sharepoint saturday new york city - the importance of metadata #spsnyc
TRANSCRIPT
![Page 1: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/1.jpg)
THE IMPORTANCE OF METADATA
Vincent BIRET
7/25/15
![Page 2: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/2.jpg)
![Page 4: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/4.jpg)
THANKS
![Page 5: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/5.jpg)
GOALS
•Why are we going to talk about metadata?• Improve navigation
• Improve findability(fact that we find what we’re looking for)
• Improve discoverability(fact that we find what we’re not looking for)
• Improve user experience
• Allow to build a governance strategy
• Save money/add value for the company
![Page 6: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/6.jpg)
AGENDA
•Theory
•SharePoint
•Vision
•Graph
•Conclusion
![Page 7: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/7.jpg)
REMINDERSBack to school!
![Page 8: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/8.jpg)
« Metadata » very fashinoable term but what does it mean?
Defintion, examples and standards
![Page 9: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/9.jpg)
WHAT ARE METADATA?
![Page 10: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/10.jpg)
METADATA ARE DEFINED BY THEIR FUNCTION
• Ease search/discovery of information• Describe content and
relationships between files
• Classify content based on targeted audience
• Help the SEO of a page
• Ease the interoperability• Share information
• Ease management and archiving• Give an information about
the document’s lifecycle
• Manage sets of resources
• Manage electronic archives
•Manage rights• Copyright
• Security
![Page 11: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/11.jpg)
METADATA TYPES
• Bibliographic Metadata: allowing to access the document (author, title, creation date, modification date…)
• Administrative Metadata: legal, lifecycle, copyright, processing
• Technical Metadata: format, how it was produced, storage.
• Description Metadata: to understand the content
![Page 12: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/12.jpg)
DUBLIN CORE
Dublin core elements
Title Given name of the resourceAuthor Entity mainly responsible for resource’s content creation.
Subject Subject of the content (controlled vocabulary and classification schemas are suggested)
Description Description of the content (eg. Summary, table of content, or simply text…)
Editor Entity responsible for resource’s diffusion (company, university…)
Contributor Entity which contributed to the creation of the content.
Date Date associated to an event in resource’s lifecycle (format : see ISO 8601)
TypeNature ou genre (ex. categories, functions, general kind… controlled vocabulary recommended, see Dublin Core)
Format Physical or digital materialization of the content (mime-type)
Identifier Disambiguated (unique) reference to the content (examples : URI, URL, DOI, ISBN)
Source Reference to a resource from which this one has been derived.
Language Content’s language
Relation Reference to another related resource.
Coverage Range or coverage of the resource in space or time or legally.
Rights Security and copyright information.
![Page 13: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/13.jpg)
METADATA STRUCTUREHow to define/organize it
![Page 14: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/14.jpg)
CONTROLLED VOCABULARY
• A controlled vocabulary is a glossary designed to allow knowledge organization in order to optimize information lookup/search.
•Classification schemes (taxonomy, thesaurus, ontology) use a controlled vocabulary.
![Page 15: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/15.jpg)
TAXONOMY
• Subsumption relationship “is-a”
• Transitivity
• If C is a B and B is an A, C is an AVehicules
Land Vehicules
Car
Truck
Bus
Air Vehicules
Airplane
Balloon
Rocket
Sea Vehicule
Boat
Submarine
![Page 16: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/16.jpg)
THESAURUS
• Taxonomy++
• Hierarchy + propertiesConept or potential term Car
Generic Term Véhicule
Specific Term
Domains vehicule - transport [MT 3330]
Regional variations
French equivalent voiture
Associated Terms [TA] craft : transport [MT 6005]automobile technic [MT 3510]
![Page 17: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/17.jpg)
ONTOLOGY
Partitive relationships: Part-whole (car, chassis, wheels, engine) Composite-component (steel, iron)Content-container (tools, toolbox) Membre-collection( football player, team).
Associative relationships :Cause-effet (detonator, explosion)Agent-action-result (drawer, drawing) Producer-product (waste site, recycled product) Tool-tool (scewdriver, screw) Topologic relationships (oasis, desert).
![Page 18: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/18.jpg)
ONTOLOGY OF A CAR
![Page 19: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/19.jpg)
FOLKSONOMY
• Comes from “folk” (people) and “taxonomy”. Indexing spontaneously by keywords without pre-defined classification.
• This process is collaborative. (sometimes also called social tagging)
![Page 20: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/20.jpg)
FACETS
•Description of a resource following multiple axes
•Allows you to search/refine by facet
![Page 21: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/21.jpg)
CONCEPTS
• Term = denomination + concept
• Denomination = linguistic expression
• Concept = meaning
• The term has to have a context to understand the concept
• Ex table• Coffee table?
• Table of content?
• Timetable?
• Discussion table?
![Page 22: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/22.jpg)
NAMED ENTITIES
•Main types of entities•Person’s names
•Places
•Organizations
•Products
•Dates
•Currencies
![Page 23: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/23.jpg)
RECAP
Schema Taxonomy Thesaurus Ontology Folksonomy Facets
Organization
Simple hierarchical relationships
Hierarchical relationships (hyponymy, hypernymy) , associative relationships and equivalent relationships
Concepts with types, properties and relationships
Tags set by users as the like
Allows to describe a resource following multiple azes
Relationship type
« is a » « is a »« sort of »« related to »« synonym »« equivalent »
« contains »« is located»« uses »« produces »« … »
« price »« product »« kind »
Context Library Web 3.0 Web 2.0 Example Dewey Rameau Cyc, Wordnet Flickr, YouTube Amazon
![Page 24: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/24.jpg)
NOT SLEEPING YET?Good let’s talk about SharePoint now
![Page 25: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/25.jpg)
SHAREPOINTWhat can it do for you?
![Page 26: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/26.jpg)
FOLDERS
•A folder structure is already a form of metadata
•Very simple to set up
•Complicated to change
•Trick•Don’t use it unless you have permissions related needs
![Page 27: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/27.jpg)
TAXONOMY
•Advantages:• Search
• Filtering
• Advanced control
• Consistency
•Disadvantages:• Takes time to set up
•Tips:•Use most issued search requests to improve it!
•Delegate management of some branches
• If you don’t have a clear idea yet, use folksonomy
![Page 28: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/28.jpg)
ENTERPRISE KEYWORDS
•Advantages:• Easier fro end users
• Takes into consideration keywords inside of documents
•Disadvantages:•Harder to manage
•No context during indexation
![Page 29: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/29.jpg)
FOLKSONOMY
Content « like »Tagging (with user’s words)
NotesUser Profile
Filtered NavigationSearch refiner
Topics and power users to followDeprecated on SharePoint online!!!
![Page 30: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/30.jpg)
DOCUMENTS SETS
« this document is related to that other one »Creates a documents « group » modelProperties can be common or individual
Trick:Can also be used for security purposes (not primary role)Don’t hesitate to create new content types inhereting from it
![Page 31: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/31.jpg)
COLUMNS AND CONTENT TYPES
• Information about what the content is (CT)
• Adds properties (columns)
• Allows filtering, refinement, search….
• Allows to have multiple entry forms(CT)
![Page 32: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/32.jpg)
NAVIGATION BY TAXONOMY
• Enhances nvigation
• Prepares users to use refiners
• Easy to set up
• Is a great alternative to/transition from folders
![Page 33: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/33.jpg)
WIKIS
• Quick pages creation system
• Allows to link web content
• Advantages:• Very easy and fast to set up
• Disadvantages:• No advanced publication features
![Page 34: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/34.jpg)
SEO/WEB METADATA
• By default SharePoint pages include little metadata (search engines)
• Publishing + 2013 allows us to provide more data• Description
• Keywords
• Sitemap
• Author
• Browser title
• …
![Page 35: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/35.jpg)
FACETS
• Improve search
• Located on the left with search results
• Use metadata (all)
• You can (must!) customize it
• Very efficient to filter out not relevant data and drill down to the right result
![Page 36: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/36.jpg)
DOCUMENT CENTER
•Organizes content with taxonomy• Drop off library
• Applies governance rules based on taxonomy
![Page 37: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/37.jpg)
SITE METADATA NAVIGATION
•Build top navigation + urls with taxonomy
•Useful for SEO
•Great to build a portal in a “semantic” way•Structure depends on your thesaurus
![Page 38: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/38.jpg)
OTHER METADATA
• Author
• Security
• Views (count)
• Containers (sites, doc libs…)
• Resource type (extension, mime)
•Dates (creation, modification…)
• Status (approval)
![Page 39: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/39.jpg)
OK, WE GOT ITBut what is this all about?
![Page 40: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/40.jpg)
VISIONThat’s the part where we have a plan
![Page 41: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/41.jpg)
METADATA LIFECYCLE
Search
Thesaurus
DataNavigation
Governance
Metrics
Tagging/ClassificationStructures
Definition
Improvement
![Page 42: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/42.jpg)
WHAT’S THE POINT?
The general idea is to have a precise representation and a good structure of the ideas of
the company
Copyright Vincent BIRET ;-)
![Page 43: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/43.jpg)
YES BUT!
Users never fill up metadata!
Solutions:
Index their salary on metadata fill up rate
Wall of shame of worst metadata “filler” of the company
Automate that part!
![Page 44: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/44.jpg)
GRAPH? DELVE?Only buzz words?
![Page 45: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/45.jpg)
GRAPH
• First of all it’s a mathematics model• Nodes, edges and by transivity “routes”
• Then data model• Idea that on piece of data is related to another
• Finally Microsoft is making huge investments for businesses• Actors, signals, objects
• Schema is extensible to add METDATA!
![Page 46: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/46.jpg)
DELVE
It’s only one of the clients
![Page 47: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/47.jpg)
DEMODelve portal
![Page 48: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/48.jpg)
WHAT’S THE IDEA?
• Pro-active content
• Discoverability
• No need to search for something anymore
• If we still need to search something, way more efficient
• Make you save time, therefor money
![Page 49: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/49.jpg)
CONCLUSIONTime to say good bye :’-(
![Page 50: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/50.jpg)
CONCLUSION
•We improved navigation
•We improved findability
•We improved discoverability
•We improved user experience
•Everybody saves time
•The company saves money
![Page 51: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/51.jpg)
THANK YOUEVENT SPONSORS
We appreciated you supporting the New York SharePoint Community!
• Diamond, Platinum, Gold, & Silver have tables scattered throughout
• Please visit them and inquire about their products & services
• To be eligible for prizes make sure to get your bingo card stamped by ALL sponsor
![Page 52: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/52.jpg)
EVALUATIONS
![Page 53: SharePoint Saturday New york City - The importance of metadata #spsnyc](https://reader031.vdocuments.mx/reader031/viewer/2022032506/55cb1a31bb61ebb1128b4574/html5/thumbnails/53.jpg)
QUESTIONS?/ THANKS!