SharePoint 2010 taxonomy

advice, SharePoint 2010 taxonomy, taxonomy construction, taxonomy maintenance

Taxonomy Champions

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It’s always good to have someone on staff at a client site when working on the analysis phase of a taxonomy project. It used to be unheard of, but now it’s becoming more the norm to have at least one person in the room from a client’s staff who knows the importance of a taxonomy (or two or three…).

We used to depend on a staff librarian or metadata manager (rare, I know) to be sitting at the table to help us explain what we’re doing on a taxonomy project. Now, guys from the IT department are chiming in on how critical taxonomies are, and how the business teams (marketing, SEO, analytics, HR, etc.) can really benefit from creating and using a taxonomy.

SharePoint 2010 is mostly to “blame” for this trend, but also the marketplace in general is wising up to the competitive advantages taxonomy can bring.

best practice, SharePoint 2010 taxonomy, tagging, taxonomy construction

Building Taxonomies in SharePoint 2010 (in Chinese)

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We’ve addressed using non-English languages in SharePoint 2010 term store to develop taxonomies before, but in this video, guest blogger Jackson Chang addresses the capability directly (in Mandarin) to explain how the General Business Taxonomy from WAND, Inc. – translated into Chinese – can be used in SharePoint. Jackson focuses on the Accounting & Finance term set.

我们提及过如何使用非英文语言在SharePoint2010 Term Store中来作分类的管理, 但是

advice, SharePoint 2010 taxonomy, tagging

Importing Existing Term Sets into the SharePoint 2010 Term Store (in English and Chinese)

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Importing a term set into an existing term group can be achieved in seconds. Within given term groups you can import built-out term sets with the click of a button. From this point it is a matter of moving selected terms from your imported set to desired locations.  Check out this video to see the process unfold.

Sounds easy, right? Think again. Does the set you’ve just imported play well with others? Have you suddenly and unwittingly created a host of synonyms or rogue related terms? Importing a term set is deceptively easy, but the process must be governed.

Check out Jackson’s video as well in Chinese as he demonstrates a term set import.

在SharePoint 2010 Term Store输入一组条目(a term set) 到已经存在的分类(条目)群组(term group)是非

常容易快速的, 你只需要轻松地点一下按键, 输入好条目组後你可以很容易地移动条目组到你所想要的地

方。 看以下的视频来了解如何插入条目的过程。

advice, best practice, SharePoint 2010 taxonomy, taxonomy construction

Creating Security Settings in the SharePoint 2010 Term Store

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One of the best ways to control who gets to use or edit a taxonomy in your SharePoint 2010 site is to use security settings. Use the settings for Term Sets in the same way you do in other ‘locked down’ areas (such as Document Libraries) in SharePoint 2010. Combine these settings with overall taxonomy governance and you’re on your way to improving search and navigation in SharePoint. Watch how Isaac sets security on Term Sets by checking out this video.

advice, best practice, SharePoint 2010 taxonomy, taxonomy maintenance

Tips and Resources to Help You Improve and Maintain Your Taxonomy

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This is a guest blog post from Sherrard Ewing ( He is an MLIS graduate from the University of Washington Information School and has served as a taxonomist for corporate and medical organizations.

So you’ve loaded a pre-built taxonomy into your SharePoint Term Store but now you need to add new terms.  How do you make sure that the terms you add to your taxonomy keep your search experience consistent?  Luckily there are basic tips and resources at your disposal that can help.

First, check to see if there is any documentation that accompanies your prebuilt taxonomy.  This is not always available, but if it is it may save you time determining how new terms should be structured.

If documentation is not available, it’s helpful to analyze your pre-built taxonomy.  Take note of how preferred terms, synonyms and term definitions are currently structured.  Use this analysis to put together some preliminary documentation that will help you, and anyone else who may maintain this taxonomy, adhere new terms to a consistent classification format.

Lastly, see if your pre-built vocabulary conforms to any existing standards and guidelines.  This may inform you as you put together documentation for your vocabulary and ultimately save you time by referring to the guidelines instead of writing out the documentation yourself.  Notable standards are those published by:

  • ANSI/NISO Z39.19 (2005) – a commonly used set of guidelines for monolingual taxonomies.  It’s very possible your prebuilt taxonomy follows the guidelines presented here.
  • ISO2788 for monolingual vocabularies, 5964 for bilingual soon to be merged in a new standard 25964
  • British Standards InstitutionBSI 8723-1(2005) which is current but in the process of being revised.  BSI 8723-2, 8723-3, 8723-4 have been withdrawn as this standard is being revised.
These simple tips will help to provide basic guidance and you move forward with your taxonomy implementation.  Your level of documentation and adherence to existing standards and best practices will depend on your needs but developing a level of consistency early on can prevent headaches with your taxonomy down the road.