Taxonomy News & Analysis
| Monday Dec 8, 2014
There are really only two ways to get your content classified: You require manual tagging by setting fields as required, or you use automation and stop fighting your users.
People hate to upload a document only to find that there's a half dozen fields to fill in before they can finish the upload process. This approach may seem easy, but often times it creates a love/hate relationship with SharePoint -- users see it as a limitation of SharePoint and will turn to a file share or Dropbox instead.
Alternately, they take the easy way out and fill the fields with the first entry in the drop-down, resulting in metadata that is populated, but wrong. Required manual tagging becomes yet another thing users have to do to get their work done.
| Monday Oct 20, 2014
SharePoint Administrators will naturally focus on the infrastructure side of a migration to SharePoint 2013, but migration is also the perfect time to reevaluate your information architecture (IA) and prepare it for this new and improved version of SharePoint.
| Tuesday Aug 19, 2014
It’s no secret that I’m a fan of adding information professionals to digital asset management teams. While the rest of us are focused on the how-much and how-to of making a new DAM fly, it’s an information professional’s job to ask, What are you trying to do?
It’s a question that can lead to more successful DAM programs, but it’s a question that is best asked by someone who knows what to do with the answer. And those people are all too often not in the room.
| Tuesday Jul 22, 2014
Some people assume that if a concept is old, it's no longer relevant. Since we looked at the continued relevancy of the quaint old fashioned concept of information publishing on intranets in last month's post, I thought we'd take on a few more of those dusty relics of days gone by today: metadata and intranet search. The concepts are interrelated in that the success of communicating content on a one to many basis -- or an n to m basis, as you may have a small body of publishers or content creators putting out information to the company -- relies on findability.
| Monday Jun 30, 2014
I am not bound to win, but I am bound to be true. I am not bound to succeed, but I am bound to live by the light that I have. I must stand with anybody that stands right, and stand with him while he is right, and part with him when he goes wrong.” -- Abraham Lincoln
Governance is good -- in fact, it is great. Governance, and specifically IT Governance, is defined as, “putting structure around how organizations align IT strategy with business strategy, ensuring that companies stay on track to achieve their strategies and goals, and implementing good ways to measure IT’s performance. It makes sure that all stakeholders’ interests are taken into account and that processes provide measurable results.”
| Monday Jun 2, 2014
Your information is the lifeblood of your organization. It’s content you create, it’s content you obtain from customers, suppliers, partners. And there’s usually a lot of it. That’s where solutions like SharePoint and Office 365 come in -- to help you manage it all.
But before you start storing every last piece of information you have, ask yourself if it’s really something you need. Just because you can save and store almost limitless amounts of content, doesn’t mean you should.
| Wednesday Nov 27, 2013
Manufacturing and “heavy industry” have much in common with respect to their enterprise content management (ECM) habits, and comparing your own organization against a wider peer group may help get you out of the status quo rut you may be in.
| Monday Mar 4, 2013
Throw all your documents in a SharePoint library and what do you have? A mess. While some like to think of SharePoint as a glorified file share, it doesn’t have to be.
| Tuesday Dec 11, 2012
The only way you can truly manage your content is to understand it. Depending on who you are, that may sound really simple. The reality? It’s something organizations struggle with every day.
| Wednesday Nov 14, 2012
Classifying metadata values along a “content lifecycle” timeline is an interesting exercise that can make your DAM easier to use and maintain. Applying the categories Historical, Current and Future, you’ll find that each metadata value describes something related to the content’s origin or history, its current state or its future use.
| Thursday Sep 27, 2012
Building a taxonomy in SharePoint 2010 can be a fantastic way to improve content findability and enhance search results using tags from a controlled vocabulary. However, even the best tags can sometimes go awry, and have to be removed from use. But wait! Don't delete those out of date terms from your Term Store taxonomy. Deprecate them instead. Here's how.
| Wednesday Sep 5, 2012
There are many positive features to using the Term Store taxonomy management feature within SharePoint 2010. Unfortunately, not everything that we need as information managers is one click away.
| Friday Aug 10, 2012
SharePoint 2013 sure looks pretty from 35,000 feet above.
This week continued our exploration of all things SharePoint with the nitty gritty of what administrators can expect from the next version, features that everyone will love and the timeless question, "What's in a (Metro) name?"
We heard reports on the evolving field of archives from the SAA 2012 conference and were exhorted to all aspire to greatness.
| Monday Aug 6, 2012
As the paradigm shift from print to digital continues at an astonishingly rapid pace, employees are creating and saving terabytes of digital content to internal systems. At the same time, varied naming conventions render it difficult to locate and retrieve critical files once they are sent into the abyss of these systems.