Leverage Managed Metadata in SharePoint 2010 for Consistent Organization
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Managed Metadata in SharePoint 2010 provides a centralized managed term store and content type syndication through the Managed Metadata Service. This service allows for the creation, management and distribution of taxonomies to support metadata and content types across sites. Key benefits include consistency, standardization, and organic growth through the ability to reuse terms and distribute changes. The service supports full lifecycles for terms including creation, merging, deprecating and importing terms from files.
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Leverage Managed Metadata in SharePoint 2010 for Consistent Organization
- 1. Managed Metadata in SharePoint 2010 G. Scott Singleton – Principal Architecti3solutions, Inc. – Sterling, VAwww.gscottsingleton.com@scottsingleton
- 2. Set Yourself Apart and Ahead Understand 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 need Look at past and current solutions in both SharePoint and other real world scenarios A 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 Metadata EXIF data associated with picture files Closed Captioning on Movies Web 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 SharePoint Applies structured data to unstructured data Allows for consistency Standardization Fosters Organic Growth
- 10. Keys to successful metadata usage Delegate Ownership out of IT Standardize Simplify
- 11. The evolution of Metadata in SharePoint Windows Team Services (aka WSS 1.0 if you will) – NOTHING, Nada Etc.
- 12. The evolution of Metadata in SharePoint Create metadata at the list level Cannot enforce policies Cannot govern or maintain at any level except at the list level
- 13. Finally – Some semblance of control reusability and management Inheritance Model Single Use Maintenance Difficulty Versioning Depreciation Scope Issues
- 14. Evolution Baby! Same Content Type Scenario Scalability enhanced with the Concept of Content Type Hubs via the MMS SSA Managed Metadata to enhance enforcement.
- 15. Understanding Adoption Design Implementation
- 16. Taxonomy, Tax on Who? tax·on·o·my noun ak-ˈsä-nə-mēbr />Definition of TAXONOMY 1: the study of the general principles of scientific classification : systematics 2: classification; especially : orderly classification of plants and animals according to their presumed natural relationships
- 17. A simplistic Taxonomy Anyone 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!
- 20. Originally conceptualized by Aristotle, refactored by Rivinusthen again by Linnaeus.
- 22. So how can Managed Metadata Help? Distributable Organic, but Manageable Supports full lifecycle With Content Type Hub Scale it out!
- 23. The Managed Metadata Service A SharePoint 2010 Shared Service Application that provides a centrally managed term store and content type syndication
- 25. Service Hierarchy Service Application Instance Term Group Term Set Term
- 26. Managing the Term Store Setup Managers and Contributors Creating or Importing Term Sets
- 27. Creating and Managing The Taxonomy Full Create/Delete Reuse of terms in different branches Merging of terms Creating Synonyms Deprecating Terms
- 28. Importing Terms Sample CSV File Link 7 Levels of Terms Created in Excel
- 29. Term Set Properties Define Owner, Contact Email Address, Stakeholders, Submission Policy and if the term set is available to normal users.
- 30. Term Properties Language, Default Label, and Synonyms
- 31. Using Your Taxonomy New ‘Managed Metadata’ field type
- 32. Selecting the Term Store or Term Pick the Term Store or Term
- 33. Live Example
- 34. Summary Concepts and Benefits of Metadata and a well defined taxonomy Configuration and usage of the Managed Metadata Shared Service Application Usage of Term stores in Metadata and Content Types
Editor's Notes
- 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?
- Who
- 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