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SharePoint - Why Metadata Is Important

Nov 28, 2014

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This slide deck presents why good information management should be a core competency in any organization. Those who ignore this need are paying for it even though it doesn't show up on the balance sheet.

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Page 1: SharePoint - Why Metadata Is Important

why metadata is important

Page 2: SharePoint - Why Metadata Is Important

Everyone is in the information business.

What separates industries is how they use their information…

Page 3: SharePoint - Why Metadata Is Important

Oil companies need information on where to drill for oil.

Pharmaceutical companies need information on what drugs work and how.

Financial services companies need information on what assets are worth.

This may sound obvious, but when you consider what a poor job most companies do at managing their information it makes you wonder…

Page 4: SharePoint - Why Metadata Is Important

Over 30 billion original documents are created every year.

- 85% will never be retrieved.- 50% are duplicates.- 60% of stored documents are

obsolete.

Page 5: SharePoint - Why Metadata Is Important

For every $1 spent to create a document,

$10 is spent on its management.

Page 6: SharePoint - Why Metadata Is Important

Hours per week the average information worker spends:

14.5 13.39.5

3.52.2

3.0

reading and answering emails

creating content

searching for content

recreating content they couldn’t find

searching but not finding

version control issues

Page 7: SharePoint - Why Metadata Is Important

Your (mis)information is costing you millions.

Some back-of-the-napkin math should show how much productivity is lost.

8.7 hrs/week wasted

x 50 weeks x $30/hr x 1000 employees

$13.05 million lost

Page 8: SharePoint - Why Metadata Is Important

You’re working for your data. Shouldn’t your data be working for you? (the answer is yes)

One of the keys is metadata.

Page 9: SharePoint - Why Metadata Is Important

noun; data about data. Metadata is a way of identifying information.

metadata

Page 10: SharePoint - Why Metadata Is Important

puppy

furrydog

golden retriever canine

Essentially, metadata are descriptors. Some metadata for this puppy might be:

mammal

Fido

Page 11: SharePoint - Why Metadata Is Important

How does this come into play? For example, lets say you search for the following terms:

What might the results look like for each term?

“dog” “golden retriever puppy”

How useful would the results be?

How much time would you have to spend going through the results to find what you actually wanted?

Page 12: SharePoint - Why Metadata Is Important

“dog” “golden retriever puppy”

Page 13: SharePoint - Why Metadata Is Important

“dog” “golden retriever puppy”

Clearly, this more specific search term is better. But it only works if someone has taken the time to associate the metadata.

Page 14: SharePoint - Why Metadata Is Important

This puppy example illustrates not only the effectiveness of metadata but also the importance of tagging content with metadata.

If users don’t take the time to attach metadata when they create, upload, or edit documents the benefits will be lost.

DOC

document name

audience

expiration date

version

department

project

Page 15: SharePoint - Why Metadata Is Important

So how do you manage metadata in SharePoint 2007?

Delete slide if

you

use SP

2010

In SharePoint 2007, metadata is captured in list columns. When you create a file or item, upload a file, or edit a file or item, you can enter information in the columns.

Below are the columns for a basic task list. Anytime a task is created or edited, these fields can be changed. This metadata tells you information about the tasks and lets you manipulate the list – for instance, by filtering Status to only show tasks that have not been started.

Page 16: SharePoint - Why Metadata Is Important

So how do you manage metadata in SharePoint 2010?

Delete slide if

you

use SP

2007

Microsoft spent a great deal of effort improving SharePoint’s metadata capabilities for the 2010 version.

You can tag items, documents, and pages with keywords. As you type, pre-configured keywords are suggested. You also have the option of creating new keywords. SharePoint 2010 even allows you to tag an external page with keywords.

Page 17: SharePoint - Why Metadata Is Important

So how do you manage metadata in SharePoint 2010?

Delete slide if

you

use SP

2007

The Tag Cloud Web Part creates a tag cloud of the most commonly used keywords.

Page 18: SharePoint - Why Metadata Is Important

So how do you manage metadata in SharePoint 2010?

Delete slide if

you

use SP

2007

You don’t want users out on their own creating keywords. The Term Store Management Tool lets you predefine keywords and terms that can be used across all your SharePoint sites. This even supports multilingual terms.

Keywords:Business PlanExpense ReportMarketing PlanPurchase OrderTime-off RequestRelocation FormFinancial EstimateChange OrderProcurement Contract

Page 19: SharePoint - Why Metadata Is Important

Remember: If you don’t manage your information, your business will pay for it.

Information management should become a core competency for every organization. This can’t happen without the use of metadata.

Page 20: SharePoint - Why Metadata Is Important

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