2. Reduced cost of development and administration. SharePoint developers can customize the SharePoint interface and writ
SharePoint 2010 Term Store - The Case for “Going Native” Beware of Third-Party Proprietary Taxonomy and Auto-Classification Solutions that Bypass the Term Store and do not Support Managed Metadata Properties Introduction Recent reports suggest that Taxonomy Management and Auto-Classification is one of the top five most popular third-party add-ons for SharePoint 2010. Part of any strategic decision to standardize on SharePoint 2010 is to take full advantage of the Term Store - Microsoft’s initial building block to enable organizations to natively build taxonomy structures and facilitate the management of large amounts of content - much of which is strategic or of high value to the organization. The SharePoint 2010 Term Store does have certain limitations; polyhierarchies are unsupported, Term Sets with more than 30,000 terms unsupported and Term Stores with more than 1,000,000 terms are unsupported. It is only if one of these three limitations is critical to the business should an enterprise then even consider not “going native” and instead deploy a proprietary solution. For almost all SharePoint 2010 deployments, there are significant advantages in utilizing the Term Store and Managed Metadata Properties, thereby maximizing the investment in the platform. By leveraging semantic metadata though the Managed Metadata Properties, organizations are able to protect their data assets, drive governance and compliance around Records Management and sensitive information, improve findability and drive better social collaboration. It is our belief that organizations deploying SharePoint 2010 must embrace the Term Store and Managed Metadata Properties. However, we are seeing two types of organization; those still blissfully unaware of the inherent risks and that continue to evaluate Proprietary solutions that do not leverage the new functionality inherent within the SharePoint 2010 platform, and conversely those forward thinking and enlightened organizations that understand the issues and will therefore not evaluate vendors unable to deliver a natively integrated Term Store solution.
Where does your organization fit? If you are deploying SharePoint 2010, and looking at automatic document classification solutions, then download the “When and When Not to use Third-Party Tools” White Paper. The White Paper examines the critical role played by the Term Store and advises when and when not to use third-party tools.
How important is the SharePoint 2010 Term Store? Access the Webinar that examines the critical role played by the Term Store and advises when and when not to use third-party tools. Understand the importance of the new Managed Metadata Property and its integration with Microsoft and FAST Search.
Eight Reasons to Implement a Fully Integrated Term Store and Managed Metadata Properties Taxonomy and Auto-Classification Solution 1. Reduced risk and reliance on a proprietary solution Proprietary solutions are deployed uncoupled from the Term Store with taxonomy structures developed and managed separately, no support for Managed Metadata Properties and proprietary Web parts deployed to mimic “out of the box” SharePoint 2010 functionality such as the Search Refinement panel and other functionality reliant on Managed Metadata properties. 2. Reduced cost of development and administration SharePoint developers can customize the SharePoint interface and write applications using the native Managed Metadata controls and not have to learn about nonMicrosoft controls. SharePoint administrators can configure taxonomy metadata by creating list columns and mapping these to content types and sites using native facilities, not proprietary mapping tools. 3. Reduced training for users SharePoint users will use the built-in SharePoint facilities to view and edit taxonomy metadata which works with the Microsoft and FAST search engines “out of the box”. No retraining is required on unfamiliar non SharePoint controls. 4. Leverage native SharePoint Taxonomy (Term Set) editing controls deploying proprietary thirdparty solutions will mean that editing of Taxonomy (Term Sets) Metadata using native SharePoint editing facilities will be lost.
Third-party web parts have to be used from within SharePoint, which increases risk, training, cost and a reliance on the proprietary solution.
“When researching how to fully leverage content structure and search in SharePoint 2010, taxonomy and autoclassification within the Term Store was a clearly critical component. Concept Searching’s conceptClassifier for SharePoint, unlike other proprietary solutions, has truly embraced enterprise metadata management and the Term Store thereby fully leverages this new functionality delivered natively in SharePoint 2010.” Josh Noble, co-author of Pro SharePoint 2010 Search. 5. Leverage the integration of the Managed Metadata Properties into the search refinement panel Deploying third-party nonintegrated metadata tagging solutions will mean that the integration of Managed Metadata Properties into the Microsoft SharePoint Search and FAST Search for SharePoint search refinement panel will be lost, and proprietary web parts will be deployed to deliver the functionality adding risk to the solution. And the semantic metadata will not be available to other applications that make use of Managed Metadata Properties.
6. Leverage the value of your legacy content into your Term Sets Legacy content has intrinsic value for the business. Automatically generated conceptual metadata can be extracted from legacy content and used to tag content to the Term Store. That metadata is surfaced to other applications that make use of Managed Metadata Properties ensuring the value within your content is used and reused. 7. Drive compliance and governance Applying semantic metadata directly into the Term Store can be leveraged by the Managed Metadata Service to drive content types based upon that metadata. Documents of record can be automatically declared, tagged with retention codes, content types applied and content work flowed to the records center. Similarly sensitive information can be tagged with content types and Information Rights Management automatically applied and the content locked down appropriately. 8. Drive social applications through Managed Metadata Properties Automatically generated semantic metadata is also made available to social tagging, people profiling, social networking and folksonomy solutions that all leverage Managed Metadata Properties. Now organizations can combine the subjective tagging together with organizationally aligned taxonomies (Term Sets).
Forward Thinking Enterprises Understand Some of the world’s leading companies understand leveraging their investment in SharePoint can only be achieved with an integrated Term Store and Managed Metadata Properties approach. The USAF Medical Service As the “HMO that goes to war” the United States Air Force Medical Service (AFMS) employs more than 60,000 full-time Military, civilians, and Air Force Reserves. With a budget of $6.9 billion it runs 75 hospitals and clinics providing care to more than 2.6 million beneficiaries. Transforming raw information into actionable knowledge requires information awareness. Information retrieval can occur via a search engine or browsing a virtual file folder but both processes involve the use of metadata. As documents are created, users have the option to add subjective metadata to the properties of the document created. These meta tags determine not only where a piece of information is filed but also the “retrievability” of that information. When saving a document, the individual is faced with a “behavioral” issue – “do I or do I not populate meta tags”.
A corporate taxonomy imparts a structure that can initiate an automated metadata generation process and to which information can be auto-classified and retrieved by searching based upon a corporate taxonomy or Term Store. It provides organizations with the ability to cluster search results by function, product, and geographic region. The AFMS controlled vocabulary consists of over 39,000 unique metadata concepts, and when applied to a document enable the automatic meta tagging and autoclassification of that document to the Taxonomy (Term set). Through the transformation of relevant information into actionable knowledge, the AFMS has realized three significant benefits. Leadership is able to rapidly organize their organization’s explicit and implicit content to facilitate more effective communication and decision-making.
The meta tags tend to be subjective and are invariably incomplete. If the manual meta tagging process does not occur, this “behavioral” decision significantly reduces the chance that this piece of information will be retrieved later.
Finally, the US Air Force Medical Service is also deploying the technology to automatically tag content to enable compliance with the Federal Information Management Security Act, the Privacy Act Program, the Health Insurance Portability and Accountability Act, and the Arms Export Control Act, while driving down cost in the areas of FOIA, e-discovery, document migration, sensitive information control and effective Records Management. Term Store and Managed Metadata Properties clients include: US Air Force, US Army, Southern Union Gas, DoD Health Affairs, Perkins+Will, National Transportation Safety Board, American Chemistry Council, British Petroleum, Booz & Company, First Wind, Fragomen, California Independent Systems Operator, Midwest Independent Systems Operator and DAI.
Cross-functional operating units are able to push relevant information to interested persons, reduce process timeline, utilize untapped resources, and enhance outcome quality. For the organization, it avails contemporary and relevant information that assists and expedites task performance and decision making, advancing individual and group performance via enhanced situational and issue-specific knowledge.
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