advice, best practice, enterprise content management, SharePoint 2010 taxonomy, taxonomy construction

Creating and Managing Taxonomies in SharePoint 2010: User Questions


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Sure, SharePoint 2013 is almost here (and already here for some of you), but lots of companies are just now getting up to speed with SharePoint 2010 ā€“ and getting their first exposure to the Term Store Management Tool, the tool for creating and managing taxonomies within SharePoint.

This is the first of two posts addressing common, and important, questions concerning the development and implementation of a taxonomy in SharePoint (and yes, many of these will apply to SP 2013 as well).

Overview

Q: What value does a taxonomy bring to a SharePoint 2010 implementation?
A: It allows for better management of information and provides users an easier and more efficient way to find information in one or more Site Collections.

Q: Is the SharePoint 2010 Term Store Management tool open to every user?
A: No, access to the Term Store is set up by a SharePoint administrator and should be limited to those people who will be working on the taxonomies.

Planning

Q: Who should lead a taxonomy project within a company?
A: Most taxonomy projects can be led by someone like an information manager or corporate librarian, in conjunction with a representative from the IT department.

Q: Is performing a content audit a good idea before starting to build a new taxonomy?
A: It can be, especially if it reveals types of content or key phrases in how users have organized content in a file plan or folder structure. This can provide keywords and phrases that can be built into the taxonomies.

Q: What value does creating a taxonomy roadmap provide?
A: It gives stakeholders and project sponsors the ability to understand the value and timeline of implementing taxonomies in SharePoint 2010, and it can be used to promote taxonomy capabilities to users.

Evaluating

Q: What are two main reasons for creating and implementing taxonomies in SharePoint 2010?
A: Tagging content items with terms from the Term Store can make them easier to find in search, and Content Types can use terms from the Term Store to make them more relevant for creating new content.

Q: Is it a good idea to use existing taxonomies from industry standards organizations or third-party vendors?
A: This depends on the industry, but in many cases the cost of acquiring an existing taxonomy from an industry group or a vendor can save a lot of time doing the research and creating the initial taxonomy from scratch.

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