Drilling Down to the Challenges of SharePoint Taxonomy Implementation

Drilling Down to the Challenges of SharePoint Taxonomy ImplementationBy Joe Shepley andMarjorie M.K. Hlava

What You’ll Learn2At the end of this webinar, you’ll better understand:The problems caused by having a poor taxonomy for SharePointThe benefits of having an effective taxonomy for SharePointHow to create a taxonomy in SharePointHow “partner” technologies can improve the taxonomy creation and management process in SharePoint

SharePoint 2010 Capabilities4TAXONOMY

SharePoint Has Many Potential Benefits5

If You Can Implement It Correctly6Thousands of sites, most unknown to SharePoint administratorsTerabytes of unnecessary contentNo rhyme or reason to site and site collection structureNo consistent use of metadata…if used at all

The Results of Poor SharePoint TaxonomyThe result is a tangle of SharePoint sites, with poorly organized content at every level, which renders the SharePoint environment little better than traditional shared drives7

The Results of Poor SharePoint TaxonomyIn fact, in many ways a SharePoint without an IA (or with a poorly designed one) is worse than shared drives8Higher storage volumes (multiple copies of a document, each with version control on it)

Higher per user costs (need licenses to use SharePoint)

Higher maintenance (DBA, SharePoint developers and admins needed to care and feed SharePoint)Challenges to Building a SharePoint TaxonomyEven when a SharePoint implementation is planned, taxonomy typically gets eclipsed by “nuts and bolts” activities required to stand up the environment, like network architectureTight schedule, budget constraintsLack of experience with taxonomy at most organizations means it gets low (or no) priority during SharePoint design and implementationOften no one owns taxonomy at the organizationFew people outside of web design have heard of itFewer have ever had an direct experience with itTaxonomy may have never been done at any time, in any part of the organization at all9

How Does a Taxonomy Help SharePoint?10

SharePoint 2010 Metadata ManagementCreate taxonomy lists in the Term StoreUse the taxonomy for assisted indexingType-ahead suggestion for indexing contentUse synonyms to represent multiple ways to express a single subjectImproves precision and recall for indexingImport preexisting taxonomies from a CSV.11

Selectterm store management located under Site AdministrationEdit Term Sets to accurately reflect your document libraries and content types. Term sets can be individual taxonomies or flat controlled vocabulary listsTerm Sets12

SharePoint server 2010 CapabilitiesSome of the features of Windows SharePoint Services are used directly by Office SharePoint Server 2010List management Storage capabilities Web Part framework.13

Features highlighted in Microsoft Office SharePoint Server (MOSS) 2010Search (FAST ESP)Document managementEnterprise content managementBusiness process automation and workflowsTaxonomy and metadata management14Features of SharePoint Server 2010

Managing Site ContentCreate document libraries to reflect different content types used in all departments.Add metadataAuthorFile extensionSubject and indexing termsCompany codeAdd Retention: Choose when the server deletes the content, or updates it.15Locations

Other metadata (Dublin Core)SharePoint needsMetadata on every documentRelevant search Related content alertsAutomatically aggregated contentMany use casesSimple taggingAuthorsStaffAs uploadedAutomatic Security and retention for content types16

Taxonomy in SharePoint AllowsBrowse by termsSearch DocumentsLimit Search by FacetsUpdate termsReindex DocumentsAutomatic and Assisted indexing methodsFacilitate document retention Document security by user and document typeAllow for the ability to use tagging – view and selectIntegrate seamlessly with SharePoint 2010Integrate with other CMS (Ektron, Drupal, etc.)17

Why add a partner to SharePoint?Use taxonomy in multiple systemsManage audit and govern the taxonomyIdentify and extract information from documentsLegacy data tagging automaticallyBulk add the metadata by populating site columns with reference to taxonomies18

Client DataFull TextHTML, PDF,Data Feeds, etc.Taxonomy Fully integrated with MOSSAutomatic SummarizationSearchPresentation:90% accuracyBrowse by SubjectAuto-completionBroader TermsNarrower TermsRelated TermsMachine Aided Indexer (M.A.I.™)SharePoint ServerRepositorySearchSoftwareInline TaggingClient taxonomyClient TaxonomyMetadata and Entity ExtractorThesaurus Master19

Adding terms to the taxonomySuggest new (unused) terms for content after bulk importUse the folksonomy features of SharePointUse the search logsCould also use Novelty Detection20

Taxonomy in Functions21Equivalent terms / synonyms / non preferred termsAssociative relationships / related termsEasy updating and modification of terms Associative relationships (Related terms).Equivalent relationships (Synonyms/Preferred and non-preferred terms).

CUSTOMCONNECTOREMAILCONNECTORDATABASECONNECTORFILETRAVERSERWEBCRAWLERAdding the taxonomy FAST MANAGEMENT APIQUERY APICONTENT APIData Harmony Governance APISEARCHSERVERFILTERSERVER23Core Architectural ComponentsAdministrator’sDashboardWebContentVerticalApplicationsPipelineQueryPipelineFiles,DocumentsQUERYPROCESSORPortalsIndex DBDatabasesDOCUMENTPROCESSORResultsCustomFront-EndsAlertsEmail, GroupwareSearch harmonyMobileDevicesCustomApplicationsContentPushMAIstroAgent DB

Role of StaffProject CoordinationSample dataCopy of thesaurusUpdate and maintain thesaurusTake trainingDecide who will do the indexingOnly staffEveryoneSharePoint Server Admin will install26

Incorporating Taxonomy into SharePointAdd an EventHandler to Document LibraryAfter a user uploads a file, EventHandler will send the file content to the Data Harmony serverData Harmony server creates metadata by adding suggested terms from M.A.I.SharePoint updates metadata fields27

TaxonomyviewThesaurusTerm Recordview

Machine-Aided Indexing (M.A.I.)29Automatically populate Keywords, Descriptors, Indexing terms, etc.Allow for manual review of auto-tagging for quality assurance.

Automated Indexing for SharePointUser adds a document to the SharePoint space and attach indexing terms to the document.A new version is saved on the SharePoint 2010 server with edited propertiesBatch upload documentation to SharePoint30

Taxonomy ManagementExport an existing taxonomy into a CSVImport new taxonomy as a Term set into SharePoint Term store managementUse the taxonomy for assisted searches and indexing31

Data Harmony Sample3232A sample taxonomy exported directly from Data Harmony

Create and name a Column for adding metadata.Select the Managed Metadata radio button to add a Term set or taxonomyData Harmony Sample33

Managed MetadataImporting a taxonomy enhances the way users can manually add indexing termsInclusion of synonymsType-ahead for searching and adding metadataBrowsing the hierarchy for indexing terms34

Managed Metadata35Users can browse for indexing terms or…Type ahead and select the appropriate suggestion

User uploads a document to SharePoint spaceBefore uploading to SharePoint server, the EventHandler sends the document to Data Harmony.Data Harmony automatically attaches indexing terms before uploading to MOSSEvent HandlerReturns data to user Data HarmonyServer(M.A.I.)MicrosoftSharePointServer 2010Returns subject metadataData Harmony & MOSS36

About Doculabs37Doculabs consultants are experts in enterprise social collaboration and content management. We deliver highly actionable and comprehensive strategic plans and road maps that help our clients achieve their business goals, create competitive advantage, and reduce risk.Our services help organizations govern information for the benefit of internal and external constituents through enhanced customer communications,e-discovery, and collaboration processes.Quick FactsFounded in 1993

Drilling Down to the Challenges of SharePoint Taxonomy Implementation

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Drilling Down to the Challenges of SharePoint Taxonomy Implementation