THE IMPORTANCE OF METADATA

March 12, 2016

Vincent BiretNegotium - Oceanik

@baywetBit.ly/vince365

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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

Agenda Theory SharePoint Vision Graph Conclusion

VISIONLet’s talk about our dream scenario

Metadata Lifecycle

Search

Thesaurus

DataNavigation

Governance

Metrics

Tagging/ClassificationStructures

Definition

Improvement

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 ;-)

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!

THEORYBack to school but not for too long

Metadata

Data about data

Any purposeEase search/discovery of information

Ease the interoperabilityEase management and archiving

Manage rights

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.

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

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?

Show us some practical things

Enough teaching already!!

SHAREPOINTWhat can it do for you?

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

Demo

Folders

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

Demo

Taxonomy

Navigation by taxonomy Enhances nvigation Prepares users to use refiners Easy to set up

Is a great alternative to/transition from folders

Demo

Navigation by taxonomy

Site metadata navigationBuild top navigation + urls with taxonomy

Useful for SEOGreat to build a portal in a “semantic” way Structure depends on your thesaurus

Demo

Site metadata navigation

Enterprise keywords Advantages:

Easier fro end users Takes into consideration keywords

inside of documents

Disadvantages: Harder to manage No context during indexation

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

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

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)

Demo

Columns and search

Document Center Organizes content with taxonomy

Drop off library

Applies governance rules based on taxonomy

Wikis Very simple to set up

Not that easy to use out of context

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 …

Other metadata Author Security Views (count) Containers (sites, doc libs…) Resource type (extension, mime) Dates (creation, modification…) Status (approval)

What’s the future now?

Ok we got it!

GRAPH? DELVE?Only buzz words?

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!

Delve

Only one client of the graph among many more

possibilities!!!

DEMODelve Portal

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

CONCLUSIONTime to say goodbye :’-(

ConclusionWe improved navigationWe improved findabilityWe improved discoverability

We improved user experience

Everybody saves timeThe company saves money

Questions? Evaluations? Feedback?

Thanks!

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