Understanding metadata - practical spia book
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Understanding Metadata
A supplement to: Practical SharePoint 2010 Information Architecture by Ruven Gotz
Buy the Book (or Kindle):http://amzn.to/JnxlcC
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What is Metadata?
The BIG Question
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Data about data
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Ruven Gotz
@ruveng
spinsiders.com/ruveng
slideshare.com/ruvengRuven Gotz
Thank you for coming!
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What is Metadata?
I think I get it
Oh! Now I see(Mostly)
What is Metadata?
I think I get it
The BIG Question
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Meta for?
What is
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Metaphor
Let’s use a
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What does a cow say?
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What does a chicken say?
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What does a duck say?
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The sounds these animals make are attributes that distinguish them
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Example from Yoav Lurie
• Prince• Pop/Rock• 1984
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Adapted from the “pea soup” story by Serge Tremblay
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What is our Base Metaphorfor files?
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What if we saw this?
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Better…
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Solve with folders
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Hire an intern
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What is metadata?
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This is metadata!
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Carl Linnaeus (1751)
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Superclass
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Class
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Order
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Suborder
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Family
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Subfamily
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Genus
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Taxonomy
Species
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Shared Drive Zoo X:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile
Sales Web Design Newsletter Social
Taxonomy
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As we’ve already seen: This always works out great
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Findability vs. Putability: a basic asymmetry
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Shared Drive Zoo X:
Production Sales & Marketing
Marketing
Major Hospitals Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile Colleges
Big Small
Sales Web Design Newsletter Social
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Moving this mess to SharePoint makes it worse
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SharePoint Sux
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The #1 rule of SharePoint?
Never use folders
Except when it makes sense
ever
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Folders for Security
Permissions assigned per folder
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A Brief Detour
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Simple Mind Map
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Mapping for Navigation
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Mapping for Priorization
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A SharePoint Taxonomy (Navigation)
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Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
A SharePoint Taxonomy (Metadata)
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Adding Metadata (when uploading)
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A SharePoint Simulation
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Document Type Inventory Worksheet
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What is metadata?
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What is Taxonomy?
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What are content types?
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Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Vacation Request
Drug Reimbursement
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Both Content Types in One Library
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Content Types for:
Workflow,
Policy,Security
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Back to the Inventory Worksheet
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Build Mind Map (based on inventory worksheet)
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Why is it still so hard to get this to work?
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Which leads to this:
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Some great thinking by Carsten Knoch (Navantis)
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Search
Business Process
Records ---Management
Search & DiscoverCompliance
Day-to-day workflow
Magic Metadata Intersection
Increasing the likelihood of metadata success
This graph originates from thinking by Carsten Knoch
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It’s a question of focus
Metadata• Why?• Where?• How?
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Share the responsibility
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Less is more
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To Sum Up…
•Do you have a better understanding of Metadata?
•Do you think you’ll be able to explain these concepts more easily to your stakeholders?
•Did you get value out of this presentation?
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Thanks for your attention
Buy the Book (or Kindle):http://amzn.to/JnxlcCPractical SharePoint 2010 Information Architecture by Ruven Gotz