Governing Content Types, Policies, and Taxonomy Services in SharePoint 2010

2. Governing Content Types, Policies, and Taxonomy Services in SharePoint 2010 Name Title Company

3. Agenda • Managed metadata Overview • Enterprise Keywords • Term Store • Managed Metadata Column • Content Type Publication

4. Information Management Governance Managed Metadata

5. What is Managed Metadata? A hierarchical collection of centrally managed terms that you can defineand then use as attributes for itemsin Microsoft SharePoint Server 2010.

6. Enterprise Keywords • Simply words or phrases • Keyword set • Enterprise Keywords column. • Enterprise keyword control • New or existing displayed • Multiple values by default.

7. Enterprise Keywords RTM Update • "managed keywords" are now called "enterprise keywords" • The Enterprise Keyword column is not on the Document content type out-of-the-box. • By default, the social tag store isn't informed about any managed metadata that's added to items. • "private term set" only seen from the suggestions UI except when you're entering a value for the column that's bound to the private term set.

8. Applying Metadata Edit properties UI Location-based metadata Business process Document information panel Backstage InfoPath forms Object model Web Browser Office Client Custom Apps

9. Applying Metadata Demo

10. Managed Metadata Services Overview Database • Term store • Term • Term sets • Term groups Content Type Hub MMSSA Content types • URL • Local or remote

11. Managed Metadata Connections • Web application • Connection to a managed metadata service • Can have connections to multiple services • Services can be local to the web applicationor remote • Connections options • Default keyword location • Default location for column specific term sets • Use content types • Push-down content type publishing updates

12. Terms A word or a phrase that can be associated with an Objects in SharePoint Server 2010 Two types: managed terms and Enterprise keywords Merge, delete, deprecate, translate, move Synonyms, description, translations, custom properties Maximum one million objects per term store Implemented through “managed metadata”site column Definition Usage/Limits Example

13. Term Sets A collection of terms that are arrangedinto and stored as a hierarchy or a flat list One instance of source term 30,000 terms per term set Maximum 1,000 term sets per term store Specify that a column must contain a termfrom a specific term set Locations Definition Usage/Limits Example

14. Term Set Group A collection of terms sets Many groups per term store Used as security boundary Office PG & Windows PG Definition Usage/Limits Example

15. Term Store A database in which managed metadata is storedin the form of term sets and terms Groups container Settings for language, ACLs (un)partitioned Many term sets per group One term store per SSA Separation for Scale Definition Usage/Limits Example

16. Term Store Demo

17. Managed Metadata Column • New Column Type: managed metadata. • Specify the term set • Used to enforce terms • Added to new or existing content type.

18. Managed Metadata Column Demo

19. Managed Metadata Column Type Enterprise Keywords Managed Metadata Single or multi-value field Base doc content type One per content type Multiple columns on a list,library, or content type Validate against all available term sets in all available term stores Inclusive/exclusive filtering Always for “folksonomies” MUI enabled Auto-complete Preferred term Most recently used Tree picker control

20. Benefits of Managed Metadata • More consistent use of terminology • Better search results • Dynamic

21. Information Management Governance Content type Publishing

22. Content Type Publishing Up-to-date and consistent schemasacross the Enterprise Syndicated content types can havea single policy Share across Site Collections& Farms Schema Policy Reuse

23. Content Type Publishing • Managed Metadata service • Enterprise Metadata hub for content type publishing. • Connect and subscribe • Configured within the Central Admin • Centrally managed. • Read-only on subscribing sites. • Re-publish updates

24. Publishing Content Types Content Types Published from normal site collection Metadata Service syndication is not requirement Service connection can consume content types from the service Per consuming SC error report Consuming SC report Rollup report at hub Reporting

25. Content Type Hub • Maximum of one hub per MMS • Subscribe to more than one hub • Set on site collection • Content type container • Accessed by URL

26. Managing the Hub • Publish content types • Republish content types • Unpublish content types • View the publishing history

27. How Does Managed MetadataHelp With Governance? Consistent terminology Navigation/filtering Archiving/retention/deletion More metadata Synonyms Making it easy on the users Reduce training Workflow Information Architecture Better Search Results Adoption

28. Content Type Publishing Demo

29. Summary • Managed metadata Overview • Enterprise Keywords • Term Store • Managed Metadata Column • Content Type Publication

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