How Your Metadata Strategy Impacts Everything You Do -- Taxonomy Bootcamp
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Looking Under the Hood:How Your Metadata Strategy Impacts
Everything You Do
Christian Buckley
[email protected]@buckleyPLANET
Taxonomy Bootcamp
November 1, 2011
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My Background
Christian Buckley, Director of Product Evangelism at Axceler
• Most recently at Microsoft
• Microsoft Managed Services (now Office365-Dedicated)
• Advertising Operations, ad platform API program
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• 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
• 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
• I live in a small town just east of Seattle, 4 kids. Co-authoring ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (MSPress, Feb2012)
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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
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The #1 reason why your 2010 deployment will fail
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What are you trying to accomplish with SharePoint?
Some questions for you…
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What was missing from your previous attempts?
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What is your metadata strategy for 2010?
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What is metadata, anyway?
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Metadata 101
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• Book title• Author• ISBN• Publisher
• Name• Account Number• Credit Card• Social Security #• Billing Address
• Device ID• Email• Software version
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Email Cell Twitter Blog
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Email Cell Twitter Blog
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• Travel dates• City visiting• Flight number• GPS position
• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes
• Name• Account Number• Mileage to date• Home town
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The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
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Asset TypeCompany
Asset Number
Barcode Tracking Number
Color code
(by department)
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StateID Type
Class
Expiration
License Number
Address
Date of Birth
Donor
Emergency Contact
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Title
Date
Scam campaign content
Randomly generated name
Name
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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
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Why aren’t my end users using SharePoint?
Creating Passionate Users, Kathy Sierra
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Taxonomy
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In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of 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
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Your Current Taxonomy
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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
Managed
Metadata
Service
Term Stores
Improved Governanc
e
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How is metadata managed inside of SharePoint?
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Tier 1 site collections based on business units or product areas
Top level portal
Tier 2 sites that follow specific structure
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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
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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
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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
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Content types may be applied for each site collection
…or for certain sites
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Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
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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
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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
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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
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What is the role of governance?
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1. Have a plan
2. Create an internal SharePoint user group
3. Clearly define roles and responsibilities
4. Outline your taxonomy, communicate it, and iterate
5. Create a governance site
6. Learn and evolve
Jumpstart your governance
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Lessons Learned
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1. Understand your metadata and taxonomy model
2. Have a strategy for Managed Metadata
3. Involve your end users
4. Make governance a priority
5. Create a governance site
6. Iterate
Lessons learned, at a high level
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• Map out your high level taxonomy
• Web applications
• Site collections
• Content Types
• Plan for your migration (or set it up right the first time)
• Consolidate your content types.
• Clean up your folder structures.
• Refine your keyword taxonomy.
• Standardize your site structure and templates.
• Build a consistent navigation.
• 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 hand
Getting tactical
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Christian [email protected]+1 [email protected] and http://info.axceler.com
Additional Resources On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F 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 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/
Contact me