Implementing folderless document management using metadata

Speaker: Kjeld Stipsen

introduction

Kjeld StipsenManager – Information Management

Office: +31 (0)20 593 9195Mobile: +31 (0)6 2220 1049

kjeld.stipsen@accenture.com

Accenture is a global management consulting, technology services and outsourcing company, with approximately 266,000 people serving clients in more than 120 countries.

Accenture's clients span the full range of industries around the world and include 89 of the Fortune Global 100 and more than three-quarters of the Fortune Global 500.

www.accenture.com

Today’s topics

Metadata & SharePoint• Why metadata

instead of folders?Metadata in practice• Context of the case

study• Building a metadata

taxonomy in SharePoint2010

• Implementation of folderless document management

• Showcase of the metadata replicator

• Q&A

Why metadata instead of folders?

• The case for change• Metadata vs Folders• Governance of metadata

The case for change• Folders are no longer sufficient:

− Exponential growth of information− Increased pressure on productivity− Trend towards collaboration around content instead of only document sharing leads

to information being present in various different repositories.

• The “Flat” structure of SharePoint’s information architecture and limitation of windows do not cater for extensive folder structures.

• Metadata is a more flexible way of managing your information.• SharePoint is made to work with metadata

Metadata vs Folders in SharePoint

• Advanced permissions in a single document library.

• In simple and static information repositories folders are more efficient as metadata.

• To easy the pain when transitioning from a folder-based document management culture.

• Faster in migrating from traditional document management repositories based on folders.

• Deep folder structures are hard to navigate.

• Multi-dimensional navigation.• Leverage collaboration on

content.• Enhanced search capabilities.• Slice-n-dice your information

to tailor your information management.

• Prepopulate the metadata based on the information available in the background.

Metadata Folders

Multi-dimensional navigation.• 2 dimensional navigation with folders:

− Only up or down.− Time lost in clicking wrong or empty folders.

• Multidimensional navigation with metadata:− Sort on any of the available metadata columns.− Filter the information according to your ad-hoc preference.

Paradigm-shift: How different is metadata?• We’re no longer remembered “where we put our information” • We’re now remembering “how to get to my information”

background

User community• 140.000 Employees− ~75.000 Knowledge workers

worldwide− Spread over 80 countries− Young and dynamic workforce

• ECM Maturity− Long history of ECM usage− SharePoint is more than just document management

• Knowledge is a key asset!− Selling Knowledge is the biggest source of income

• SAP/Microsoft Strategy− SharePoint as only Enterprise DM solution.− Using Lync, Outlook, MySites, Office, etc.

How we position SharePointManaging

Information

SharePoint as single document

management solution

Collaboration

SharePoint as enabled for state-

of-the-art collaboration

Applications

SharePoint as Application

hosting platform

Notes: Satellites are examples only

Our SharePoint – information architecture model

On PremiseSharePoint

(NL)

On PremiseSharePoint

(US)

SharePoint Online

MetadataStore

MetadataStore

MetadataStore

Master Data Managemen

tsolution

Metadata Sync

On-premise SP2010 On-premise SP2010 On-premise SP2010

Building a metadata taxonomy

Building a metadata taxonomy

• Metadata taxonomy aligned with process model to provide future compatibility.• Combine several types of metadata:

− System metadata− Business Process metadata− Team specific metadata− Personal metadata− Site-level metadata− Document-level metadata− Records management metadata

Design of the metadata sets

Identify Business Process Owner

Identify Data

Definition Owner

Determine Attribute

names and values

Build metadata

set in SP2010 test environmen

t

Sign off and formalize

model document site design

Master D

ata

Management

Enterprise Proce

ss

Model

Enterprise Metadata Framework

Business

Users

Records M

anagement

Metadata frameworksWork-flow for Creating a Metadata set (1)

Assign Process

DVO

Analyze Metadata

Design Metadata

set

Build Metadata

set on test

Sign-off Metadata set

Hand-over Metadata set to Developer

Workstream & Process Owner

Provide input on

Metadata

Process Owner

Process Data Value

Owner

Business Readiness

Workstream

Developer Workstream

Determine attribute

names and values

Determine list of

Metadata sets and identify Process Owners

Endorse list of Metadata

sets

Process & Data Architects

Validate Metadata

set

Business Readiness Focal Point

Metadata frameworksWork-flow for Creating a Metadata set (2)

1. Confirm names of Process Owners (via Process Architects and/or Business Readiness Focal Points

2. Contact Process Owners to confirm list of Metadata sets for specific process

3. Update Business Readiness Checklist accordingly

Actions:

Link to Business Readiness Checklist

Metadata frameworksWork-flow for Creating a Metadata set (3)

Actions:1. In discussion with Process & Data Architects and DVO define the site and document attributes for the Metadata sets (including GRM mapping)

2. Contact Process Owners to confirm list of Metadata sets for specific process

3. Update Business Readiness Checklist accordingly

Link to Business Readiness Checklist

Metadata frameworksWork-flow for Creating a Metadata set (4)

Actions:1. Create demo Metadata set based on agreed definition

2. Validate content with DVO and Process Owner. Also check ‘user-friendliness’ with BR Lead.

3. Secure sign-off by Process Owner

4. Update Business Readiness Checklist, Demo site and Site Definition as COMPLETE

Link to Business Readiness Checklist

Standardizing the metadata analysis phase

• We created a template to structure the metadata analysis.

• This template defines all information needed for a single term set.

• Example:MA Attribute value - lvl1 Attribute value - lvl2 Level Default Selectable Required? LCID Status Date

Please fill in name of business process on tab 01 Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type example values Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Process Flow Model Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Risk Register Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Policy Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Standard Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Manual Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Specification Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Guide Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Procedure Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Work Instruction Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Role Description Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Tool Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type RACI chart Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Template Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Best Practice example Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Minutes Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Document type Other Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process ASSURE HSSE COMPLIANCE Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process ASSURE HSSE COMPLIANCE Assure HSSE Compliance Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process ASSURE HSSE COMPLIANCE Assure HSSE Compliance & SDDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process ASSURE HSSE COMPLIANCE Manage Health, Wellness and ProductivityDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Acquire & Process Geophysical DataDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Design, Construct, Modify & Abandon Facil itiesDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Design, Dril l , Modify, Service & Abandon WellsDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Design, Procure, Construct & Start Up Facil ityDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Develop Downstream/Midstream Facil ityDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Develop/Update Integrated Reservoir ModelDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Execute Operations Readiness & Assurance ActivitiesDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Manage Upstream OpportunityDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP Plan Hydrocarbon DevelopmentDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW BUSINESS Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW BUSINESS Develop Exploration BusinessDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW BUSINESS Develop New Business Document Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW PRODUCTS & TECHNOLOGY Document No 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW PRODUCTS & TECHNOLOGYCommercialise Chemicals TechnologyDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW PRODUCTS & TECHNOLOGYDeliver Technical and Competitive ITDocument Yes 1033 New 5/1/2012 10:59Please fill in name of business process on tab 01Enterprise Process DEVELOP NEW PRODUCTS & TECHNOLOGYDeliver Technology Document Yes 1033 New 5/1/2012 10:59

Microsoft Office Excel Worksheet

Metadata framework

End goalSite Columns

Managed Keywords

This is the only specific metadata for your process: the rest will be provided automatically

Site Columns

and Managed Keywords

are for that Document

Library only, to

make it fit better with your day-

to-day document manageme

nt processes.

File based metadata

Document based metadata

Site level metadata RM metadata

Metadata framework

Metadata Set1. Project stage2. Project

docType3. Project

activity

Implementation of folderless document management

2 approaches

• Big Bang− Top-down support needed.− Connected to existing business

processes.− Less total effort, high initial investment

needed.− Need to get it 1-time-right.− Always ready before the migrations

come in!

• Oil-spill method− Starts small, grows big.− Continuous effort and growing need for

governance. − Low initial investment needed, higher

total effort. − Focus on the value added pieces of your

information management landscape.− Balance pace with incoming users.

We considered 2 approaches on how to implement Metadata

Based on a process modelProcess elements are translated into metadata sets

Designed 100+ metadata sets in ~9 months time.

governance

• People− Metadata sets have an owner, up to Vice-President level.− Attached to process model for standardization purposes.

• Processes− Request changes online, routed to appropriated approvers via workflows.

• Policies− Non-replaceable metadata− Replaceable metadata− Import & Synchronization

• Technology− Metadata replicator to keep all metadata fields in Sync.

Process Policy

People

VISION

Technology

• Site Collection admin• Site Owner• RM/IM Officer

• Change Management• Information Risk management• Records Management• Line Managers support

• CIO supported• SharePoint Governance Board• Sponsorship on VP level

Governance – examples roles & processes• Certain roles need to be defined to manage the metadata in an efficient

and effective way.

• And in addition, processes are needed to support the lifecycle of metadata

Strategic Level

Tactical Level

Operational Level

Change Request processes Support processes Records Management processes

Request for new metadataRequest to change metadataRequest to delete metadata

Support on faults in MetadataEmergency Escalation process

Metadata alignment with RMMetadata mapping with RM

Metadata replicator• The MMS Replicator (Metadata synchronization tool) is

a custom dev tool allowing us to synchronize metadata between all farms, ensuring they are 100% identical (identical GUIDs)

On-premise SP2010

On-premise SP2010

On-premise SP2010

The metadata replicator (1)• Navigate to https://<SharePointUrl>/sites/SAEFAdmin

• Configure the metadata replicator

The actual synchronization of the managed metadata will be done by a timer job that by default runs at 12:15 AM each night server time (for EU based servers this is 01:15 NL Time), so the changes won’t appear immediately but will be synchronized with the BPOS MMS every night.

The metadata replicator (2)• For changes or additions to the metadata, we upload

a control file in a special document library in SharePoint.

• The owner of the respective metadata sets automatically receive a notification via a workflow, and are requested to review and approve/reject the requested changes.

Success stories• Legal cases can be tagged via specific metadata, and entire collections of related cases can be viewed instantly across the globe.• Architecture teams fully adapt Metadata to standardize their work processes.• Finance teams use metadata combined with workflows to manage the different stages of their document flow.

Challenges during creation of metadata

Current Institutional Context and Rationalize Into Asset

Classes

Inconsistencies

Business Context Diagram

and Information

Model

The Enterprise

Content Classonomy

Brainstorm

Business Processe

s

Brainstorm

Assets

Remove

Resolve Publish Produc

e

3 4 5 61 2

-Business processes or organizational hierarchy?- what level of detail to pick?

-Hardest part!!!- quality of metadata is subject to quality of SME input.- subjective vs objective criteria.

-Much easier to guide the SME and have experienced analysts do this, than to train the SMEs in doing this. - other benefit is consistency.

-SharePoint technically not able to filter out inconsistencies.- manual exercise.- don’t abbreviate

-It should all fit together.- work done on separate classes (term sets) should fall under the umbrella defined in step 1.

-Enterprise taxonomy doesn’t mean its useful for everyone.- Compliance driven versus user driven.- How to establish governance?

THANK YOU

Ontology

Ontologies are a semantic way of describing related terms that have no hierarchical relationship but a many-to-many relationship

Not supported by SharePoint2010

Example:

The term “Tiger” may be linked to the term “Asia” or “Golf”

Taxonomy, Ontology, Folksonomy and Thesaurus

Taxonomies

Taxonomies are a hierarchical classification of grouped terms.

In SharePoint2010, taxonomies will translate into columns, with the metadata behind it.

Folksonomy (keyword tags)

Folksonomies are used for social tagging of content, using unstructured and unrelated keywords

SharePoint2010 can also manage this centrally, using a managed keywords repository.

Example:

You can tag a document with your own name, a specific topic and a buzzword that makes it easier to retrieve.

Thesaurus

Can be seen as synonyms and replacement words.

By default supported by SharePoint2010 via the FAST search engine.

Example:

Searching for “DS”, “Downstream” and “Downstrm” will all lead to the same search results.

This is what Metadata sets are based on

Managed keywords

references• Technet: URL Path Length restrictions >here<• Corebix: Top 6 questions about SharePoint storage limits >here<• SharePoint Dragons: Using folders or not? >here<