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why metadata is important,[object Object]
Everyone is in the information business.,[object Object],What separates industries is how they use their information…,[object Object]
Oil companies need information on where to drill for oil.,[object Object],Pharmaceutical companies need information on what drugs work and how.,[object Object],Financial services companies need information on what assets are worth.,[object Object],This may sound obvious, but when you consider what a poor job most companies do at managing their information it makes you wonder…,[object Object]
Over 30 billion original documents are created every year. ,[object Object],- 85% will never be retrieved.,[object Object],- 50% are duplicates.,[object Object],- 60% of stored documents are obsolete.,[object Object]
For every $1 spent to create a document, ,[object Object],$10 is spent on its management.,[object Object]
Hours per week the average information worker spends:,[object Object],14.5,[object Object],13.3,[object Object],9.5,[object Object],3.5,[object Object],2.2,[object Object],3.0,[object Object],recreating content they couldn’t find,[object Object],reading and answering emails,[object Object],searching for content,[object Object],searching but not finding,[object Object],creating content,[object Object],version control issues,[object Object]
Some back-of-the-napkin math should show how much productivity is lost.,[object Object],8.7 hrs/week wasted,[object Object],  x 50 weeks,[object Object],  x $30/hr,[object Object],  x 1000 employees ,[object Object],$13.05 million lost,[object Object],Your (mis)information is ,[object Object],costing you millions.,[object Object]
You’re working for your data. Shouldn’t your data be working for you? (the answer is yes),[object Object],One of the keys is metadata.,[object Object]
noun; data about data. Metadata is a way of identifying information.,[object Object],metadata,[object Object]
Essentially, metadata are descriptors. Some metadata for this puppy might be:,[object Object],puppy,[object Object],Fido,[object Object],dog,[object Object],furry,[object Object],golden retriever,[object Object],canine,[object Object],mammal,[object Object]
How does this come into play? For example, lets say you search for the following terms:,[object Object],What might the results look like for each term? ,[object Object],“dog”,[object Object],“golden retriever puppy”,[object Object],How useful would the results be? ,[object Object],How much time would you have to spend going through the results to find what you actually wanted?,[object Object]
“dog”,[object Object],“golden retriever puppy”,[object Object]
“dog”,[object Object],“golden retriever puppy”,[object Object],Clearly, this more specific search term is better. But it only works if someone has taken the time to associate the metadata.,[object Object]
This puppy example illustrates not only the effectiveness of metadata but also the importance of tagging content with metadata. ,[object Object],If users don’t take the time to attach metadata when they create, upload, or edit documents the benefits will be lost.,[object Object],document name,[object Object],expiration date,[object Object],audience,[object Object],version,[object Object],DOC,[object Object],project,[object Object],department,[object Object]
Delete slide  if you ,[object Object],use SP2010,[object Object],So how do you manage metadata in SharePoint 2007?,[object Object],In SharePoint 2007, metadata is captured in list columns. When you create a file or item, upload a file, or edit a file or item, you can enter information in the columns.,[object Object],Below are the columns for a basic task list. Anytime a task is created or edited, these fields can be changed. This metadata tells you information about the tasks and lets you manipulate the list – for instance, by filtering Status to only show tasks that have not been started.,[object Object]
Delete slide  if you ,[object Object],use SP2007,[object Object],So how do you manage metadata in SharePoint 2010?,[object Object],Microsoft spent a great deal of effort improving SharePoint’s metadata capabilities for the 2010 version.,[object Object],You can tag items, documents, and pages with keywords. As you type, pre-configured keywords are suggested. You also have the option of creating new keywords. SharePoint 2010 even allows you to tag an external page with keywords.,[object Object]
Delete slide  if you ,[object Object],use SP2007,[object Object],So how do you manage metadata in SharePoint 2010?,[object Object],The Tag Cloud Web Part creates a tag cloud of the most commonly used keywords.,[object Object]
Delete slide  if you ,[object Object],use SP2007,[object Object],So how do you manage metadata in SharePoint 2010?,[object Object],You don’t want users out on their own creating keywords. The Term Store Management Tool lets you predefine keywords and terms that can be used across all your SharePoint sites. This even supports multilingual terms.,[object Object],Keywords:,[object Object],Business Plan,[object Object],Expense Report,[object Object],Marketing Plan,[object Object],Purchase Order,[object Object],Time-off Request,[object Object],Relocation Form,[object Object],Financial Estimate,[object Object],Change Order,[object Object],Procurement Contract,[object Object]
Remember: If you don’t manage your information, your business will pay for it. ,[object Object],Information management should become a core competency for every organization. This can’t happen without the use of metadata.,[object Object]
End User Training, Support, and Advice ,[object Object],on Launching SharePoint,[object Object],www.sharepointsupported.com,[object Object],On Twitter @SPSupported,[object Object]

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SharePoint - Why Metadata Is Important

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