Going Meta – How to Use Metadata in SharePoint and Office 365
1 like1,042 views
The document discusses the importance of metadata in information management, particularly within SharePoint, highlighting its role in organizing, finding, and controlling information. Concept Searching provides solutions for semantic metadata generation, auto-classification, and taxonomy management, focusing on enhancing client needs across various industries. A case study illustrates how implementing these solutions enabled significant improvements in enterprise search and efficiency while reducing server costs.
Going Meta – How to Use Metadata in SharePoint and Office 365
- 1. © Concept Searching 2017 Going Meta – How to Really Use Metadata in SharePoint www.conceptsearching.com Twitter @conceptsearch Robert Piddocke Vice President of Business and Channel Development Concept Searching robertp@conceptsearching.com
- 2. © Concept Searching 2017 Robert Piddocke – Vice President of Channel and Business Development is passionate about information management and governance. He has worked for several information management companies and assisted with a number of migration projects. In addition, he is an information retrieval geek, who has authored two books on SharePoint Search. Pro SharePoint 2010 Search, Apress Working with Fast Search Server 2010, Microsoft Press
- 3. © Concept Searching 2017 Agenda • What is metadata and why should we use it? • Types of metadata • Metadata in SharePoint • What about records? • Metadata and auto-classification • Case study • Takeaways
- 4. © Concept Searching 2017 • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Profitable, debt free • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’ 8 years KMWorld ‘Trend Setting Product’ • Authority to Operate enterprise wide US Air Force, NETCON US Army, and Canadian SLSA • Client base: Fortune 500/1000 organizations in Healthcare, Financial Services, Manufacturing, Energy, Professional Services, Pharmaceutical, Public sector and DoD • Microsoft Gold Certification in Application Development • Member of SharePoint PAC and TAP programs • Deployed as a full trust Add-in for all versions of SharePoint on-premises and SharePoint Online, including the latest vNext dedicated platform and the government cloud The Global Leader in Managed Metadata Solutions
- 5. © Concept Searching 2017 Concept Searching’s technology platforms deliver semantic metadata generation, auto-classification and taxonomy/Term Store management, and are fully integrated with all versions of SharePoint on-premises, Microsoft Online/Office 365, and OneDrive for Business What Do We Do? These infrastructure platforms integrate not only with SharePoint but also other content repositories, search engines and file shares, enabling our clients to add structure and manage their enterprise content, regardless of environment The resulting classification metadata is used by clients to deliver ‘intelligent metadata solutions’ in areas such as enhanced search, migration, data privacy, records management, policy enforcement, compliance, text analytics, and business and social collaboration
- 6. © Concept Searching 2017 Unique Approach – Compound Term Processing • Remains unique in the industry • Ability to identify and correctly weight multi-word concepts in unstructured text 6 Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid
- 7. © Concept Searching 2017 Take Control • Content is a mess • It’s costing you time and money • You may not even realize it
- 8. © Concept Searching 2017 What is Metadata? • Data about data • Metadata explains information • Usually tags but could be anything • Columns in SharePoint can hold metadata • Helps you understand information • Helps you find information • Helps you control information • Helps you dispose of information “That book is so meta!”
- 9. © Concept Searching 2017 Why Should I Use It? • Organize data logically • Improve “look and see” user experience • Create different ways of viewing and slicing the same information • Metadata navigation • Fix search • Enable governance • Ensure compliance • Business processes • Save time and money
- 10. © Concept Searching 2017 Metadata Types • Structural • Location • Size • Filetype • Administrative • Creation date, last modified • Author • Access rights • Classifications • Descriptive • Concepts describing the content • Functional • Purpose • Department Source: National Information Standards Organization (NISO)
- 11. © Concept Searching 2017 Metadata in SharePoint • Document properties • Custom columns • Document sets and folders • Folksonomies – end user tagging • Managed Metadata Service • Content types
- 12. © Concept Searching 2017 Document Properties • Name • Title • Author – maps to the creator document property • Last modified by • Last modified date • Creation date • Content type • Access
- 13. © Concept Searching 2017 Custom Columns • Sortable • Calculable • Building blocks of content types • Searchable • Refinable • Required for records management
- 14. © Concept Searching 2017 Document Sets • A type of folder • A single work “product” • Group common content • Route common work product • A place to physically keep related items • Can be seen on a single pane – welcome page • Manageable permissions • Can have default content
- 15. © Concept Searching 2017 Taxonomies and Folksonomies • You need a controlled vocabulary • Folksonomies are not great – this is not Instagram • Managed metadata can be user augmented • Folksonomies are good in theory, but tough in practice • The key to governance is control • SharePoint supports taxonomies not ontologies – but that’s ok
- 16. © Concept Searching 2017 Managed Metadata • Managed metadata forces metadata consistency • Build term sets, enforce language • Take control of information governance – don’t just talk about it
- 17. © Concept Searching 2017 Content Types What can I do with content types? • Group properties • Share properties • Create common documents • Use a specific document in a standard way • Share specific types of content uniformly • Set retention schedules • Dispose of a certain type of content • Examples • Contracts • Legal agreements • Invoices • Project plans • Receipts • HR records • Digital assets
- 18. © Concept Searching 2017 Records and Compliance • Use metadata to identify and control records – content types • Content types are required to apply information management policies and route records • Record file classification plans – file plans – can be created as managed metadata and record retention schedules applied • Metadata allows for in place records management • Ensure compliance by knowing what is in documents or how they are related • Find, tag sensitivity, and sort based on metadata • FOIA and eDiscovery
- 19. © Concept Searching 2017 Auto-classification and Taxonomy Building • Standard metadata • Document purpose • Document author • Dates – creation, last modified, approval, contract date, expiry • Department owner • Audience • Advanced metadata • Document meaning • Customers • Compliance levels • Sentiment • Value
- 20. © Concept Searching 2017 Types of Taxonomies • Lists – dictionaries • Thesauri – synonyms • Categories – classification lists • Ontologies
- 21. © Concept Searching 2017
- 22. © Concept Searching 2017 Situation: • Global automotive organization • 40,000 users Challenge: • Indexed over 20 million documents as part of migration from SharePoint on-premises to the Office 365 dedicated vNext platform • Improved enterprise search and collaboration across 30 content sources • Simplified access to information for a variety of stakeholders Solution: • conceptClassifier for Office 365 platform Benefits: • Cost reduction – decommission of 50 on-premises servers to 5 • Content now auto-classified and searchable in the cloud • Ease of access to information • Improved business production Case Study – Not the Norm
- 23. © Concept Searching 2017 How Did the Process Work? • Create a taxonomy • Taxonomy designed for subject-matter experts • Easy to use • Begin auto-classification • Update taxonomy using the taxonomy prompt ‘suggest clues from class’ • Reiterate for content optimization, security breaches, records • Index and classify the whole corpus in alignment with business requirements
- 24. © Concept Searching 2017 What Was the Result? • Reduced on-premises servers from 50 servers to 5 • Achieved immediate improvements in enterprise search and eDiscovery, enabled concept-based searching • Accomplished in 2 weeks • Successful indexing of 20 million documents
- 25. © Concept Searching 2017 Takeaways • Use metadata not folders • Use managed metadata to control vocabulary • Automate tagging wherever possible • Use properties wherever it makes sense • Metadata controls your success in governance and compliance
- 26. © Concept Searching 2017 Thank You www.conceptsearching.com Twitter @conceptsearch Robert Piddocke Vice President of Business and Channel Development Concept Searching robertp@conceptsearching.com