This document was presented by Netwoven at a document management seminar locally here in the bay area. For additional information, you can contact them at info@netwoven.com.

1. Taxonomy Management
in
SharePoint 2010

2. Agenda
Time Topic
09:00 – 09:15 Introduction Microsoft
Quickstart
Netwoven
Schemalogic
09:15 – 10:15 Taxonomy Management Niraj Tenany, Netwoven
Part - I Drew Sutton, Netwoven
10:15 – 10:25 BREAK
10:25 – 11:10 Taxonomy Management Drew Sutton, Netwoven
Part - II Niraj Tenany, Netwoven
11:10 – 11:55 Overview of MetaPoint for Rob Richardson, SchemaLogic
Taxonomy Management Mark Glover, SchemaLogic
11:55 – 12:05 Wrap Up, QA and Raffle
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3. December Seminar Sponsors
Event Sponsored
By
Microsoft, Quickstart, Netwoven, SchemaLogic
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4. Seminar Objectives
• Seminar is part of the Expert Series
• FREE ½ Day event (Monthly or Quarterly)
• Provide intermediate / advanced content on relevant
new technologies by Microsoft
– Taxonomy in SharePoint 2010
– Business Intelligence Using SharePoint 2010
– Web Content Management using SharePoint 2010
– Windows Azure for your business
• Key differentiator for the expert series
– Seasoned consultants are presenters in the event
– An ISV partner presents with the consultants. The ISV’s
product is integrated with the expert series topic
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5. Upcoming Expert Series Events
• Advanced Analytics
• Cloud Computing Using Windows Azure
• Social Computing
• Web Content Management Using SharePoint 2010
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6. Netwoven Background
Founded in 2001 by former Microsoft executives
Top talent from industry
Firm leadership comprised of Microsoft, Accenture, Oracle and Intel talent
Former senior executive of Wipro, Infosys, McKinsey on our board
US headquartered company with development center in India
Save the Children
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7. Netwoven Services
Industry Verticals
Financial
Life Sciences Energy Manufacturing Not For Profit Software
Services
Enterprise Content Business Process Management Business Intelligence
Management
Netwoven Solution Practices
Netwoven Technology Services
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8. Schemalogic Introduction

9. Quickstart Introduction

10. Taxonomy Management
Part – I
Drew Sutton, Netwoven, Inc.
Niraj Tenany, Netwoven, Inc.

11. Taxonomy Management Agenda
• Introduction to Taxonomy and Business
Benefits
• Review of 2007 Taxonomy Features
• Taxonomy Best Practices
• Definitions
• Review of SharePoint 2010 Taxonomy
Features
• Sample Model with Demonstration
• Architecture
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12. Top 10 Business and Technology Priorities in 2009
Source: Gartner Group 2009
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13. Document Management - Facts
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14. Document Management Framework
Document Type Spectrum Characteristics
Narrative
• Common characteristics
include Table of
Contents, links and
Narrative Transactional
Navigational aids
Transactional
• Common characteristics
include E-Forms
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15. Document Management Framework – Narrative
Documents
Published Documents
• Large number of readers
Published
• Few Authors
Documents
• Well Defined Life Cycle
• Smaller percentage compared to
the collaborative documents
Collaborative Documents
• Approximately equal number of
Collaborative readers and authors
Documents • Very high volume
• Different Life Cycle and
longevity
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16. Document Management Framework – Narrative
Documents
Taxonomy Taxonomy Taxonomy Taxonomy
A B C D
Published Published
Collaborative Controlled Non Records
Documents Documents Controlled
Documents
Narrative Documents
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17. Document Management - Facts
• 30 Billion original documents are used each year in the
United States
• Cost of documents to corporate America is 15% of
annual revenue
• Documents claim up to 60% of office workers time and
45% of labor costs
• 85% of documents are never retrieved, 50% are
duplicates and 60% are obsolete
• For every dollar a company spends for a final
document, ten dollars are spent on the process to
manage
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18. Document Management - Facts
• > 35% of knowledge worker’s time is spent creating,
revising and accessing documents
• Over half of this time is spent looking for information
and 50% of the time they don’t find what they need
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19. We need to get the right information to the right
people at the right time
“NASA, like all federal agencies, needs to make the best use of
workers’ time. When an engineer or scientist finds and reuses
content, the return on investment (ROI) for the
time and effort to originally produce the material increases.
The cycle of creation and reuse directly impacts the Agency's
operating costs. It also pushes the pace of development forward at
a greater rate as teams build on previous work instead of
"reinventing the wheel" over and over again.”7
“Our ability to create information
has substantially outpaced
our ability to retrieve relevant
information.”
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20. What is Corporate Taxonomy?
Corporate taxonomy is the hierarchical classification of
entities of interest of an enterprise, organization or
administration, used to classify documents, digital
assets and other information. Taxonomies can cover
virtually any type of physical or conceptual entities
(products, processes, knowledge fields, human groups,
etc.) at any level of granularity.
- Wikipedia
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21. Taxonomy Business Benefits
• Standardize and re-use common structures across
the enterprise
• Multi-faceted categorization allows content to be
found from many paths
• Improve communication and search across
organization by consistent terminology
• Alleviates the need for users to know complex
search query syntax
• Enable “Term-less” queries (query without
keywords)
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22. Is Taxonomy ready for prime time?
• Traditional Taxonomy tools have been very difficult to use
and implement
• Traditional Taxonomy tools have not been integrated with
productivity tools such as Microsoft Office making it
difficult to apply taxonomy
• Traditional Taxonomy tools have been expensive
• Increase in the volume of content is requiring organizations
to prioritize Taxonomy projects
• With the arrival of SharePoint (2010) and Office 2010,
creating, managing and using Taxonomy has become much
simpler -> Leading to more use by large and medium sized
organizations
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23. Types of Taxonomy
• Navigation Taxonomy
– Menu Based – Single way to navigate (Primary)
• Useful for Intranet Sites
• Useful for Internet Sites
• Meta Data Taxonomy
– Provides multi-Dimensional navigational mechanism
• Faced Search Based
• Taxonomy Navigation
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24. SharePoint Scenarios
Enterprise
Metadata
and Content
Types
Source: Microsoft
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25. Team Site
Source: Microsoft
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26. Managed Library
Source: Microsoft
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27. Repository / Archive
Source: Microsoft
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28. Massive / Distributed Archive
Source: Microsoft
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29. Review of 2007 Taxonomy Features
• Site Content Types and Site Columns
• Content Type Inheritance
• Content Type Management in Libraries
• Crawled to Managed Property Mappings
• Advanced Property Search
• Workflow, Web Part and Filter use of Properties
• Workflow, IMP, Templates and Document Conversion
per Content Type
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30. General Taxonomy Definitions
• Metadata Tag – A term assigned
to a piece of collateral or
information. Testimonial PD Functional
• Customer Collateral Spec
• Attribute / Facet – A • Practice Area • Collateral • Customer
dimensional container for Type • Project
• Product • Technologies
Metadata Tags • Version • Practice Area
• Content Type – Object Type
definition comprised of one or
more Attributes / Facets.
• Folksonomy – Classification
system based on Social
collaboration and tagging.
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31. SharePoint 2010 Taxonomy Definitions
• Taxonomy - Hierarchy, synonyms, descriptions, and
translations
• Folksonomy - Informal flat list of ad-hoc values
• Managed Metadata Service – SharePoint 2010 Centralized
Taxonomy Service Application.
• Hub - A site collection designated as a ‟source” from
which we share content types through out the enterprise
• Content Type Syndication - Publishing, sharing, pushing
one or more content types across site collection, Web App,
and farm boundaries
• Term Store - DB that contains one or more taxonomies
available as a ‟Shared Service”
Source: Microsoft
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32. SharePoint 2010 Taxonomy Definitions
• Term Group – Security and Description is applied to a group
of term sets within this object.
• Term Set – A flat or hierarchical set of Terms.
• Term – Node in the taxonomy with a unique ID and many
text labels which can be used to tag.
• Label – Text defining a term. (Default, Synonyms,
abbreviation, etc.)
• Keyword – Unstructured metadata value (Term from any
Term Set in store or new value).
• Managed Metadata Field – Field Type that defines a set of
terms as its list of values
Source: Microsoft
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33. Key SharePoint 2010 Taxonomy Features
• Taxonomy Management scope across Web Apps and Farms
using Service Architecture and Proxy Service
• Use of Term Store and Managed Metadata service allows for
centrally managed Term Sets and Content Types
• Governance allows for splitting the roles of Taxonomist and
SharePoint Administrator
• Multi-Lingual Term Sets with Synonyms and Abbreviations
• Folksonomy (Keywords, Tags and Ratings)
• Managed Metadata Columns in Faceted Search
• Taxonomy Navigation in Tree View
• Hierarchical Term Sets and Filtering
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34. Taxonomy Management
Part - II

35. Objectives
• Sample Scenario Review
• End User Scenario of using the Taxonomy
• Taxonomy Store Architecture
• Taxonomy Administrator’s Scenario for managing the
Taxonomy
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36. Sample Scenario

37. Sample Scenario
• Large software company wants to define and implement a
Taxonomy to better manage their marketing and product
development collateral
• Some components of the taxonomy should be managed by
the corporate taxonomist
• Other components of the taxonomy should be manged by
departments or divisions
• Want to use a common Marketing Taxonomy companywide
• Want to use a common Product Development Taxonomy
companywide
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38. Sample Scenario
Large Software
Company
Business Product
Server Division Corporate Information
Solutions Development
(SD) Marketing Technology
Division (BSD) Office
Server Server Product BSD Product
BSD Marketing
Marketing Development Development
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39. Sample Scenario
• Information Technology Group
– Corporate Taxonomy Manager
– Manages the following Taxonomy Term Stores for the corporation
• Product
• Customer
• Product Development Office
– Manages the taxonomy for various product development
organizations for their content
• Corporate Marketing Office
– Manages the taxonomy for the various product marketing
organizations
• SD and BSD Organizations are consumers of the taxonomy
defined by the corporation and other divisions
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40. Sample Scenario – Products used by the company
Product
Windows Database
Server Desktop SQL Server Access
Windows Windows Windows SQL Server SQL Server
Windows 7 Access 2007 Access 2010
2003 2008 Vista 2005 2008
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41. Sample Scenario – Products used by the company
Products
Office
MS
MS Word MS Excel
Access
Word Word Excel Excel Access Access
2007 2010 2007 2010 2007 2010
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42. Sample Scenario – Products mapped to
organization
Business
Server
Solutions
Division (SD)
Division (BSD)
Windows Database Office
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43. Sample Scenario - Marketing Collateral
Marketing
Collateral
Case White
Data Sheets Testimonial
Studies Paper
This taxonomy is managed by the Corporate Marketing Organization
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44. Product Development Collateral
Product
Development
Collateral
Functional
Test Specs Design Specs Use Cases Test Cases
Specs
This taxonomy is managed by the Product Development Office
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45. Seminar Scenario – Site Collection Structure
SD Site BSD Site
Collection Collection
SD BSD
Document Document
Center Center
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46. End User Scenario
Using Taxonomy in a Document Library
Using Taxonomy in Search
Folksonomy Features

47. Using Taxonomy in a Document Library
• Taxonomy Navigation in Tree View
• Key Filters Control
• Hierarchical Managed Metadata Control and Filtering
• Rating
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48. Using Taxonomy in Search
• Faceted Navigation (Managed Metadata fields
automatically show!)
• Advanced Parameter Search
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49. Folksonomy Features
• Documents can be tagged with Keywords (any term in
associated term store or new term)
– Allows bottoms up approach of formal taxonomy creation
(Create Term Sets from commonly used keywords) – best for
smaller environments
• User Ratings – These strongly affect search!
• Open Term Sets
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50. Taxonomy Architecture and
Knowledge Manager Scenario
Drew Sutton, Netwoven, Inc.

51. Term Store Architecture
Source: Microsoft
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52. Managed Metadata Service
• Can create one or more Managed Metadata services
• Web Application linked to 0+ Managed Metadata
Services
• Each of the Managed Metadata Service can be
associated with a Site Collection that is a Content Type
Hub
• Use Term sets to define choices for Managed Metadata
Site column across Web Apps / Farms
• Manage Term Sets and Govern Ownership from one
place
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53. Managing Term Sets
• Create Update Delete (CRUD) Operations
• Ability to Deprecate Terms
• Ability to Merge Terms (adds merged term as
synonym)
• Move Terms
• Reuse terms
• Currently no workflow to manage Term Sets
• Multi-lingual term sets
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54. Hierarchical Term Set
• User Friendly tree view
of hierarchical terms for
easy selection of
attribute value
• Indicate which values
are selectable and which
are for just for easy of
browsing
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55. Demonstration (Part I) –
Logical Steps to create an Enterprise Taxonomy
• Create meta data service (already exists)
• Create Content Type Hub (already exists)
• Associate Hub with a meta data service (already exists)
• Define the term sets and terms
• Create managed metadata field in Site Collection hub
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56. Content Type Syndication
• Create, Update Content Types in Content Type Hub
• Publish / Republish Content Types
• Run two scheduled jobs
– Content Type Hub
– Content Type Subscriber
• Use Content Type in subscribing web application
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57. Content Type Syndication
Source: Microsoft
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58. Demonstration (Part 2) –
Logical Steps to create an Enterprise Taxonomy
• Edit Content Type to use new field
• Publish Content Type changes (Content Type syndication)
• Use the content type changes in the subscribing web app
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59. Wrap Up and QA
• Fill out your evaluation forms
• Write in your evaluation form if you would like to have a
SharePoint diagnostic discussion
• Participate in the Raffle (add your business card)
• Download the MFA utility from
http://www.netwoven.com/Products/pages/MFA_Utility.asp
x
– FREE until Dec 31st, 2009
– $350 per WFE from January 1st, 2010
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60. Wrap Up and QA
• Netwoven Information Sources
– Blogs.netwoven.com
– www.netwoven.com
• Quickstart Information Sources
– www.quickstart.com
• Schemalogic Information Sources
– www.schemalogic.com
• Microsoft Information Sources
– www.microsoft.com
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61. Contacts
• Alexia Moore - alexiam@microsoft.com
• Bill Wood - wwood@netwoven.com
• Niraj Tenany – ntenany@netwoven.com
• Pamela Douglas - Pamela.Douglas@quickstart.com
• Jason Kasznar - Jason.Kasznar@quickstart.com
• Rob Richardson - robr@schemalogic.com
• Mark Glover - markg@schemalogic.com
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62. Appendix

63. Managed Meta Data Service – Web App
Architecture
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