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#ASAE14
Moving from Files and Folders to
Tags, Taxonomies, and Meta-Data
for Managing Documents, Data,
and Information
Christopher Coogan (Deputy Director and Chief of Staff)
Kashif Imran (Chief Information Officer)
Association for Institutional Research
#ASAE14
#ASAE14
#ASAE14
Hunting for a document on file share
#ASAE14
Hunting for a document in an ECM solution
organized using Metadata and Taxonomies
#ASAE14
Agenda
• What is ECM?
• Is there anything wrong with folders?
• Metadata
• Can folders and Metadata live together?
• Taxonomy
• Folksonomy and social tagging
• Questions?
#ASAE14
Enterprise Content
Management
(ECM)
#ASAE14
Enterprise Content Management (ECM)
• Enterprise Content Management (ECM) is the strategies,
methods and tools used to capture, manage, store,
preserve, and deliver content and documents related to
organizational processes. ECM tools and strategies allow the
management of an organization's unstructured information,
wherever that information exists. (Aiim.org)
• ECM is about “unstructured” information
– Images, office documents, graphics, web pages, email,
video, rich media
#ASAE14
Biggest single factor that triggered ECM
implementation now
http://www.aiim.org/pdfdocuments/IW_ECM_State-of-Industry_2011.pdf
#ASAE14
SharePoint as ECM Solution for Demos• Featurization of ECM features in SharePoint,
part of Office 365, simple licensing, single source for information, extensible, non profit offerings
• Document Libraries, Alerts
• Content Types
• Document Information Panels
• Folders
• Document IDs: ID follows document
• Document Sets: “Collection” of documents treated as a single entity
• Content Organizer: Rule based submission, Drop off library
• Document Center
• Site mailbox
Managed Metadata: Taxonomy, Folksonomy, Metadata Validation, Metadata Navigation, Tagging, Location based Metadata• Records Management, Record Declaration (In Place, Records Center)
• eDiscovery and Hold (In Place, Records Center)
• Information Rights Management: Encrypted documents
• Multi-stage Retention Policies
• Search
• Workflows
#ASAE14
Folders
#ASAE14
Is there anything wrong with folders?
#ASAE14
Why folders are bad?
• Rigid physical layout: put limits of physical objects
on items that are not physical
• Usability: Nested folders structure hides content
• Moving files across folders breaks links
• Sorting and filtering (across nested folders)
• Putability (Just create a new folder. “I’ll remember
where I saved it.”)
• Duplication to help findability (quality of being
locatable or navigable)
• Navigation
• The “F” word of Content Management
#ASAE14
A Folder Structure that Works
#ASAE14
Boss walk in your office at 4:50 PM
• I need all the contracts for more than $200,000 dollars.
#ASAE14
#ASAE14
Metadata
#ASAE14
#ASAE14
Metadata
• Data about data
• Collection of structured information about a document or a
piece of content (Patrick Lambe)
• Examples:
– Contract (Amount, Client, Contract Start and End Date)
– Invoice (Customer, Amount, Invoice Date)
– Project (Start Date, End Date, Title)
– Car (Company, Model, Year, Mileage, Color)
#ASAE14
Metadata on Amazon
#ASAE14
Metadata on cars.com
#ASAE14
Metadata on File Share
#ASAE14
Photo tagging and Metadata
#ASAE14
Google Docs and SharePoint
#ASAE14
Metadata in SharePoint Documents
#ASAE14
What is metadata used for
• Information Management
• Organize data by tags, alternative to folders: Findability
• Policy: records management polices act on metadata values
• Process: track state or status of business process, route
documents using content organizer
• Search
• Social capabilities
#ASAE14
DemoMetadata in SharePoint Documents
#ASAE14
Rules Based Submission
#ASAE14
Demo
Rule Based Submission
#ASAE14
#ASAE14
Using Folders and Metadata Together
#ASAE14
DemoUsing Folders and Metadata together
#ASAE14
Taxonomy
#ASAE14
Taxonomy• Collection of concepts for a given subject
domain organized into hierarchical tree structure
• The hierarchy visually represents the nature of the relationships between the categories and sub-categories.
• Rigid, Controlled, Centralized, Carefully planned
• Help with Indexing, Retrieval, Organization and navigation of Information
• Folksonomy: loosely structured collection of terms (Community-driven - Twitter)
#ASAE14
#ASAE14
Metadata Based Navigation
#ASAE14
Metadata and Search Refiners
#ASAE14
Demo
Metadata based Navigation
Metadata and Search
#ASAE14
Taxonomy VS File Share
#ASAE14
Managed Metadata Challenges
• Creating right taxonomies
– http://www.taxonomywarehouse.com
– http://www.wandinc.com/wand-general-business-taxonomy.aspx
• How much metadata?
• Ongoing governance
• Making users tag documents properly
– Manual Tagging:
• Compliance, consistency, correctness
– Automatic
• Fast, flexible, scalable, no user interaction,
• http://www.metavistech.com
• Wand Inc.
#ASAE14
Location based Auto Tagging
#ASAE14
Demo
Location-based Auto Tagging/
metadata defaults
#ASAE14
Folksonomy/Social Tagging• Informal list of ad-hoc tags or terms,
usually built over time through user defined keywords(Thomas Vanderwal: people’s taxonomy)
• Loosely structured collection of terms
• No hierarchy, flat set of terms/tags
• Community-driven (Twitter, #asae14)
• Issues: Misspellings, inconsistent use, maintenance, require cleanup over time
• Can be first step towards Taxonomy: Promote keywords to taxonomy later
#ASAE14
Demo
Social Tagging Documents
#ASAE14
Summary• Do not create folders unless you really
need to
• Use taxonomy and metadata to organize information and improve findability and putability
• Have a governance plan in place to evolve taxonomy
• Train users to get quality metadata tagged to the content
#ASAE14
Questions?
#ASAE14
Contact usChristopher Coogan
Chief of Staff
Association for
Institutional Research
850-385-4155 x124
Kashif Imran
Chief Information Officer
Association for
Institutional Research
850-385-4155 x117