slides of the session about metadata in SharePoint during the SPSNYC 2015.

1. THE IMPORTANCE OF
METADATA
Vincent BIRET
7/25/15

3. ABOUT ME
Vincent BIRET
SharePoint MVP
Products Team Tech Lead
Negotium

4. THANKS

5. 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

6. AGENDA
•Theory
•SharePoint
•Vision
•Graph
•Conclusion

7. REMINDERS
Back to school!

8. « Metadata » very fashinoable term but
what does it mean?
Defintion, examples and standards

9. WHAT ARE METADATA?

10. 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

11. 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

12. DUBLIN CORE
Dublin core elements
Title Given name of the resource
Author 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)
Type
Nature 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.

13. METADATA STRUCTURE
How to define/organize it

14. 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.

15. TAXONOMY
• Subsumption relationship “is-a”
• Transitivity
• If C is a B and B is an A, C is an A
Vehicules
Land
Vehicules
Car
Truck
Bus
Air
Vehicules
Airplane
Balloon
Rocket
Sea
Vehicule
Boat
Submarine

16. THESAURUS
• Taxonomy++
• Hierarchy + properties
Conept 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]

17. 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).

18. ONTOLOGY OF A CAR

19. FOLKSONOMY
• Comes from “folk” (people) and “taxonomy”. Indexing
spontaneously by keywords without pre-defined
classification.
• This process is collaborative. (sometimes also called social
tagging)

20. FACETS
• Description of a resource following multiple
axes
• Allows you to search/refine by facet

21. 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?

22. NAMED ENTITIES
•Main types of entities
•Person’s names
•Places
•Organizations
•Products
•Dates
•Currencies

23. 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

24. NOT SLEEPING YET?
Good let’s talk about SharePoint now

25. SHAREPOINT
What can it do for you?

26. 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

27. 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

28. ENTERPRISE KEYWORDS
• Advantages:
• Easier fro end users
• Takes into consideration keywords inside of
documents
• Disadvantages:
• Harder to manage
• No context during indexation

29. FOLKSONOMY
Content « like »
Tagging (with user’s words)
Notes
User Profile
Filtered Navigation
Search refiner
Topics and power users to follow
Deprecated on SharePoint online!!!

30. DOCUMENTS SETS
« this document is related to that other one »
Creates a documents « group » model
Properties 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

31. 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)

32. NAVIGATION BY TAXONOMY
• Enhances nvigation
• Prepares users to use refiners
• Easy to set up
• Is a great alternative to/transition from folders

33. WIKIS
• Quick pages creation system
• Allows to link web content
• Advantages:
• Very easy and fast to set up
• Disadvantages:
• No advanced publication features

34. 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
• …

35. 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

36. DOCUMENT CENTER
• Organizes content with taxonomy
• Drop off library
• Applies governance rules based on taxonomy

37. 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

38. OTHER METADATA
• Author
• Security
• Views (count)
• Containers (sites, doc libs…)
• Resource type (extension, mime)
• Dates (creation, modification…)
• Status (approval)

39. OK, WE GOT IT
But what is this all about?

40. VISION
That’s the part where we have a plan

41. METADATA LIFECYCLE
Search
Thesaurus
DataNavigation
Governance
Metrics
Tagging/Classification
Structures
Definition
Improvement

42. 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 ;-)

43. 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!

44. GRAPH? DELVE?
Only buzz words?

45. 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!

46. DELVE
It’s only one of the clients

47. DEMO
Delve portal

48. 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

49. CONCLUSION
Time to say good bye :’-(

50. CONCLUSION
•We improved navigation
•We improved findability
•We improved discoverability
•We improved user experience
•Everybody saves time
•The company saves money

51. THANK YOU
EVENT 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

52. EVALUATIONS

53. QUESTIONS?/ THANKS!