April 2nd, 2011
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
59. Asset Type Company Asset Number Color code (by department) Barcode Tracking Number
60. 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
67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
70. As a result, poor portal adoption and low user satisfactionWhat Happens Without Strategy
71. 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. 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. CENTRALIZED DECENTRALIZED Site architecture is centrally controlled Metadata is always applied to content Site Columns and Content Types are created at site collection root Lists get “bundles” of columns PROS Improves consistency Reduces metadata duplication Easy to update Easy to support and train on Allows document-level DIP, Workflow, Information Policies, and document templates CONS Requires planning Requires upfront work Hard to manage across site collections and portals Site architecture is ad-hoc Metadata may not be applied to content Columns are created on lists Columns are combined in an ad-hoc basis on each list PROS Requires no planning Requires little upfront effort Works across site collections and portals CONS Decreases consistency Increases metadata duplication Hard to update Hard to support and train on Only allows list-level Workflow, Information Policies and document templates Difficult to reverse Managing Metadata
76. 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
78. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structure
79. 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 The Role of Services
80. 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 What is Behind Managed Metadata
81. 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
82. Content types may be applied for each site collection …or for certain sites
83. 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
84. Managing Terms Service Application Instance Term Group Term Set Term Create a term set and terms Use the managed metadata Pick the terms
85. Understand the term group properties Group name Description Contributors Group Managers Understand the term store properties Term store administrators Default and working languages Managing Your Term Groups and Stores
87. Term Set = Taxonomy Includes 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 Requires ongoing governance
90. 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 Jumpstart your governance
95. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata
96. With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of handGetting started
98. Understand your metadata and taxonomy model Have a strategy for Managed Metadata Involve your end users Make governance a priority Create a governance site Iterate Lessons learned
99. Contact me Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com Additional Resources Enabling Social Media through Metadata http://slidesha.re/gdjoaz Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN
101. Don’t Forget the SharePint!! Join us at 6pm at the Daily Pint for a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!
Notas del editor
THIS SHOULD BE YOUR FIRST SLIDE
THIS SHOULD BE YOUR LAST SLIDE – Please ensure to leave this on as people are walking out and you’re wrapping things up. Thanks so much!
THIS SHOULD BE YOUR SECOND TO LAST SLIDE – Encourage everyone to attend and remind them that the Daily Pint is just a few blocks up Pico from SMC (North East)