calspug - calgary sharepoint users group - metadata -october 17 2013

Taxonomy, content types and metadata, oh my!

Presented by: Ruven GotzDirector & Group LeadCollaboration Service LineAvanade@ruveng

What is Metadata?

The BIG Question

Data about data

Thank you for coming!

• Ruven GotzDirector & Group LeadCollaboration Service LineAvanade

• @ruveng

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

The BIG Question

Meta for?

What is

Metaphor

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 Metaphorfor 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 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

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Superclass

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Class

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Order

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Suborder

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Family

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Subfamily

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Genus

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Species

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

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

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile Colleges

Big Small

Sales Web Design Newsletter Social

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• Rural

University• Yes• No

A SharePoint Taxonomy (Metadata)

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/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________


Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________


Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________


Vacation Request

Drug Reimbursement

Both Content Types in One Library

Content Types for:

Workflow,

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 & DiscoverCompliance

Day-to-day workflow

Magic Metadata Intersection

Increasing the likelihood of metadata success

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 these concepts more easily to your stakeholders?

•Did you get value out of this presentation?

Ruven Gotz

@ruveng

spinsiders.com/ruveng

[email protected]

Thank you for coming!

slideshare.net/ruveng

calspug - calgary sharepoint users group - metadata -october 17 2013

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