Designing a Microsoft SharePoint 2010 Infrastructure Vol 1 part 35 pps

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Managed Metadata 7-1
Module 7
Planning Managed Metadata
Contents:
Lesson 1: Metadata in SharePoint 2010 7-4
Lesson 2: Overview of Content Types 7-16
Lesson 3: Mapping Managed Metadata to Business Requirements 7-26
Lab: Planning Managed Metadata 7-36

MCT USE ONLY. STUDENT USE PROHIBITED
7-2 Designing a Microsoft® SharePoint® 2010 Infrastructure
Module Overview

When you add metadata to items or documents, you can categorize or classify
items to provide additional context, or filter items to find relevant material more
easily. You can also search on metadata values or use metadata to refine search
results. In this way metadata can improve search usefulness and relevancy and
provide additional context for items such as documents.
In most organizations, the most effective way to implement metadata is through a
defined taxonomy that you have standardized through stakeholder input. This
enables users to select metadata terms from a predefined list, which provides
standard results.
Microsoft® SharePoint® 2010 also has the capability to further enhance the
application of metadata by using content types. Organizations can use content
types to standardize specific types of file, document, or list item and include
metadata requirements, document templates, retention settings, and workflow
directly.

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Managed Metadata 7-3

Objectives
After completing this module, you will be able to:
• Describe the function of managed metadata in SharePoint 2010.
• Describe the function of content types and explain how to apply them to
business requirements.
• Match the managed metadata architecture in SharePoint 2010 to business
requirements.


MCT USE ONLY. STUDENT USE PROHIBITED
7-4 Designing a Microsoft® SharePoint® 2010 Infrastructure
Lesson 1
Metadata in SharePoint 2010

To understand how SharePoint 2010 can deliver improvements in organizing data,
you must understand the purpose of metadata and the taxonomies that you can
use to standardize the management of metadata. You must also understand how to
use the Managed Metadata Service in SharePoint 2010 to implement these
taxonomies. In addition, it is important to know how farm topology affects the
Managed Metadata Service, because many organizations will want to create
taxonomies that all teams and all users can use. Conversely, you may want to
create a taxonomy only for certain groups or users.
Objectives
After completing this lesson, you will be able to:
• Identify valid taxonomy structures.
• Identify options for managed metadata.
• Identify elements in the term store.

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Managed Metadata 7-5

• Identify the capabilities of the Managed Metadata Service.
• Plan for managed metadata in a multiple-farm environment.


MCT USE ONLY. STUDENT USE PROHIBITED
7-6 Designing a Microsoft® SharePoint® 2010 Infrastructure
What Are Taxonomies?

Key Points
Within SharePoint 2010, an organizational taxonomy is a classification
mechanism, typically hierarchical in nature, which users within that organization
can apply to documents or items that are held in SharePoint libraries or lists.
The purpose of implementing a taxonomy is to provide a means to organize and
classify stored content. Taxonomies can help users with the following tasks:
• Identifying how to store information.
• Identifying where to find information.
• Identifying the intended audience of information.
• Identifying the purpose of information.

When you plan a taxonomy, you must consider how and why users may want to
classify or organize content.

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Managed Metadata 7-7
Common taxonomies include the following sample classifications:
• Geography, such as country, region, office location, or site.
• Confidentiality, such as public, private, confidential, or secret.
• Departments, such as Human Resources, IT, Manufacturing, or Logistics.
• Projects or programs.
• External taxonomies such as vendors or customers.

Note: It is important to engage stakeholder input—such as getting input from user
teams—to establish the classification and taxonomy requirements of different teams.
Consider holding stakeholder meetings to help identify these requirements.
Although you should plan a starting taxonomy and nominate individuals to
control the taxonomy, you should recognize that taxonomy structures are often
organic—that is, the structure may develop and change over time, with new
elements added and other elements removed.
Using SharePoint 2010, organizations also have the capability to create
folksonomies. A folksonomy is a more flexible way of organizing or categorizing
content, which users can extend without administrator intervention.
Question: Why is stakeholder input important to help establish the taxonomy?

MCT USE ONLY. STUDENT USE PROHIBITED
7-8 Designing a Microsoft® SharePoint® 2010 Infrastructure
What Is Managed Metadata?

Key Points
Metadata is information about files or documents. For example, metadata for a
document may include the author of a document or the date that the document
was last changed. In SharePoint 2010, you can manage metadata in a variety of
ways and standardize your metadata across separate sites, site collections, Web
applications, and farms to create taxonomies or folksonomies that help users to
identify and use content more efficiently.
Metadata can provide the following benefits:
• You can use metadata to provide additional references or context to an item or
file, and users do not need to open the item to see this information.
• You can use metadata to categorize information. This categorization can help
with filtering views and displaying relevant information.

• You can search for metadata or keywords. Metadata is indexed and searchable,
and you can use the search results page to filter search results by metadata
values.

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Managed Metadata 7-9
Users can tag items by using enterprise keywords to assist with search. Enterprise
keywords are stored as a single, flat list of keywords that all users can use and
usually all users can update. Enterprise keywords can provide a folksonomy for
content within an organization.
You can provide for more controlled metadata usage by using terms. Terms are flat
or hierarchical lists of text entries that you can use as metadata in SharePoint
columns. For example, you can use terms to create categories or classifications for
documents. Terms are often closed so that only specified users can update the list,
providing a controlled taxonomy.

Note: You must distinguish between terms and keywords. Administrators typically
predefine terms, whereas keywords are often not predefined. Administrators can
promote keywords to terms by using the term store management tool.
You can create content types to represent specific types of file or document, such
as a project proposal or a business process document. Content types can have a
specific document template in addition to a set of defined columns for metadata.
You can create content types within a site collection for use only in the same site
collection, or publish the site collection as a content type hub so that you can use
the content types in many site collections.
Additional Reading
For more information about managed metadata in SharePoint 2010, see

MCT USE ONLY. STUDENT USE PROHIBITED
7-10 Designing a Microsoft® SharePoint® 2010 Infrastructure
Introducing Terms and Term Sets

Key Points
SharePoint 2010 provides managed metadata in the form of terms, term sets, term
groups, and term set owners. The following list explains this terminology:
• Term. A term is the individual value or entry that you want to provide to users
for use as metadata. For example, a term may be an individual office location
or an individual identification code for a project.
• Term set. A term set is a list of related terms. For example, a term set may be a
list of all of the company’s office locations or a list of all project identification
codes. Term sets may be a flat list or a hierarchical list. You can use a term set
as the target for a managed metadata column type.
• Term group. A term group is a collection of term sets that provides a set of
access permissions. You plan term groups based on the users who must be
able to update, change, or deprecate terms in term sets.