sptechcon - taxonomy, content types and metadata - boston - august 12 2013

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Taxonomy, content types and metadata, oh my! Presented by: Ruven Gotz Director & Group Lead Collaboration Service Line Avanade @ruveng

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How to understand these key IA concepts and then explain them to your users and stakeholders.

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Page 1: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Taxonomy, content types and metadata, oh my!

Presented by: Ruven GotzDirector & Group LeadCollaboration Service LineAvanade@ruveng

Page 2: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is Metadata?

The BIG Question

Page 3: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Data about data

Page 4: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Ruven Gotz

Thank you for coming!

@ruveng

spinsiders.com/ruveng

[email protected]

Page 5: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

The BIG Question

Page 6: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Meta for?

What is

Page 7: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Metaphor

Let’s use a

Page 8: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What does a cow say?

Page 9: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What does a chicken say?

Page 10: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What does a duck say?

Page 11: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

The sounds these animals make are attributes that distinguish them

Page 12: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Example from Yoav Lurie

• Prince• Pop/Rock• 1984

Page 13: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 14: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Adapted from the “pea soup” story by Serge Tremblay

Page 15: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 16: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 17: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is our Base Metaphorfor files?

Page 18: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 19: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What if we saw this?

Page 20: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Better…

Page 21: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Solve with folders

Page 22: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Hire an intern

Page 23: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 24: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is metadata?

Page 25: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

This is metadata!

Page 26: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Not this!

or this…

What is Taxonomy?

Page 27: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 28: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Carl Linnaeus (1751)

Page 29: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Page 30: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Superclass

Page 31: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Class

Page 32: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Order

Page 33: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Suborder

Page 34: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Family

Page 35: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Subfamily

Page 36: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Genus

Page 37: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Species

Page 38: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Shared Drive Zoo X:

Production Sales & Marketing

Marketing

Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile

Sales Web Design Newsletter Social

Taxonomy

Page 39: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

As we’ve already seen: This always works out great

Page 40: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Findability vs. Putability: a basic asymmetry

Page 41: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Shared Drive Zoo X:

Production Sales & Marketing

Marketing

Major Hospitals Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile Colleges

Big Small

Sales Web Design Newsletter Social

Page 42: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Moving this mess to SharePoint makes it worse

Page 43: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

SharePoint Sux

Page 44: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

Page 45: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Folders for Security

Permissions assigned per folder

Page 46: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

A Brief Detour

Page 47: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Simple Mind Map

Page 48: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Mapping for Navigation

Page 49: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Mapping for Priorization

Page 50: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 51: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

A SharePoint Taxonomy (Navigation)

Page 52: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

A SharePoint Taxonomy (Metadata)

Page 53: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Adding Metadata (when uploading)

Page 54: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

A SharePoint Simulation

Page 55: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Document Type Inventory Worksheet

Page 56: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is metadata?

Page 57: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What is Taxonomy?

Page 58: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

What are content types?

Page 59: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ________Approved Y/N

Vacation Request

Drug Reimbursement

Page 60: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Both Content Types in One Library

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Content Types for:

Workflow,

Policy,Security

Page 62: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Back to the Inventory Worksheet

Page 63: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Build Mind Map (based on inventory worksheet)

Page 64: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Why is it still so hard to get this to work?

Page 65: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013
Page 66: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Which leads to this:

Page 67: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Some great thinking by Carsten Knoch

Page 68: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Search

Business Process

Records ---Management

Search & DiscoverCompliance

Day-to-day workflow

Magic Metadata Intersection

Increasing the likelihood of metadata success

Page 69: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

It’s a question of focus

Metadata• Why?• Where?• How?

Page 70: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Share the responsibility

Page 71: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Less is more

Page 72: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

To Sum Up…

•Do you have a better understanding of metadata and content types?

•Do you think you’ll be able to explain these concepts more easily to your stakeholders?

•Did you get value out of this presentation?

Page 73: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Avanade Confidential – Do Not Copy, Forward or Circulate© Copyright 2012 Avanade Inc. All Rights Reserved.

Visit us in Booth 904• Take the Co-Lab Test

– What role do you play in collaboration?(3 min online test – receive a special prize)

• Enter to win $250 Visa Gift Card

• Get a signed copy of my book! (limited quantities available)

Page 74: SPTechCon - Taxonomy, Content Types and Metadata - Boston - August 12 2013

Ruven Gotz

@ruveng

spinsiders.com/ruveng

[email protected]

Thank you for coming!

slideshare.com/ruveng