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“What Goes Where?”
Sharepoint, Taxonomies & Metadata
Matt MooreInnotecture
Taxonomies
“Orange Blossom”Traminer RieslingSouth Australia2008$8.10
• 000 – Computer science, information & general works • 100 – Philosophy and psychology • 200 – Religion • 300 – Social sciences • 500 – Science • 600 – Technology • 700 – Arts and recreation • 800 – Literature • 900 – History, geography, and biography
• 000 – Computer science, information & general works • 100 – Philosophy and psychology • 200 – Religion • 300 – Social sciences • 500 – Science • 600 – Technology • 700 – Arts and recreation • 800 – Literature • 900 – History, geography, and biography
– 930 History of ancient world – 940 General history of Europe – 950 General history of Asia; Far East – 960 General history of Africa – 970 General history of North America – 980 General history of South America – 990 General history of other areas
• 000 – Computer science, information & general works • 100 – Philosophy and psychology • 200 – Religion • 300 – Social sciences • 500 – Science • 600 – Technology • 700 – Arts and recreation • 800 – Literature • 900 – History, geography, and biography
– 930 History of ancient world – 940 General history of Europe – 950 General history of Asia; Far East – 960 General history of Africa – 970 General history of North America – 980 General history of South America – 990 General history of other areas
• 993 General history of other areas; New Zealand • 994 General history of other areas; Australia • 995 General history of other areas; Melanesia; New Guinea • 996 General history of other areas; Other parts of Pacific Polynesia • 997 General history of other areas; Atlantic Ocean islands • 998 General history of other areas; Arctic islands & Antarctica • 999 Extraterrestrial worlds
http://www.epicurious.com
“Orange Blossom”Traminer RieslingSouth Australia2008$8.10
“Who needs taxonomies anyway, we’ve got search!”
Using Taxonomies
Experts
http://www.flickr.com/photos/raster/3380860520/
Experts
Machines
http://www.flickr.com/photos/raster/3380860520/http://www.flickr.com/photos/brewbooks/3315685906/
Experts
Machines
Users
http://www.flickr.com/photos/raster/3380860520/http://www.flickr.com/photos/brewbooks/3315685906/http://www.flickr.com/photos/ntr23/730371240/
Advantages Disadvantages
Experts High-quality & consistent outputs
Can handle ambiguity
ExpensiveTime-consuming
May not understand user perspective
Machines ScalableQuick
Poor at ambiguityCosts may vary
Users CheapScalable (ish)
Rarely consistentOften Uninterested
1. Building
• Buy off the shelf externally (…and tweak it a bit)
• Machine analysis• Existing organisational vocabularies & data
models• Input from users (workshops, tagging)
This will be an ongoing process.
2. Applying
• Auto-categorisation• User-based tagging (either free or based on
taxonomy)• Expert tagging and/or editing in workflow
It all depends on scale & risk.
3. Consuming
• Users like pictures (maps, trees, tags clouds)• Linked to other apps (e.g. Search) or via
workflow
Taxonomies should not be run for experts!
Building Applying Consuming
ExpertsBuy off the shelf
ORBuild based on analysis
Manual Tagging against Taxonomy
-
Machines Semantic and/or Concept Analysis
Automated Categorisation
Ontology-based Processes
Users Tagging & Folksonomies
Manual Tagging(whatever)
Tag Clouds &Visualisation
Search
Common categories
• Process• Location• Product/Service• Customer• Role/Position• Project• Department• etc…
Some words of warning
• Names are political – who gets the choose the words is important.
• Taxonomies should reflect reality - do not attempt to enforce a non-existent unity.
• Is this field really necessary? - beware taxonomic overstretch.
• Taxonomies should help not hinder.
Enter Sharepoint
Folders or Metadata?
• Content Typesbuilt from• Site Columnsthat reference• Lists
The Metadata Trio
Some issues
Flat
• Relationships between terms within multiple lists not well comprehended.
• This is OK for facets.• Not so good for hierarchies.
http://www.flickr.com/photos/bricolage108/438984181/
Islands
• Difficult to manage metadata across multiple sites.
• Lists & Site Columns can end up sitting at different positions in the site hierarchy.
http://www.flickr.com/photos/garibaldi/209338463/
Simple
• Doesn’t do all the fancy automated analysis & categorisation stuff
http://www.flickr.com/photos/foot-slogger/1405665772/
Third-Party Vendors
Complexity / Cost
Building Applying Consuming
Experts
Machines
Users
Handy Resources
TaxoCop: http://finance.groups.yahoo.com/group/TaxoCoP/Earley & Associates: http://www.earley.com/Mark Schneider: http://www.sharepointplan.com/Montague Institute: http://www.montague.com/
• Is the patchiness of Sharepoint's taxonomy/metadata functionality really a problem? And if so...
• Will 2010 be better?• What experiences do you have of third-party
products?• What workarounds are you using?
Questions?
