October 28, 2017 WELCOME SHAREPOINT SATURDAY OTTAWA. Going Meta How to use metadata in SharePoint

Transcription

1 October 28, 2017 WELCOME SHAREPOINT SATURDAY OTTAWA Going Meta How to use metadata in SharePoint

2 Agenda What is metadata and why should we use it? Types of metadata Metadata in SharePoint Metadata and auto-classification Case study Takeaways

3 IM is painful Situation: Global automotive organization 40,000 users Network Drives (File Shares) On Premise SharePoint Challenge: Over 20 million unsorted documents Un-Navigable Search Sucked

4 Who am I? Robert Piddocke VP, Channel and Business Development Concept Searching 10+ years in SharePoint space with technical background 15+ years in Software development and sales Board member, Vancouver Office 365 User Group (VanSPUG) Co-organizer, SharePoint Saturday Vancouver Information Management Enthusiast Certified Information Professional (AIIM) Author: Pro SharePoint 2010 Search, Apress Working with Fast Search Server 2010 MS Press

5 What Do I Do? 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 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 Take Control Content is a mess It s costing you time and money You may not even realize it Concept Searching 2017

7 SharePoint is a Metadata Machine Concept Searching 2017

8 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 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 Build your Taxonomy Concept Searching 2017

11 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) Concept Searching 2017

12 Managed Metadata Managed metadata forces metadata consistency Build term sets, enforce language Take control of information governance don t just talk about it

13 Types of Taxonomies Lists (dictionaries) Thesauri (synonyms Categories (classification lists) Ontologies

14 Where do I start? Existing classification scheme Simple business vocabulary Organizational Unit A few business functions then go from there. A free starter taxonomy for SharePoint: Concept Searching 2017

15 Map it to workloads in SP Concept Searching 2017

16 Metadata in SharePoint Document properties Custom columns Document sets and folders Folksonomies end user tagging Managed Metadata Service Content types

17 Document Properties Name Title Author maps to the creator document property Last Modified by Last Modified Date Creation Date Content type Access Not available in Modern Document Libraries (yet)

18 Custom Columns Sortable Calculable Building blocks of content types Searchable Refinable Required for Records Management

19 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

20 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

21 Automate Concept Searching 2017

22 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

23 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

24 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. Watch out for Label and Retention improvements in O365 Ensure compliance by knowing what is in documents or how they are related Find tag sensitivity and sort based on metadata FOIA and ediscovery

25 How Did the Process Work? Created a taxonomy Taxonomy designed for subject-matter experts KISS Begin auto-classification Train the system, train the people Reiterate for content optimization, security breaches, records Index and classify the whole corpus in alignment with business requirements

26 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 classification of 20 million documents 95% accuracy Productivity and user satisfaction increased dramatically

27 Takeaways Use Metadata not folders Use managed metadata to control vocabulary Avoid end user tagging Automate tagging wherever possible Use properties wherever makes sense Metadata controls your success in governance and compliance Information Architecture is your best investment

28 Thank you Sponsors!! Platinum Gold Silver Bronze Breakfast SharePint

29 Sponsored By Salon pm Please drink responsibly. We will be happy to call a cab for you

30 Thank You Robert Piddocke Vice President of Business and Channel Development Concept Searching Concept Searching 2017