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The five p’s of SharePoint taxonomy governance

The five p’s of SharePoint taxonomy governance. Mike Doane Term Management, LLC t erm-management.com. linkedin.com/in/mikedoane. The five p’s of SharePoint taxonomy governance. Purpose, People & Processes, Policies & Procedures.

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The five p’s of SharePoint taxonomy governance

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  1. The five p’s of SharePoint taxonomy governance Mike Doane Term Management, LLC term-management.com

  2. linkedin.com/in/mikedoane

  3. The five p’s of SharePoint taxonomy governance Purpose, People & Processes, Policies & Procedures

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

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

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

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

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

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

  10. 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

  11. Governance – people & processes

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

  13. Users can help drive a taxonomy by creating their own tags

  14. 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

  15. Governance – policies & procedures

  16. Governance – policies & procedures

  17. 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

  18. Managed Metadata 201: Advanced Taxonomy in SharePoint Wednesday July 23 at 11:00 AMManaged Metadata 301: Taxonomy Governance and Term Store Custom Properties in SharePointWednesday July 30 at 11:00 AMGo to: WANDinc.comto register Free Upcoming Webinars:

  19. Mike Doanemike.doane@termmanagement.onmicrosoft.com206-683-8857 Thank You!

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