the pain of metadata - sharepointalooza - 2015

The Pain of Metadata Understand it, explain it, win!

Presented by: Ruven GotzDirectorCollaboration Service LineAvanade@ruveng

A Meta Presentation

Cheesy Metaphors Stinky Jokes

A sophisticated audience

What is Metadata?

The BIG Question

Data about data

Ruven Gotz

Thank you for coming!

@ruveng

spinsiders.com/ruveng

ruven.gotz@avanade.com

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

The BIG Question

Meta for?What is

MetaphorLet’s use a

What does a cow say?

What does a chicken say?

What does a duck say?

The sounds these animals make are attributes that distinguish them

Example from Yoav Lurie

• Prince• Pop/Rock• 1984

Adapted from the “pea soup” story by Serge Tremblay

What is our Base Metaphorfor files?

What if we saw this?

Better…

Solve with folders

Hire an intern

What is metadata?

This is metadata!

Not this!or this…

What is Taxonomy?

Carl Linnaeus (1751)

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

TaxonomySuperclass

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Class

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Order

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Suborder

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Family

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Subfamily

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Genus

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels

Mice

Mice & Rats

Hamsters

and Voles

Real Hamsters

Short-tailed dwarf hamsters

Djungarian dwarf hampsters

Roborovski Hamster

Long-tailed dwarf hamsters

Voles

Gerbils

Porcupine

s

Guinea Pig

s

Fish Amphibians Reptiles Birds

Taxonomy

Species

Shared Drive ZooX:

Production Sales & Marketing

Marketing

Commercia l Industrial Government Healthcare

Labs

Hospitals

Private

Public

Large

Urban

Not Associated

University

Rural

Medium

Small

Clinics

Mobile

Sales Web Design

Newsletter Social

Taxonomy

As we’ve already seen: This always works out great

Findability vs. Putability: a basic asymmetry

Shared Drive ZooX:

Production Sales & Marketing

Marketing

Major Hospitals

Commercial Industrial Governme

nt Healthcare

Labs

Hospitals

Private

Public

Large

Urban

Not Associated

University

Rural

Medium

Small

Clinics

Mobile

Colleges

Big

Small

Sales Web Design

Newsletter Social

Moving this mess to SharePoint makes it worse

SharePoint Sux

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

Folders for Security

Permissions assigned per folder

A Brief Detour

Simple Mind Map

Mapping for Navigation

Mapping for Priorization

A SharePoint Taxonomy (Navigation)

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

A SharePoint Taxonomy (Metadata)

Adding Metadata (when uploading)

A SharePoint Simulation

Document Type Inventory Worksheet

What is metadata?

What is Taxonomy?

What are content types?

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ________Approved Y/N

Vacation Request

Drug Reimbursement

Both Content Types in One Library

Content Types for:

Workflow, Policy,Securit

y

Back to the Inventory Worksheet

Build Mind Map (based on inventory worksheet)

Why is it still so hard to get this to work?

Which leads to this:

Some great thinking by Carsten Knoch

Search

Business Process

Records ---Management

Search & DiscoverCompliance

Day-to-day workflow

Magic Metadata Intersection

Increasing the likelihood of metadata success

It’s a question of focus

Metadata• Why?• Where?• How?

Share the responsibility

Less is more

To Sum Up…

•Do you have a better understanding of metadata and content types?

•Do you think you’ll be able to explain these concepts more easily to your stakeholders?

•Did you get value out of this presentation?

Ruven Gotz@ruveng

spinsiders.com/ruveng

ruven.gotz@avanade.com

Thank you for coming!

slideshare.net/ruveng