Ditching File Shares for SharePoint Metadata

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Housekeeping

Jill Hannemann@ImJillHannemann

Editor,

Digital

Workplace

Today

Director of

Advisory

Services

10+ years in Knowledge

Management

SharePoint expertise: information

architecture, records management,

content migration, document

management

Culinary project: It’s

soup and chili season!

About Me

About Me

Brendan ClarkeTermSet CTO

1. The File Management Challenge

2. Benefits of Metadata

3. Benefits of SharePoint for File Storage

4. Creating Metadata in SharePoint

5. Deep dive on TermSet

Session Learning Objectives

Disparate databases, applications and file shares.

6

Do your file shares resemble the

Animal Kingdom taxonomy?

8 levels of folder depth!

Unstructured content = 80% or more of all content

The Problem with File Shares

Provides a linear way to think about a document

Designed to be stored, not found

Levels can become very deep (6-8 levels)

No versioning

No way to allow for co-authoring

No search

What is Metadata?

Data about the data.

Browse by -

Category

Author

Format

Language

Customer Reviews

Metadata Example – Shoes Store

10

Metadata Applied to Documents

11

Audience

• Internal

• Executives

• Managers

• External

• Suppliers

• Customers

• Partners

Metadata

Topics

• Employee Services

• Compensation

• Retirement

• Insurance

• Further Education

• Support Services

• Infrastructure

• Supplies

• Products and Services

• Finance and Budget

Title

Author

Department

Audience

Topic

Metadata per Document Type

Presentations

Forms

Policies

TitleSub-header

Presenter's NamePresenter's Title

DateClassification

Title

NameDate

Job TitleDepartment #

EntityClassification

TitlePolicy Number

DepartmentLast Updated

Classification

METADATA

12

Turn File Share Structures into Metadata

Quarterly Reports Expenditures White Papers

2013

2014

2015

Financial Statements

Capabilities Statements

Memos

Scorecard

Document Types

- Quarterly Reports

- Expenditures

- White Papers

Year

- 2011

- 2012

- 2013

- 2014

- 2015

Statements

- Financial

- Capabilities

- Memorandums

- Scorecards

Capability

- Environmental Sustainability

- Energy

- Wind and Water

Environmental Sustainability Score Tally_Q2.doc

Document Type: Quarterly ReportYear: 2015Statements: ScorecardCapability: Environmental Sustainability

File Share and Metadata Equivalents…Leverage shared drive folder names and filenames as source of terms

Good as source of terms, not as source of structure

14

CONS - Legacy Nested Folder Hierarchy PROS - New Faceted Metadata

1To gather and group similar documents together To refine and narrow a search by specific criteria

2Designed by person who is uploading and storing documents for personal use

Designed to help all members of an enterprise find documents

3A document can go into only one folder A document can be assigned multiple metadata

terms

4A folder can be located within only one parent folder

A metadata term may display “under” more than one metadata facet

5 May become quite deep e.g. 6-7 levels Not so deep, usually only 2-3 levels

6Folder names at deeper levels can become long and complex

Term names stay simple, since they are intended to be used in combination

Browse

• Website like navigation

• View and group by features

• Filtering and sorting

Search

• Metadata driven refinement

• Scalable search indexing

• Relevance tuning

Manage

• Version control

• Co-authoring experience (Word, PowerPoint)

• Drag and drop add to library

• Share and Secure

Retain

• Records/Info Mgmt Policy

• Enforce retention policies

• eDiscovery

Access

• Mobile apps available for Office365

Why SharePoint Instead of File Shares?

Search/Navigation

Leveraging metadata tags to refine results

Assign to…

Pages

Documents/Files

List items

16

Columns

17

• Document library

• Lists

• Filtering

• Sorting

• Group By

• Set up Views

Challenges with Adopting SharePoint

It t

ake

s m

ore

tim

e t

o u

se

Use

r Ex

pe

rien

ce is

mo

re c

om

ple

x

Ap

ply

ing

met

adat

aLimit the amount of metadata required(3-5)

Continually edit metadata values

Demonstrate the value

Train for consistency

Keep it intuitive

Plan your IA

Set up links to favorites

Keep workspaces simple

Synchronize with file explorer

Ensure the sites are fast

Ensure search returns accurate results

Synchronize with file explorer

Creating Metadata in SharePoint

Demo

* Users use SharePoint like a file share

* Search isn't great

* Deep folders and view limits

MANUFACTERE

R

CONDITION

DRUG

HEADACHE

GLAXO SMITH KLINE

ASPIRIN

Folders force a hierarchy and encourage duplication of documents

MANUFACTERER:

GLAXO

HEALTH CONDITION:

HEADACHES

TOOTHACHE

HANGOVERS

DRUG:

ASPIRIN

CAFFINE

Metadata allows you to view documents by any property you wish

*Users can find their documents (no more folders or poor search)

*Organisations can control documents

So Why doesn't everyone use metadata in SharePoint?(Answer: Because its hard to get there)

approach ONEGET THE END USERS TO TAG

approach TWOGET IT TO TAG THE DOCUMENTS

There is now a third wayIntroducing TermSet

TermSet Demo

Schedule A Free 2 Hour Assessment

Questions? Contact Jenny Lynch at jlynch@portalsolutions.net

Are you looking to get off file shares?

Schedule a free 2 hour consultation with Jill Hannemann

or request a free trial of TermSet

http://portl.me/1NfPwTh