THE FIVE P’S OF SHAREPOINT TAXONOMY GOVERNANCE Mike Doane Term Management, LLC term-management.com

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THE FIVE P’S OF SHAREPOINT TAXONOMY GOVERNANCE Purpose, People & Processes, Policies & Procedures

Able to create many taxonomies for use across multiple business units or areas of a company

Each taxonomy (Term Group) can have many categories, etc. (Term Sets)

Terms from taxonomies can be used as tags on content, lists, etc.

Taxonomies can also be used to drive navigation, topics, etc.

All of this is better enabled by controlling the Term Store with governance

TAXONOMY GOVERNANCE - PURPOSE  Why bother doing it?  Need to control a ‘controlled vocabulary’  Can integrate with overall SharePoint governance  Ensures consistency with search and navigation  Reassures users that they’re accessing all the relevant content that they can/should see  Provides a way to present consistent experience to employees  Not maintenance, but governs processes like maintenance

GOVERNANCE – PEOPLE & PROCESSES

1.Users  Contribute tags  Suggest new terms  Term usage 2.Taxonomist  Use editorial processes  Maintenance over time  Scale and growth  Works with business units  Day to day control 3.Committee  Usually meet twice a year  From many different business units  Approve changes to taxonomy processes 4.Community  Business Analyst  SEO Guru  Marketing Specialist  Search Consultant

Users can help drive a taxonomy by creating their own tags

GOVERNANCE – POLICIES & PROCEDURES  Why you need Polices & Procedures?  Provides way to control changes  Gives taxonomist way to mediate differences of opinion  Integrates into larger SharePoint governance  Allows way to separate editorial/semantic processes from technical processes  How to set up your own P&P  Use existing polices from SharePoint governance  Start with set of 10 basic polices

GOVERNANCE – POLICIES & PROCEDURES SharePoint Taxonomy PolicyDescription Importing a taxonomy Determines guidelines for correctly importing a spreadsheet into the Term Store. Adding a new term Provides guidelines for adding a new Term to a Term Set. Deleting a term Provides guidelines for deleting a new Term from a Term Set. Modifying a term Provides guidelines for modifying a Term within a Term Set. Reusing a term Provides guidelines for reusing a Term between two Term Sets. Adding a new Term Set Determines guidelines for correctly creating a new Term Set within a Term Group. Adding a new Term Group Determines guidelines for creating a new Term Group. Adding an Other Label Provides guidelines for adding an alternative Term to an existing Term. Disabling a term for tagging Provides guidelines for disabling a Term for tagging. Assigning term rights Determines procedures for assigning individuals/groups Term Control.

GOVERNANCE – POLICIES & PROCEDURES

CONCLUSION – TAXONOMY GOVERNANCE  Using the Term Store is an excellent way to extend SharePoint capabilities  Search, navigation, other ways to integrate taxonomy into SharePoint sites is valuable  Needs governance to prevent typical ‘growth without control’ issues that burden a SharePoint implementation  Provides guidance to non-experts in taxonomy work  Ensures curated growth of taxonomies across all of company

Managed Metadata 201: Advanced Taxonomy in SharePoint Wednesday July 23 at 11:00 AM Managed Metadata 301: Taxonomy Governance and Term Store Custom Properties in SharePoint Wednesday July 30 at 11:00 AM Go to: WANDinc.com to register Free Upcoming Webinars:

Mike Doane Thank You!