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Managed Metadata in SharePoint 2010G. Scott Singleton – Principal Architecti3solutions, Inc. – Sterling, VAwww.gscottsingleton.com@scottsingleton
Set Yourself Apart and AheadUnderstand the ‘Why?’Develop the plan before the ‘How?’The ‘How?’ is just mechanics; soon to be a commodity.True Leadership is understanding the ‘why’, determining a purpose,  and developing a plan
Focusing on the ‘Why?’Understanding the business needLook at past and current solutions in both SharePoint and other real world scenariosA look at Managed Metadata as a “How?”; a tool in the big box of tools provided to solve your purpose.
What is Metadata?Loosely defined as data about data.A data element that is used to describe the properties of the data but is not necessarily related to the original intent of the data.
Managed metadata in_share_point_2010
We’ve been using Metadata for Decades!
Real World, non-SharePoint Examples of electronic MetadataEXIF data associated with picture filesClosed Captioning on MoviesWeb Page properties used by Search Engine crawlers.These are all examples of data about data.  Data that describes the properties of the data yet is not really considered part of the primary reason the data exists.
Is a picture worth 1000 words?Perhaps. But a picture doesn’t contain 1000 words.  However if it had metadata it would most certainly contain some other information and you wouldn’t be left to guess.
Using Managed Metadata in SharePointApplies structured data to unstructured dataAllows for consistencyStandardizationFosters Organic Growth
Keys to successful metadata usageDelegate Ownership out of ITStandardizeSimplify
The evolution of Metadata in SharePointWindows Team Services (aka WSS 1.0 if you will) – NOTHING, Nada Etc.
The evolution of Metadata in SharePointCreate metadata at the list levelCannot enforce policiesCannot govern or maintain at any level except at the list level
Finally – Some semblance of controlreusability and management Inheritance ModelSingle UseMaintenance DifficultyVersioning DepreciationScope Issues
Evolution Baby!Same Content Type ScenarioScalability enhanced with the Concept of Content Type Hubs via the MMS SSAManaged Metadata to enhance enforcement.
UnderstandingAdoptionDesignImplementation
Taxonomy, Tax on Who?tax·on·o·mynoun \tak-ˈsä-nə-mē\Definition of TAXONOMY1:  the study of the general principles of scientific classification : systematics2: classification; especially : orderly classification of plants and animals according to their presumed natural relationships
A simplistic TaxonomyAnyone  know who this dude is?Hint: His first name is Melvin and his last name starts with a ‘D’.
Dewey Decimal System – finally structure to the madness!
I am the very model of a modern Major-GeneralI've information vegetable, animal, and mineralI know the kings of England, and I quote the fights historicalFrom Marathon to Waterloo, in order categoricalBeen.Around.For.EVAR!
Originally conceptualized by Aristotle, refactored by Rivinusthen again by Linnaeus.
This dude name Charles Darwin comes along and takes us to iTaxonomy 4.0CladisticsAncesteral Descent, yadayadayadaThink of it like Object Oriented inheritanceFolk taxonomy – Folksonomy, non scientific taxonomy or classification.
So how can Managed Metadata Help?DistributableOrganic, but ManageableSupports full lifecycleWith Content Type Hub Scale it out!
The Managed Metadata ServiceA SharePoint 2010 Shared Service Application that provides a centrally managed term store and content type syndication
Managed metadata in_share_point_2010
Service HierarchyService Application InstanceTerm GroupTerm SetTerm
Managing the Term StoreSetup Managers and ContributorsCreating or Importing Term Sets
 Creating and Managing The TaxonomyFull Create/DeleteReuse of terms in different branchesMerging of terms Creating Synonyms Deprecating Terms
Importing TermsSample CSV File Link7 Levels of Terms Created in Excel
Term Set PropertiesDefine Owner, Contact Email Address, Stakeholders,  Submission Policy and if the term set is available to normal users.
Term PropertiesLanguage, Default Label, and Synonyms
Using Your TaxonomyNew ‘Managed Metadata’ field type
Selecting the Term Store or TermPick the Term Store or Term
Live Example

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Managed metadata in_share_point_2010

  • 1. Managed Metadata in SharePoint 2010G. Scott Singleton – Principal Architecti3solutions, Inc. – Sterling, VAwww.gscottsingleton.com@scottsingleton
  • 2. Set Yourself Apart and AheadUnderstand the ‘Why?’Develop the plan before the ‘How?’The ‘How?’ is just mechanics; soon to be a commodity.True Leadership is understanding the ‘why’, determining a purpose, and developing a plan
  • 3. Focusing on the ‘Why?’Understanding the business needLook at past and current solutions in both SharePoint and other real world scenariosA look at Managed Metadata as a “How?”; a tool in the big box of tools provided to solve your purpose.
  • 4. What is Metadata?Loosely defined as data about data.A data element that is used to describe the properties of the data but is not necessarily related to the original intent of the data.
  • 6. We’ve been using Metadata for Decades!
  • 7. Real World, non-SharePoint Examples of electronic MetadataEXIF data associated with picture filesClosed Captioning on MoviesWeb Page properties used by Search Engine crawlers.These are all examples of data about data. Data that describes the properties of the data yet is not really considered part of the primary reason the data exists.
  • 8. Is a picture worth 1000 words?Perhaps. But a picture doesn’t contain 1000 words. However if it had metadata it would most certainly contain some other information and you wouldn’t be left to guess.
  • 9. Using Managed Metadata in SharePointApplies structured data to unstructured dataAllows for consistencyStandardizationFosters Organic Growth
  • 10. Keys to successful metadata usageDelegate Ownership out of ITStandardizeSimplify
  • 11. The evolution of Metadata in SharePointWindows Team Services (aka WSS 1.0 if you will) – NOTHING, Nada Etc.
  • 12. The evolution of Metadata in SharePointCreate metadata at the list levelCannot enforce policiesCannot govern or maintain at any level except at the list level
  • 13. Finally – Some semblance of controlreusability and management Inheritance ModelSingle UseMaintenance DifficultyVersioning DepreciationScope Issues
  • 14. Evolution Baby!Same Content Type ScenarioScalability enhanced with the Concept of Content Type Hubs via the MMS SSAManaged Metadata to enhance enforcement.
  • 16. Taxonomy, Tax on Who?tax·on·o·mynoun \tak-ˈsä-nə-mē\Definition of TAXONOMY1: the study of the general principles of scientific classification : systematics2: classification; especially : orderly classification of plants and animals according to their presumed natural relationships
  • 17. A simplistic TaxonomyAnyone know who this dude is?Hint: His first name is Melvin and his last name starts with a ‘D’.
  • 18. Dewey Decimal System – finally structure to the madness!
  • 19. I am the very model of a modern Major-GeneralI've information vegetable, animal, and mineralI know the kings of England, and I quote the fights historicalFrom Marathon to Waterloo, in order categoricalBeen.Around.For.EVAR!
  • 20. Originally conceptualized by Aristotle, refactored by Rivinusthen again by Linnaeus.
  • 21. This dude name Charles Darwin comes along and takes us to iTaxonomy 4.0CladisticsAncesteral Descent, yadayadayadaThink of it like Object Oriented inheritanceFolk taxonomy – Folksonomy, non scientific taxonomy or classification.
  • 22. So how can Managed Metadata Help?DistributableOrganic, but ManageableSupports full lifecycleWith Content Type Hub Scale it out!
  • 23. The Managed Metadata ServiceA SharePoint 2010 Shared Service Application that provides a centrally managed term store and content type syndication
  • 25. Service HierarchyService Application InstanceTerm GroupTerm SetTerm
  • 26. Managing the Term StoreSetup Managers and ContributorsCreating or Importing Term Sets
  • 27. Creating and Managing The TaxonomyFull Create/DeleteReuse of terms in different branchesMerging of terms Creating Synonyms Deprecating Terms
  • 28. Importing TermsSample CSV File Link7 Levels of Terms Created in Excel
  • 29. Term Set PropertiesDefine Owner, Contact Email Address, Stakeholders, Submission Policy and if the term set is available to normal users.
  • 30. Term PropertiesLanguage, Default Label, and Synonyms
  • 31. Using Your TaxonomyNew ‘Managed Metadata’ field type
  • 32. Selecting the Term Store or TermPick the Term Store or Term
  • 34. SummaryConcepts and Benefits of Metadata and a well defined taxonomyConfiguration and usage of the Managed Metadata Shared Service ApplicationUsage of Term stores in Metadata and Content Types

Editor's Notes

  • #7: Example of physical metadata, What if the pricetag just said A23J? Some related lookup.2nd pic - although it is a physical manifestation of electronic metadataWhat if was JUST a barcode?
  • #8: Who
  • #11: i.e. don’t let your DBA define MetadataDon’t let IT staff or Business Process Administrators Define MetadataLook to your companies Records Mgmt staff (librarian, etc)Try to find the lowest common denominators