My presentation Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do from the KMworld Taxonomy Bootcamp, November 1st, 2011 in Washington DC.
Arizona Broadband Policy Past, Present, and Future Presentation 3/25/24
Metadata Impacts Everything
1. Looking Under the Hood:
How Your Metadata Strategy Impacts Everything You Do
Christian Buckley
cbuck@axceler.com
@buckleyPLANET
Taxonomy Bootcamp
November 1, 2011
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
2. 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)
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
3. Axceler Overview
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
4. The #1 reason why your
2010 deployment will fail
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
5. Some questions for you…
What are you trying to
accomplish with SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
6. What was missing from your
previous attempts?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
7. What is your metadata
strategy for 2010?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
8. What is metadata, anyway?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
10. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
11. • Book title • Name • Device ID
• Author • Account Number • Email
• ISBN • Credit Card • Software version
• Publisher • Social Security #
• Billing Address
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
12. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
13. • Name
• Account Number
• Mileage to date
• Home town
• Travel dates
• City visiting
• Flight number
• GPS position
• Friend’s Name
• City visiting
• GPS position
• Distance to friend
• Avoidance Flag = Yes
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
14. The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010
http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
15. Asset Type
Company
Asset Number
Color code
(by department)
Barcode Tracking
Number
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
16. ID Type
State
License Number
Class
Expiration
Address
Date of Birth
Emergency
Contact
Donor
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
17. Title
Email Name
Date
Scam
campaign
content
Randomly
generated
name
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
18. 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
19. Why aren’t my end users
using SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
21. Taxonomy
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
22. 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
23. Your Current Taxonomy
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
24. Managed
Metadata
What is your broader Service
strategy for tagging,
metadata and taxonomy?
Map out your high level Term
taxonomy (web applications Stores
and site collections) and
schemas (Content Types)
Understand your current-
Improved
state and future-state plans, Governance
and how they relate to your
metadata
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
25. How is metadata managed
inside of SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
26. Top level portal
Tier 1 site collections
based on business
units or product areas
Tier 2 sites that follow
specific structure
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
27. 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
28. 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
29. Content Type
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
30. Content types may be
applied for each site
collection
…or for certain sites
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
31. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
32. Syndication
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
33. Managing Your Term Groups
and Stores
Understand the term group properties
Group name
Description
Contributors
Group Managers
Understand the term store properties
Term store administrators
Default and working languages
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
34. 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
35. What is the role of
governance?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
36. Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
37. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
38. Jumpstart your governance
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
40. Lessons learned, at a high level
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
41. Getting tactical
• 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
42. Contact me
Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
www.buckleyPLANET.com 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/
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com