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SPTechCon - July 2012 - Understanding metadata

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Understand how to explain metadata to your users so that they will see the value

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SPTechCon - July 2012 - Understanding metadata

  1. 1. Understanding Metadata Working with Stakeholders to build the taxonomy Ruven Gotz
  2. 2. Understanding MetadataA supplement to: Practical SharePoint 2010Information Architecture by Ruven GotzBuy the Book (or Kindle):http://amzn.to/JnxlcC
  3. 3. Intro - Animated @ruveng spinsiders.com/ruveng Toronto ruveng@navantis.comRuven Gotz
  4. 4. The BIGQuestion What is Metadata?
  5. 5. Data about data
  6. 6. @ruveng spinsiders.com/ruveng ruveng@navantis.comRuven Gotz
  7. 7. The BIGQuestion What is Metadata? I think I get it What is INow I see think Oh! I (Mostly)it get Metadata?
  8. 8. What is
  9. 9. Let’s use a
  10. 10. What does a cow say?
  11. 11. What does a chicken say?
  12. 12. What does a ducksay?
  13. 13. The sounds these animals make areattributes that distinguish them
  14. 14. • Prince • Pop/Rock • 1984Example from Yoav Lurie
  15. 15. Adapted from the “peasoup” story by SergeTremblay
  16. 16. What is our Base Metaphorfor files?
  17. 17. What if we saw this?
  18. 18. Better…
  19. 19. Solve with folders
  20. 20. Hire an intern
  21. 21. What is metadata?
  22. 22. This is metadata!
  23. 23. What is Taxonomy? Not this! or this…
  24. 24. Carl Linnaeus(1751)
  25. 25. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  26. 26. Taxonomy Animal Kingdom Invertebrates Vertebrates Superclass Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  27. 27. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  28. 28. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  29. 29. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Suborder Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  30. 30. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Family Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  31. 31. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Subfamily Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  32. 32. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf Genus hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
  33. 33. Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Species Hamster hampsters
  34. 34. Shared Drive ZooTaxonomy X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
  35. 35. As we’ve already seen: This always works out great
  36. 36. Findability vs. Putability: a basic asymmetry
  37. 37. Shared Drive Zoo X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated
  38. 38. Moving this mess to SharePointmakes it worse
  39. 39. SharePoint Sux
  40. 40. The #1 rule of SharePoint? Except when it makes sense Never use ever folders
  41. 41. Folders for Security Permissions assigned per folder
  42. 42. A Brief Detour
  43. 43. Simple Mind Map
  44. 44. Mapping for Navigation
  45. 45. Mapping for Priorization
  46. 46. A SharePoint Taxonomy (Navigation)
  47. 47. A SharePoint Taxonomy (Metadata)Customer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile
  48. 48. Adding Metadata (when uploading)
  49. 49. A SharePoint Simulation
  50. 50. Document Type InventoryWorksheet
  51. 51. What is metadata?
  52. 52. What is Taxonomy?
  53. 53. What are content types?
  54. 54. Drug Vacation Request ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________Manager ________ Manager ________Approved Y/N Approved Y/N
  55. 55. Both Content Types in One Library
  56. 56. Content Types Workflo Policy,Securityfor: w,
  57. 57. Back to the Inventory Worksheet
  58. 58. Build Mind Map (based on inventory worksheet)
  59. 59. Why is it still so hard to get this to work?
  60. 60. Which leads to this:
  61. 61. Auto classification is a solution (demo to follow)
  62. 62. Rule-based tagging of metadata
  63. 63. Some great thinking by Carsten Knoch (Navantis)
  64. 64. Increasing the likelihood of metadata success ComplianceSearch & Discover Records Search Management Magic Metadata Intersection Business Process Day-to-day workflow
  65. 65. It’s a question of focus Metadata • Why? • Where? • How?
  66. 66. Share the responsibility
  67. 67. Less is more
  68. 68. Thanks for your attentionBuy the Book (or Kindle):http://amzn.to/JnxlcCPractical SharePoint 2010 InformationArchitecture by Ruven Gotz

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