Webinar presented by Marjorie M.K. Hlava of Access Innovations, Inc. and Joe Shepley of Doculabs on August 10, 2011 for the American Society of Information Science & Technology.

1. Drilling Down to the Challenges of SharePoint Taxonomy Implementation By Joe Shepley and Marjorie M.K. Hlava

2. What You’ll Learn 2 At the end of this webinar, you’ll better understand: The problems caused by having a poor taxonomy for SharePoint The benefits of having an effective taxonomy for SharePoint How to create a taxonomy in SharePoint How “partner” technologies can improve the taxonomy creation and management process in SharePoint

3. SharePoint 2010 Capabilities 3

4. SharePoint 2010 Capabilities 4 TAXONOMY

5. SharePoint Has Many Potential Benefits 5

6. If You Can Implement It Correctly 6 Thousands of sites, most unknown to SharePoint administrators Terabytes of unnecessary content No rhyme or reason to site and site collection structure No consistent use of metadata…if used at all

7. The Results of Poor SharePoint Taxonomy The result is a tangle of SharePoint sites, with poorly organized content at every level, which renders the SharePoint environment little better than traditional shared drives 7

9. Higher per user costs (need licenses to use SharePoint)

11. How Does a Taxonomy Help SharePoint? 10

12. SharePoint 2010 Metadata Management Create taxonomy lists in the Term Store Use the taxonomy for assisted indexing Type-ahead suggestion for indexing content Use synonyms to represent multiple ways to express a single subject Improves precision and recall for indexing Import preexisting taxonomies from a CSV. 11

13. Selectterm store management located under Site Administration Edit Term Sets to accurately reflect your document libraries and content types. Term sets can be individual taxonomies or flat controlled vocabulary lists Term Sets 12

14. SharePoint server 2010 Capabilities Some of the features of Windows SharePoint Services are used directly by Office SharePoint Server 2010 List management Storage capabilities Web Part framework. 13

15. Features highlighted in Microsoft Office SharePoint Server (MOSS) 2010 Search (FAST ESP) Document management Enterprise content management Business process automation and workflows Taxonomy and metadata management 14 Features of SharePoint Server 2010

17. Date added

19. Taxonomy in SharePoint Allows Browse by terms Search Documents Limit Search by Facets Update terms Reindex Documents Automatic and Assisted indexing methods Facilitate document retention Document security by user and document type Allow for the ability to use tagging – view and select Integrate seamlessly with SharePoint 2010 Integrate with other CMS (Ektron, Drupal, etc.) 17

20. Why add a partner to SharePoint? Use taxonomy in multiple systems Manage audit and govern the taxonomy Identify and extract information from documents Legacy data tagging automatically Bulk add the metadata by populating site columns with reference to taxonomies 18

21. Client Data Full Text HTML, PDF, Data Feeds, etc. Taxonomy Fully integrated with MOSS Automatic Summarization Search Presentation:90% accuracy Browse by Subject Auto-completion Broader Terms Narrower Terms Related Terms Machine Aided Indexer (M.A.I.™) SharePoint Server Repository Search Software Inline Tagging Client taxonomy Client Taxonomy Metadata and Entity Extractor Thesaurus Master 19

22. Adding terms to the taxonomy Suggest new (unused) terms for content after bulk import Use the folksonomy features of SharePoint Use the search logs Could also use Novelty Detection 20

23. Taxonomy in Functions 21 Equivalent terms / synonyms / non preferred terms Associative relationships / related terms Easy updating and modification of terms Associative relationships (Related terms). Equivalent relationships (Synonyms/Preferred and non-preferred terms).

24. SharePoint Browsable Search 22

25. CUSTOM CONNECTOR EMAIL CONNECTOR DATABASE CONNECTOR FILE TRAVERSER WEB CRAWLER Adding the taxonomy FAST MANAGEMENT API QUERY API CONTENT API Data Harmony Governance API SEARCH SERVER FILTERSERVER 23 Core Architectural Components Administrator’s Dashboard Web Content Vertical Applications Pipeline Query Pipeline Files, Documents QUERY PROCESSOR Portals Index DB Databases DOCUMENT PROCESSOR Results Custom Front-Ends Alerts Email, Groupware Search harmony Mobile Devices Custom Applications Content Push MAIstro Agent DB

26. Federated SharePoint Search 24

27. Fields searched 25

28. Role of Staff Project Coordination Sample data Copy of thesaurus Update and maintain thesaurus Take training Decide who will do the indexing Only staff Everyone SharePoint Server Admin will install 26

29. Incorporating Taxonomy into SharePoint Add an EventHandler to Document Library After a user uploads a file, EventHandler will send the file content to the Data Harmony server Data Harmony server creates metadata by adding suggested terms from M.A.I. SharePoint updates metadata fields 27

30. Taxonomy view Thesaurus Term Record view

31. Machine-Aided Indexing (M.A.I.) 29 Automatically populate Keywords, Descriptors, Indexing terms, etc. Allow for manual review of auto-tagging for quality assurance.

32. Automated Indexing for SharePoint User adds a document to the SharePoint space and attach indexing terms to the document. A new version is saved on the SharePoint 2010 server with edited properties Batch upload documentation to SharePoint 30

33. Taxonomy Management Export an existing taxonomy into a CSV Import new taxonomy as a Term set into SharePoint Term store management Use the taxonomy for assisted searches and indexing 31

34. Data Harmony Sample 32 32 A sample taxonomy exported directly from Data Harmony

35. Create and name a Column for adding metadata. Select the Managed Metadata radio button to add a Term set or taxonomy Data Harmony Sample 33

36. Managed Metadata Importing a taxonomy enhances the way users can manually add indexing terms Inclusion of synonyms Type-ahead for searching and adding metadata Browsing the hierarchy for indexing terms 34

37. Managed Metadata 35 Users can browse for indexing terms or… Type ahead and select the appropriate suggestion

38. User uploads a document to SharePoint space Before uploading to SharePoint server, the EventHandler sends the document to Data Harmony. Data Harmony automatically attaches indexing terms before uploading to MOSS Event Handler Returns data to user Data Harmony Server (M.A.I.) Microsoft SharePoint Server 2010 Returns subject metadata Data Harmony & MOSS 36

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