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Understanding Metadata -Working with Stakeholders to
build the Taxonomy
Presented by: Ruven GotzDirector, CollaborationAvanade
@ruvengDownload this deck at slideshare.net/ruveng
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A Meta Presentation
Cheesy Metaphors Stinky Jokes
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A sophisticated
audience
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What is Metadata?
The BIG
Question
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Data about data
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What is Metadata?
I think I get it
Oh! Now I see(Mostly)
What is Metadata?
I think I get it
The BIG
Question
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What is
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Let’s use a
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What does a cow say?
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What does a chicken say?
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What does a duck
say?
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The sounds these animals make are
attributes that distinguish them
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Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
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Adapted from the “pea
soup” story by Serge
Tremblay
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What is our Base Metaphor
for files?
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What if we saw this?
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Better…
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Solve with folders
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Hire an intern
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What is metadata?
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This is metadata!
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Not this!
or this…
What is Taxonomy?
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Carl Linnaeus
(1751)
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & RatsHamsters 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
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Shared Drive Zoo X:
ProductionSales &
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
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As we’ve already seen: This always works out great
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Findability vs. Putability: a basic asymmetry
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Shared Drive Zoo X:
ProductionSales &
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
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Moving this mess to SharePoint
makes it worse
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SharePoint Sux
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The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
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Folders for Security
Permissions assigned per folder
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A Brief Detour
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Simple Mind Map
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Mapping for Navigation
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Mapping for Priorization
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A SharePoint Taxonomy (Navigation)
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Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
A SharePoint Taxonomy (Metadata)
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Adding Metadata (when uploading)
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A SharePoint Simulation
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Document Type Inventory
Worksheet
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What is metadata?
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What is Taxonomy?
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What are content types?
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Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y/N
Name _________
Emp. # _________
Date _________
Drug Used:
Name __________
Cost: $ _________
Manager ________
Approved Y/N
Vacation RequestDrug
Reimbursement
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Both Content Types in One Library
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Content Types
for:
Workflo
w,Policy,Security
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Back to the Inventory Worksheet
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Build Mind Map (based on inventory worksheet)
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Why is it still so hard to get this to work?
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Which leads to this:
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Some great thinking by Carsten Knoch
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Search
Business Process
Records Management
Search & DiscoverCompliance
Day-to-day workflow
Magic Metadata Intersection
Increasing the likelihood of metadata success
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It’s a question of focus
Metadata• Why?• Where?• How?
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Share the responsibility
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Less is more
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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?