Designing a Microsoft SharePoint 2010 Infrastructure Vol 1 part 36 doc

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Planning Managed Metadata 7-11
• Term group manager. A term group manager is able to make changes to the
term set, such as adding new terms, deprecating terms, or changing
permissions for other users on the term set.
• Contributor. A contributor is able to make changes to terms and term sets
within a term group, but cannot change permissions on the term group.


Note: Term sets also have a user known as a term set owner. Term set owners do not
have any specific permissions on a term set, but are listed as a contact for query or
reference purposes.
Deprecating a term takes that term out of service, but does not remove it from any
items where that term is already applied.
SharePoint 2010 stores terms, term sets, and term groups in the term store. There
is one term store for each instance of the Managed Metadata Service.

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7-12 Designing a Microsoft® SharePoint® 2010 Infrastructure
What Is the Managed Metadata Service Application?

Key Points
The Managed Metadata Service application performs two primary functions:
• It stores enterprise keywords and term groups. The Managed Metadata Service
holds managed keywords and term groups, term sets, and terms in a database
that is associated with the service instance.
• It publishes content types. You can publish content types from a content type
hub through the Managed Metadata Service. Each instance of the Managed
Metadata Service supports one content type hub.

Each instance of the Managed Metadata Service supports up to 1,000 term sets and

30,000 terms for each term set, although maximizing both values in one instance is
not supported.
You can create several instances of the Managed Metadata Service in a single farm
to separate metadata publishing, to publish more than one content type hub, or to
scale beyond 1,000 term sets. You can also consume or publish metadata among
different farms if metadata requirements overlap.
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Planning Managed Metadata 7-13
In each term group, you can specify users who have administrative permissions or
the ability to update terms to enable specific users to govern term sets and control
their application.
Question: How can a large organization provide more than 1,000 term sets to
users to support metadata requirements?

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7-14 Designing a Microsoft® SharePoint® 2010 Infrastructure
Consuming Managed Metadata Across Farms

Key Points
To provide enterprise scalability in SharePoint 2010, you can share metadata and
content types between separate SharePoint farms by publishing the Managed
Metadata Service.
Consider an environment with multiple farms, such as a core intranet farm that
services much of the organization, and a departmental farm such as a farm for
research and development. The core intranet farm Managed Metadata Service
includes term sets for company departments, office locations, product listings, and
customers. It publishes several content types such as policy documents,
manufacturing procedures, and project documents. The research and development
farm Managed Metadata Service has a term set for project codes and risk
categories.

You can publish the term sets and content types from the core intranet farm for
use in the research and development farm so that the company department terms,
or project document content types, are available to sites in the research and
development farm. In addition, the research and development farm can create
additional term sets or content types without affecting the core intranet farm.
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Planning Managed Metadata 7-15
It is also possible to share managed metadata in two directions. In this scenario,
the core intranet farm can also use term sets from the research and development
farm, such as project codes.
Question: Can more than two farms share term sets or content types through
publishing the Managed Metadata Service?

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7-16 Designing a Microsoft® SharePoint® 2010 Infrastructure
Lesson 2
Overview of Content Types

Organizations can use content types to streamline working practices in SharePoint
2010. This approach works well because you can create templates for specific types
of file, document, or item and include metadata with the content type. In this way,
you can reuse a content type at numerous sites, lists, or libraries in the SharePoint
hierarchy, and the content type becomes a standard reference for the type of
information that you store.
Many organizations have standard documents or standard information
requirements that are frequently repeated. Content types enable organizations to
specify and control the standards that are associated with this information.


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Planning Managed Metadata 7-17
Objectives
After completing this lesson, you will be able to:
• Identify the purpose of custom columns and site columns.
• Identify the purpose of information management policies.
• Identify the purpose of content types.
• Create and publish a content type hub.


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7-18 Designing a Microsoft® SharePoint® 2010 Infrastructure
What Are Custom Columns and Site Columns?

Key Points
In SharePoint 2010, you can create custom columns to hold information such as
metadata or item data. Using custom columns, you can choose the data type for
the column and specify the information that the column stores.
Column data types include:
• Text or HTML content.
• A predefined list of choices, or choices that are based on another list in the site.
• Numbers.
• Currency values.
• Date and time entries.
• A person or group that is selected from the available SharePoint 2010 or Active
Directory® directory service users.
• An image.
• A calculation that is based on other column values.
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Planning Managed Metadata 7-19
• A choice from a term set.

You can create columns in a specific list or library, but these columns are only
available to items in that list or library, and you cannot use them with other lists or
libraries.

Note: A SharePoint library is a specialized form of SharePoint list that stores document-
type data rather than metadata-based items. Libraries support metadata.
You can also create site columns, which can then be associated with any list or
library at or below that site within the same site collection. Creating the site
column at the root of the site collection means that the column can be used
anywhere within the site collection.
You must use site columns when you add metadata properties to content types.

Note: When you plan custom columns, plan to avoid using the same column name twice
to clearly establish metadata and column associations.
Question: If you require a list of departments for users to apply as metadata in
several different sites, how can you create the departments list?

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7-20 Designing a Microsoft® SharePoint® 2010 Infrastructure
What Are Information Management Policies?

Key Points
Information management policies enable you to specify settings for document or
item behavior. The following table describes these settings.
Setting Description
Retention Retention settings control how long the list or library holds an
item and what happens after the item exceeds the retention
period. You can specify the retention period in days, months, or
years. The actions that you can specify include:

• Deleting to the Recycle Bin or permanently.
• Starting a workflow.
• Moving to another location.
• Deleting previous drafts or versions.
In addition, you can add a number of stages to the retention
settings so that you can configure more complex management
policies.