Ditching File Shares for SharePoint Metadata
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Housekeeping
Jill Hannemann@ImJillHannemann
Editor,
Digital
Workplace
Today
Director of
Advisory
Services
10+ years in Knowledge
Management
SharePoint expertise: information
architecture, records management,
content migration, document
management
Culinary project: It’s
soup and chili season!
About Me
About Me
Brendan ClarkeTermSet CTO
1. The File Management Challenge
2. Benefits of Metadata
3. Benefits of SharePoint for File Storage
4. Creating Metadata in SharePoint
5. Deep dive on TermSet
Session Learning Objectives
Disparate databases, applications and file shares.
6
Do your file shares resemble the
Animal Kingdom taxonomy?
8 levels of folder depth!
Unstructured content = 80% or more of all content
The Problem with File Shares
Provides a linear way to think about a document
Designed to be stored, not found
Levels can become very deep (6-8 levels)
No versioning
No way to allow for co-authoring
No search
What is Metadata?
Data about the data.
Browse by -
Category
Author
Format
Language
Customer Reviews
Metadata Example – Shoes Store
10
Metadata Applied to Documents
11
Audience
• Internal
• Executives
• Managers
• External
• Suppliers
• Customers
• Partners
Metadata
Topics
• Employee Services
• Compensation
• Retirement
• Insurance
• Further Education
• Support Services
• Infrastructure
• Supplies
• Products and Services
• Finance and Budget
Title
Author
Department
Audience
Topic
Metadata per Document Type
Presentations
Forms
Policies
TitleSub-header
Presenter's NamePresenter's Title
DateClassification
Title
NameDate
Job TitleDepartment #
EntityClassification
TitlePolicy Number
DepartmentLast Updated
Classification
METADATA
12
Turn File Share Structures into Metadata
Quarterly Reports Expenditures White Papers
2013
2014
2015
Financial Statements
Capabilities Statements
Memos
Scorecard
Document Types
- Quarterly Reports
- Expenditures
- White Papers
Year
- 2011
- 2012
- 2013
- 2014
- 2015
Statements
- Financial
- Capabilities
- Memorandums
- Scorecards
Capability
- Environmental Sustainability
- Energy
- Wind and Water
Environmental Sustainability Score Tally_Q2.doc
Document Type: Quarterly ReportYear: 2015Statements: ScorecardCapability: Environmental Sustainability
File Share and Metadata Equivalents…Leverage shared drive folder names and filenames as source of terms
Good as source of terms, not as source of structure
14
CONS - Legacy Nested Folder Hierarchy PROS - New Faceted Metadata
1To gather and group similar documents together To refine and narrow a search by specific criteria
2Designed by person who is uploading and storing documents for personal use
Designed to help all members of an enterprise find documents
3A document can go into only one folder A document can be assigned multiple metadata
terms
4A folder can be located within only one parent folder
A metadata term may display “under” more than one metadata facet
5 May become quite deep e.g. 6-7 levels Not so deep, usually only 2-3 levels
6Folder names at deeper levels can become long and complex
Term names stay simple, since they are intended to be used in combination
Browse
• Website like navigation
• View and group by features
• Filtering and sorting
Search
• Metadata driven refinement
• Scalable search indexing
• Relevance tuning
Manage
• Version control
• Co-authoring experience (Word, PowerPoint)
• Drag and drop add to library
• Share and Secure
Retain
• Records/Info Mgmt Policy
• Enforce retention policies
• eDiscovery
Access
• Mobile apps available for Office365
Why SharePoint Instead of File Shares?
Search/Navigation
Leveraging metadata tags to refine results
Assign to…
Pages
Documents/Files
List items
16
Columns
17
• Document library
• Lists
• Filtering
• Sorting
• Group By
• Set up Views
Challenges with Adopting SharePoint
It t
ake
s m
ore
tim
e t
o u
se
Use
r Ex
pe
rien
ce is
mo
re c
om
ple
x
Ap
ply
ing
met
adat
aLimit the amount of metadata required(3-5)
Continually edit metadata values
Demonstrate the value
Train for consistency
Keep it intuitive
Plan your IA
Set up links to favorites
Keep workspaces simple
Synchronize with file explorer
Ensure the sites are fast
Ensure search returns accurate results
Synchronize with file explorer
Creating Metadata in SharePoint
Demo
* Users use SharePoint like a file share
* Search isn't great
* Deep folders and view limits
MANUFACTERE
R
CONDITION
DRUG
HEADACHE
GLAXO SMITH KLINE
ASPIRIN
Folders force a hierarchy and encourage duplication of documents
MANUFACTERER:
GLAXO
HEALTH CONDITION:
HEADACHES
TOOTHACHE
HANGOVERS
DRUG:
ASPIRIN
CAFFINE
Metadata allows you to view documents by any property you wish
*Users can find their documents (no more folders or poor search)
*Organisations can control documents
So Why doesn't everyone use metadata in SharePoint?(Answer: Because its hard to get there)
approach ONEGET THE END USERS TO TAG
approach TWOGET IT TO TAG THE DOCUMENTS
There is now a third wayIntroducing TermSet
TermSet Demo
Schedule A Free 2 Hour Assessment
Questions? Contact Jenny Lynch at [email protected]
Are you looking to get off file shares?
Schedule a free 2 hour consultation with Jill Hannemann
or request a free trial of TermSet
http://portl.me/1NfPwTh
