#SPSVancouver 2016 - The importance of metadata
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THE IMPORTANCE OF METADATA
March 12, 2016
Vincent BiretNegotium - Oceanik
@baywetBit.ly/vince365
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Sponsors
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Thanks
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Why 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
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Agenda Theory SharePoint Vision Graph Conclusion
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VISIONLet’s talk about our dream scenario
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Metadata Lifecycle
Search
Thesaurus
DataNavigation
Governance
Metrics
Tagging/ClassificationStructures
Definition
Improvement
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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 ;-)
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Yes, But!
Users never fill up metadata!
Solutions:Index their salary on metadata fill up rateWall of shame of worst metadata “filler” of the companyAutomate that part!
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THEORYBack to school but not for too long
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Metadata
Data about data
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Any purposeEase search/discovery of information
Ease the interoperabilityEase management and archiving
Manage rights
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Any kindDublin 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)
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 languageRelation Reference to another related resource.Coverage Range or coverage of the resource in space or time or legally.Rights Security and copyright information.
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Any structureSchema 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
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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?
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Show us some practical things
Enough teaching already!!
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SHAREPOINTWhat can it do for you?
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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
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Demo
Folders
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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
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Demo
Taxonomy
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Navigation by taxonomy Enhances nvigation Prepares users to use refiners Easy to set up
Is a great alternative to/transition from folders
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Demo
Navigation by taxonomy
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Site metadata navigationBuild top navigation + urls with taxonomy
Useful for SEOGreat to build a portal in a “semantic” way Structure depends on your thesaurus
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Demo
Site metadata navigation
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Enterprise keywords Advantages:
Easier fro end users Takes into consideration keywords
inside of documents
Disadvantages: Harder to manage No context during indexation
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Content « like » Tagging (with user’s words) Notes User Profile
Filtered Navigation Search refiner Topics and power users to follow Deprecated on SharePoint online!!!
Folksonomy
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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
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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)
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Demo
Columns and search
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Document Center Organizes content with taxonomy
Drop off library
Applies governance rules based on taxonomy
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Wikis Very simple to set up
Not that easy to use out of context
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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 …
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Other metadata Author Security Views (count) Containers (sites, doc libs…) Resource type (extension, mime) Dates (creation, modification…) Status (approval)
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What’s the future now?
Ok we got it!
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GRAPH? DELVE?Only buzz words?
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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!
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Delve
Only one client of the graph among many more
possibilities!!!
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DEMODelve Portal
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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
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CONCLUSIONTime to say goodbye :’-(
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ConclusionWe improved navigationWe improved findabilityWe improved discoverability
We improved user experience
Everybody saves timeThe company saves money
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Questions? Evaluations? Feedback?
Thanks!
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Sponsors