1. © Copyright 2009 Dow Jones and Company Taxonomy and SharePoint: A Powerful Combination Laura Antos Dan Segal Dow Jones Client Solutions SLA 2009 Tech Zone June 15-16, 2009 Washington, DC

2. | © Copyright 2009 Dow Jones and Company2 Agenda  Introduction to SharePoint  Applying taxonomy principles to SharePoint  Guided demonstration  Building a taxonomy  Applying metadata  Creating a custom view  Overview of third-party add-ons

3. | © Copyright 2009 Dow Jones and Company3 SharePoint: What is it, and what does it do?  Portal  Internet / Intranet  Document repository  Content management system  Workflow management system  Expertise location system  Collaboration suite  Enterprise search  Application delivery  …any or all of the above

4. | © Copyright 2009 Dow Jones and Company4 SharePoint adoption: An I&KM priority Call to Action #1 for I&KM Professionals in 2008: “Come to grips with your company’s SharePoint usage.” “ ” Source: Connie Moore and Rob Karel. The Five Top Challenges Information and Knowledge Managers Must Master In 2008. Forrester Research, Inc. 2008. SharePoint created a tipping point for content management for the masses in 2007. Two drivers propelled its growth: Viral adoption (affordability, deployability, usability) Desktop integration (lightweight content management and collaboration) I&KM pros ignore SharePoint (and competing products in the space) at their peril.

5. | © Copyright 2009 Dow Jones and Company5 A Powerful Combination SharePoint Many content types and formats Documents Images / media Wikis / blogs / discussions People records Business data Events Residing in a single system Created and managed through a common process Searchable through one search engine Taxonomy Methodical classification and categorization Controlled tagging vocabulary Faceted; multiple points of access Systematically governed Maps organizational knowledge Contextualizes content Improves search precision and recall Facilitates information discovery Findability  Actionability  Business value

6. | © Copyright 2009 Dow Jones and Company6 Taxonomy and SharePoint: Landscape  Out-of-the box SharePoint, vs. customized  Search system, vs. search engine  Taxonomy vs. metadata  Thesaurus vs. list

7. | © Copyright 2009 Dow Jones and Company7 SharePoint: Terminology  Sites  Libraries  Lists  Columns  Values

8. | © Copyright 2009 Dow Jones and Company8 SharePoint: Sample site  A site can contain many Web Parts  Each Web Part delivers different content or functionality  Our focus: the Document Library Web Part

9. | © Copyright 2009 Dow Jones and Company9 SharePoint: Document Library  A Library is a location where content is stored  The stored items are displayed as a List  The List is arranged in Columns  Each Column contains Values

10. | © Copyright 2009 Dow Jones and Company10 SharePoint: Document Properties Card

11. | © Copyright 2009 Dow Jones and Company11 Building and applying a taxonomy in SharePoint  Example 1: Creating Lists  Example 2: Defining Columns  Example 3: Uploading Documents to a Library  Example 4: Creating a Custom View

12. | © Copyright 2009 Dow Jones and Company12 Power Tool: Site Columns  Reusable Columns that can be assigned to multiple Lists and sites  Useful for maintaining consistent metadata  Available to all sites within a hierarchy  Combine Site Columns with Custom Columns to permit both enterprise and locally- managed metadata

13. | © Copyright 2009 Dow Jones and Company13 Power Tool: Site Columns Enterprise Home Page Department A Site “Sales” Department B Site “R&D” Department C Site “Manufacturing” Team 1 Site Team 2 Site Define Site Columns (metadata) at the Enterprise or Department level; e.g., Document types Products and services Regions Metadata definitions and values from the Enterprise Site Columns are propagated through the site hierarchy.

14. | © Copyright 2009 Dow Jones and Company14 Power Tool: Content Types  Create content templates  By audience or originator (e.g., Finance Documents, HR Documents)  By function or format (e.g., Analyst Report, Status Report)  Pre-assign subsets of the taxonomy to specific Content Types  Benefits:  Consistency and relevance of metadata  Enforcement of metadata policy  Reduced burden on users to tag documents when uploading  Improved findability and actionability

15. | © Copyright 2009 Dow Jones and Company15 Limitations of List-based metadata  Lists are mutually exclusive for a given Property List: Beverages Coffee Orange juice Tea List: Coffee Decaffeinated coffee Espresso Instant coffee In the example above, Coffee can be a List value, or Coffee can be a List name, but there is no inherent association between the two. There is no easy way out-of-the-box to relate Coffee (beverage) with coffee varieties semantically.

16. | © Copyright 2009 Dow Jones and Company16 SharePoint out-of-the-box: The bottom line for taxonomists  Vocabularies are flat  Hierarchies are structural, not topical  The site hierarchy defines the taxonomy  Classical taxonomic relationships are essentially non-existent (BT, NT, RT)

17. | © Copyright 2009 Dow Jones and Company17 SharePoint out-of-the-box: The bottom line for taxonomists  Synonyms and Preferred Terms can be defined in the Thesaurus XML developer code writer programmer NT5 W2K Windows 2000 Expansion: similar to Boolean OR Replacement: similar to USE Source: http://support.microsoft.com/kb/289652

18. | © Copyright 2009 Dow Jones and Company18 Options for complex metadata management  Parallel systems with dual tagging  Custom programming  Third-party metadata management tool  External search engine

19. | © Copyright 2009 Dow Jones and Company19  SharePoint connects to Synaptica using Synaptica Web Services  Synaptica vocabularies can be imported as SharePoint Lists  SharePoint content can be linked to the imported terms Synaptica connector for SharePoint

20. | © Copyright 2009 Dow Jones and Company20 SharePoint administrators may import complete vocabularies from Synaptica using an integrated feature found under the Site Actions drop-down window. Import controlled vocabularies

21. | © Copyright 2009 Dow Jones and Company21 The import feature may also be used to update existing vocabularies that have already been imported to SharePoint. Update imported lists

22. | © Copyright 2009 Dow Jones and Company22 Importing a vocabulary will create a new list in SharePoint, which may be associated with documents stored in a document library. Create detailed lists

23. | © Copyright 2009 Dow Jones and Company23 A custom Application Page can be used to perform a real-time browse of Synaptica vocabularies to then apply to documents in the library. Tag documents using Synaptica

24. | © Copyright 2009 Dow Jones and Company24 Or, if the user prefers, he/she may search the Synaptica vocabulary to apply terms. Tag documents using Synaptica

25. | © Copyright 2009 Dow Jones and Company25 A custom Web Part can be used to perform a search using terms derived in real-time from Synaptica. Search for documents using Synaptica

26. | © Copyright 2009 Dow Jones and Company26 SharePoint users are able to apply tags and search for documents from the same set of controlled vocabularies being managed in Synaptica, allowing for standardization across SharePoint and other knowledge management applications being used throughout the enterprise. Standardize your tagging and searches

27. | © Copyright 2009 Dow Jones and Company27 Also consider: Third-party Search add-ons  Coveo  FAST http://www.coveo.com/

28. | © Copyright 2009 Dow Jones and Company28 Summary  SharePoint delivers a powerful, integrated suite of collaboration and productivity tools.  SharePoint adoption is a high priority in many organizations.  Taxonomy adds value to content that is generated and/or managed in SharePoint.  SharePoint’s native taxonomy capabilities are limited but can be enhanced with add-on metadata management and search tools.  Plan, plan, plan your SharePoint architecture!

29. | © Copyright 2009 Dow Jones and Company29 Dow Jones InfoPro Alliance  Contact us at www.factiva.com/infopro for articles, Webinars, and more InfoPro Alliance Webinar Offeringswww.factiva.com/infopro