advice, best practice, SharePoint 2010 taxonomy, taxonomy maintenance

Taxonomy Governance: The Term Update Process


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Term Update Process
Steps in the Term Update Process

The importance of good taxonomy governance was discussed in our last post: Creating a Taxonomy Governance Checklist. With a complete taxonomy in-hand, intelligent governance must be brought to the process of maintaining your taxonomy as new terms are suggested and added. Your organization can design a workflow or policy for term updates by following these simple steps:

  1. Term Suggestion: Users discover and suggest new terms to the taxonomist, which are then queued for review.
  2. Term Submission: Alternatively, users submit new terms directly to Issue Tracker, where the taxonomist then reviews and preps it for team review.
  3. Team Review: All team members convene to review candidate terms, from which they list all proposed terms and discuss their merits when compared to existing terms.
  4. Team Vote: Members of the team then vote, using taxonomy standard NISO Z39 as a guide for term approval and resolving any conflicts that may exist.
  5. Taxonomy Update: Terms are then either added to the taxonomy in SharePoint, or stored for later review in a spreadsheet.
  6. User Update: Finally, users are notified of the status of proposed terms and outcomes are logged.

A more detailed explanation of each of these steps can be found in our Taxonomy Governance Checklist, which lists all of the considerations involved with creation and maintenance of a SharePoint taxonomy.

Taxonomy Governance Checklist PDFDownload/view a PDF of the Taxonomy Governance Checklist.

For more information, contact Mike Doane 
(mike.doane@termmanagement.onmicrosoft.com).

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