webinar: ditching file shares for sharepoint metadata

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  • Ditching File Shares for SharePoint Metadata

  • Webinar is being recorded

    50 minute session

    10 minute Q&A at the end

    Slides and recording will be available after the session

    Send in your questions!

    Type your questions in the Go-to-Webinar Question Box on the right side

    We will reserve questions to the end of the presentation

    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: Its

    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 EquivalentsLeverage 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 jlynch@portalsolutions.net

    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

    http://portl.me/1NfPwThhttp://portl.me/1NfPwThhttp://portl.me/1NfPwTh

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