introduction to metadata

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Meta Data Management in SharePoint

Presented by James MilneJames.Milne@Myriadtech.com.au@JamesMilne

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Overview

• Building Blocks • Content Type Syndication• Terms & Term Sets

What is Meta Data?

• “Data that describes other Information”• “Selected information about data that

summarises important aspects of the data.” • Helps you Organise and Categorise Items.• Library Cards are a great example.

Wine Name“Rusty Red”

Price$10.00

Colour“Red”

Type“Cabernet”

Region “Stanthorpe”

Year2000

Size750ml

Country of Origin “Australia”

Maker “Milne Vineyards”

Meta Data

Created ByJames Milne

File Name“Purchasing Pens”

Doc Number “401.1”

Type“Policy”

Review Date01/10/2005

Business Unit“Procurement”

Category“Purchasing”

Division “Finance”

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Document Metadata

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Benefits

• Workflow can leverage Meta Data.– To make decisions.– To store status, eg. “Phase”,

“Stage” or “Status”.– Information Management Policies.

• Searchability.– Advanced Search.– Faceted Search.

• Content Query Web Part.

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Building Blocks

• Custom List Columns• Site Columns• Content Types

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Custom List Columns

• List Columns are defined at the list or library level.

• These Columns can be referenced by other lists or libraries in the same site.

• Ideal for local “status information”.

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Site Columns

• Define Columns of Meta Data at the site level.• OOTB Site Columns.• Inherited from Parent Site.• Can be visible through the

whole Site Collection.• Ideal for standardising on

Meta Data.

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Content Types

• “Places documents and items into a business context”.

• OOTB Content Types.• Hierarchical Content Types.• Content Type Inheritance.

Content Types

Document Template

Site Columns

Workflow

IMP

Document Conversion

Document Information

Panel ---------------------------

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DemoWorking with Content Types

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Site

Big Picture (Using Columns)

ListList

Content TypeContent

TypeContent

Type

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Big Picture (Using Columns)

Site

ListList

Content TypeContent

TypeContent

Type

Master TMList Business D

ata

Site Members

InfoPath

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SharePoint 2010

• MetaData Management Service • Terms & Term Sets• Content Type Syndication• External Content Types

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Take Away

• Plan, Plan, Plan• Involve Key Stake Holders from the Business• Audit Existing Templates• Document– Document Types– MetaData

• Detailed Descriptions!

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Questions?

?James.Milne@Myriadtech.com.au