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Taxonomy, content types
and metadata, oh my!
Presented by: Ruven Gotz
Director & Group Lead
Collaboration Service Line
Ava...
What is
Metadata?
The BIG
Question
Data about data
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it
The BIG
Question
What is
Let’s use a
What does a cow say?
What does a chicken say?
What does a duck
say?
The sounds these animals make are
attributes that distinguish them
Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
Not this!
or this…
What is Taxonomy?
Carl Linnaeus
(1751)
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Priv...
As we’ve already seen: This always works out great
Findability vs. Putability: a basic asymmetry
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Major
Hospitals
Commercial Industrial Government Healthcare
Lab...
Moving this mess to SharePoint
makes it worse
SharePoint Sux
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
Folders for Security
Permissions assigned
per folder
A Brief Detour
Simple Mind Map
Mapping for Navigation
Mapping for Priorization
A SharePoint Taxonomy (Navigation)
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
...
Adding Metadata (when uploading)
A SharePoint Simulation
Document Type Inventory
Worksheet
What is metadata?
What is Taxonomy?
What are content types?
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y...
Both Content Types in One Library
Content Types
for:
Workflo
w,
Policy,Security
Back to the Inventory Worksheet
Build Mind Map (based on inventory worksheet)
Why is it still so hard to get this to work?
Which leads to this:
Some great thinking by Carsten Knoch
Search
Business
Process
Records
Management
Search & Discover
Compliance
Day-to-day workflow
Magic Metadata
Intersection
In...
It’s a question of focus
Metadata
• Why?
• Where?
• How?
Share the responsibility
Less is more
To Sum Up…
•Do you have a better understanding of metadata
and content types?
•Do you think you’ll be able to explain thes...
Avanade Confidential – Do Not Copy, Forward or Circulate
© Copyright 2012 Avanade Inc. All Rights Reserved.
Visit us in Bo...
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
slideshare.com/ruveng
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
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SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

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How to understand these key IA concepts and then explain them to your users and stakeholders.

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SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

  1. 1. Taxonomy, content types and metadata, oh my! Presented by: Ruven Gotz Director & Group Lead Collaboration Service Line Avanade @ruveng
  2. 2. What is Metadata? The BIG Question
  3. 3. Data about data
  4. 4. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
  5. 5. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
  6. 6. What is
  7. 7. Let’s use a
  8. 8. What does a cow say?
  9. 9. What does a chicken say?
  10. 10. What does a duck say?
  11. 11. The sounds these animals make are attributes that distinguish them
  12. 12. Example from Yoav Lurie • Prince • Pop/Rock • 1984
  13. 13. Adapted from the “pea soup” story by Serge Tremblay
  14. 14. What is our Base Metaphor for files?
  15. 15. What if we saw this?
  16. 16. Better…
  17. 17. Solve with folders
  18. 18. Hire an intern
  19. 19. What is metadata?
  20. 20. This is metadata!
  21. 21. Not this! or this… What is Taxonomy?
  22. 22. Carl Linnaeus (1751)
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. 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
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. 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
  31. 31. 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
  32. 32. 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
  33. 33. As we’ve already seen: This always works out great
  34. 34. Findability vs. Putability: a basic asymmetry
  35. 35. 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
  36. 36. Moving this mess to SharePoint makes it worse
  37. 37. SharePoint Sux
  38. 38. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  39. 39. Folders for Security Permissions assigned per folder
  40. 40. A Brief Detour
  41. 41. Simple Mind Map
  42. 42. Mapping for Navigation
  43. 43. Mapping for Priorization
  44. 44. A SharePoint Taxonomy (Navigation)
  45. 45. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
  46. 46. Adding Metadata (when uploading)
  47. 47. A SharePoint Simulation
  48. 48. Document Type Inventory Worksheet
  49. 49. What is metadata?
  50. 50. What is Taxonomy?
  51. 51. What are content types?
  52. 52. Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
  53. 53. Both Content Types in One Library
  54. 54. Content Types for: Workflo w, Policy,Security
  55. 55. Back to the Inventory Worksheet
  56. 56. Build Mind Map (based on inventory worksheet)
  57. 57. Why is it still so hard to get this to work?
  58. 58. Which leads to this:
  59. 59. Some great thinking by Carsten Knoch
  60. 60. Search Business Process Records Management Search & Discover Compliance Day-to-day workflow Magic Metadata Intersection Increasing the likelihood of metadata success
  61. 61. It’s a question of focus Metadata • Why? • Where? • How?
  62. 62. Share the responsibility
  63. 63. Less is more
  64. 64. To Sum Up… •Do you have a better understanding of metadata and content types? •Do you think you’ll be able to explain these concepts more easily to your stakeholders? •Did you get value out of this presentation?
  65. 65. Avanade Confidential – Do Not Copy, Forward or Circulate © Copyright 2012 Avanade Inc. All Rights Reserved. Visit us in Booth 904 • Take the Co-Lab Test – What role do you play in collaboration? (3 min online test – receive a special prize) • Enter to win $250 Visa Gift Card • Get a signed copy of my book! (limited quantities available)
  66. 66. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com slideshare.com/ruveng

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