Taming Information Chaos

Eric Shupps
SharePoint Server MVP
Sponsored by:
Visit us on the web at www.binarywave.com
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About Me
SharePoint Server MVP
President, BinaryWave
Microsoft Patterns & Practices (spg.codeplex.com)
CKS:DEV (cksdev.codeplex.com)
Web: www.binarywave.com
Blog: www.sharepointcowboy.com
Twitter: @eshupps
Facebook: www.facebook.com/sharepointcowboy
http://technet.microsoft.com/en-US/sharepoint/hh126808
Agenda
Information Architecture
Metadata
Demo: Using Managed Metadata
Taxonomy
Demo: Creating Custom Solutions with
Managed Metadata
What Is Information Architecture?
An organizational structure for specific formats,
categories, and relationship of data
Organization of the various SharePoint entities
and objects:
Planning for the type and number of entities
Scalability and performance considerations
Navigation structure
Information architecture continues beyond
container structure into content types and
metadata planning.

Why Does it Matter?
Increases the chances that the solution
design will be usable, reliable, and secure
Its often neglected during SharePoint
projects, but is critical for success!
Risks for not planning information
architecture:
Decreased usability and findability
Performance and reliability issues
Lack of user adoption
Costly future enhancements
Usability and Findability
How easily can the consumer either locate or
discover information through navigation?
How reliably can the consumer find information
through the search interface?
Consistency is key for discovery.
SharePoint metadata is key for search:
Site columns
Content types:
Enterprise content types
Local
Managed metadata
Manageability
How efficient is the authoring
experience?
How distributed is the content?
How distributed are the managers?
Minimize the places that authors and
managers have to visit to do their job.
Maximize the visibility and control of
content in each users area of
responsibility.

Security
SharePoint provides the capability to manage
security broadly or on a granular level down to the
item.
Typically, security is managed at the site collection
and inherited down to all objects unless broken
manually.
When pages are loaded, SharePoint needs to check the
security on all the objects being rendered.
Breaking security inheritance puts a greater burden on the
server, thus hurting performance.
Consider security and organizational boundaries
when planning information architecture.

Definition of Metadata
Data that provides
additional information
about a specific object
or collection of objects
Structured
Descriptive
Administrative
Facilitates identification,
organization, discovery,
and interoperability of
information

Author
Creation Date
File Size
File Extension
Title
Keywords
Status
Revision
Benefits of Metadata
Provides organizational structure for disparate
types of data
Supports rapid location of information
Enhances navigation
Enables advanced sorting, filtering, and grouping
capabilities
Allows for differentiation of similar objects
Contributes to ranking and categorization within
search results
Supports data portability (content without
context)

Metadata in SharePoint 2010
Intrinsic
File Size
Item Type
Derived
Created By
Created Date
Modified By
Modified Date
Declared
List/Library Fields
Terms
Document Properties

Metadata Components
F
a
r
m

Managed
Metadata
Services
Global
Term Sets
Managed
Properties
Enterprise
Keywords
S
i
t
e

C
o
l
l
e
c
t
i
o
n

Site
Columns
Content
Types
Policies
Local Term
Sets

L
i
s
t

List Columns
Metadata
Navigation
Key Filters
Views
Grouping
Sorting
Filtering

I
t
e
m

Document
Properties
File
Properties
User
Properties
Metadata and Search
Quality and quantity of metadata influence result
precision and fidelity.
Custom ranking models permit fine-grained
control over search result elevation.
Managed properties permit custom fields to be
included in search indexes, scopes ,and queries.
Refiners allow users to drill into result sets based
on metadata values.
Authoritative pages, keywords, best bets,
synonyms, and other parameters improve quality
of search results.
Metadata Planning
Identify common information types and required
properties.
Determine which data elements should be
immutable (closed) and which can be left to the
users discretion (open).
Identify syndication requirements and managed
metadata service application needs.
Define term store roles and memberships.
Specify language requirements.
Group terms into a logical hierarchy.
Create term sets and terms.

Term Stores
Database that contains
information relating to
taxonomies.
Each Managed
Metadata Service
Application is a single
instance of a term store.
Includes groups, term
sets, terms, and
keywords.
Web applications can
have associations to
multiple term stores.
Group
Term Set
Terms
Groups and Term Sets
Groups
Contain one or more
term sets
Provide a security
boundary for term set
administration
(managers, contributors)
Term Sets
Containers used to
organize terms
May assign stakeholders
Configurable submission
policy and tagging
options

Term Store
Terms
Terms
Predefined values that
represent taxonomy
objects.
Can be nested up to seven
levels deep.
Terms can be associated
with other terms as
synonyms.
Ability to define custom
sort order.
Organizational terms can
be included that are not
used in data selection.

Group
Term Set
Term Store
Managed Properties
Metadata can be used in search scopes and
queries.
Custom fields must be defined as a managed
property in Search Administration.
Multiple fields can be assigned to a single
managed property.
Metadata Navigation
Expands the capabilities of list views to
make locating information easier.
Navigational hierarchies display items
with matching values. Descendent terms
are included by default.
Key filters permit expanding filtering for
multiple terms.
Column indexing allows queries that
return result sets larger than defined
thresholds.


Syndication
Managed Metadata
Service Application
Content Type Subscriber
Web Application A
Content Type Hub
Web Application B
DEMO
Using Managed
Metadata
Creating a term store, defining
terms, and using terms in list
fields
Multilingual Considerations
Each term store can have one default language
and multiple working languages.
Requires language pack to be installed for each
language
Each term can have multiple labels defined for
each working language.
One default label per language
Custom sort orders are applied to all languages
in a term set.
Terms are presented in the users preferred
language.
DEMO
Content Type
Syndication
Publishing and consuming
enterprise content types
Taxonomy Definition
Classification of data.
Structured
taxonomies organize
data according to pre-
defined relationships.
Unstructured
taxonomies
(Folksonomy) allow
users to tag content
and create ad-hoc
organizational
structures.

Structured Taxonomy
Metadata is defined
administratively and
utilized by content authors.
Term sets are created in
the term store.
Content types are created
and published.
Site collections subscribe
to one or more term
stores.
Terms are available in list
fields for content tagging.


Term Store
Term Term Term
Field
Field
Field
Unstructured Taxonomy
Users tag content with
applicable terms
Content can be rated on
a defined scale
Classification occurs
collaboratively, with
content consumers
contributing to the
hierarchy
Notes allow users to
comment on sites,
pages or documents for
others to view
Field
Field
Field
Term
Term
Term
Taxonomy Benefits
Structured
Enforces content organization
according to established guidelines
Ensures proper use of accepted
industry-specific terminology
Aids compliance with regulatory
requirements
Provides a familiar navigational
hierarchy
Unstructured
Exposes information on how
content is valued by contributors
and consumers
Allows users to participate in
content classification
Defines ad-hoc relationships that
might not have been anticipated or
envisioned
Publishing and Updates
Identify which site
collections will serve
as content type hubs
and which will act as
subscribers.
Identify stakeholders
and create a
taxonomy
maintenance plan.
Set schedules for a
content type hub and
subscriber updates.

Hub
Term
Store
Subscriber
Importing Metadata
Managed metadata can be imported from external
sources into the term store.
Organize into logical groups, term sets, and terms prior to
import.
Format data into a comma-delimited .csv file.
Synonyms and translations must be specified within the
term store management interface.
"Term Set Name","Term Set Description","LCID","Available for Tagging","Term Description","Level 1 Term","Level 2
Term","Level 3 Term","Level 4 Term","Level 5 Term","Level 6 Term","Level 7 Term" "Sites","Locations where the
organization has offices",,TRUE,,,,,,,, ,,1033,TRUE,,"North America",,,,,, ,,1033,TRUE,,"North
America","Washington",,,,,
,,1033,TRUE,,"North America","Washington","Redmond",,,,
,,1033,TRUE,,"North America","Washington","Seattle",,,,
,,1033,TRUE,,"North America","Washington","Tacoma",,,,
,,1033,TRUE,,"North America","Massachusetts","Cambridge",,,,

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