Notes from SPSPhilly: Findability, Putability and Taxonomy building in SP 2010

SharePoint Saturday Philly Session: Findability, Putability, and taxonomy building in SharePoint 2010 by Bill English Fig 1: Bill English starting his session What is Putability Definition: The quality of putting content in the correct location with the correct metadata. The degree to which we put quality information into our information management system Truths: What goes in, must come out: garbage in, garbage out What is findability Definition: the quality of being locatable or navigable The degree to which objects are easy Putablity, findability and technology Most are clueless when it comes to thinking about how information should go into SharePoint Fig 2: Full room during Bill English’s session Notes/Interesting points

1. Great architecture will save your company significant monies through increased efficiencies.
2. Great architecture will give your organization a greater ROI on its’ Microsoft technology investments
3. Over 30 billion documents are created each year
4. Cost of documents is estimated to be as much as 15% of annual revenues
5. 85% documents are never retrieved
6. 50% of documents are duplicate in some way
7. 60% of stored documents are obsolete
8. 3.5 hours are spent by employees to search but they don’t find documents. Cost per year reaches 5,251.
9. Findability is not a technology. It is a way of managing information that is baked into the organization.
10. Search is too often viewed as an application-specific solution for findability. Findability is a well-defined and well-executed strategic model of consistent practices and actions.
11. People face problems because they avoid business requirements phase.
12. Information overload: we need right info at the right time
13. $900 billion cost to the economy in 2008 (WSJ)
14. 54% of us report feeling a “high” when we find information that we were looking for.
15. 80% of us feel driven to gather as much information as possible to keep up with customers and competitors.
16. IQ is dropped by 10 points during information overload while smoking pot drops IQ by 5 points.
17. #1 threat to company’s network security: employees who inadvertently exposed confidential information.
18. We can develop custom apps for tagging by using the metadata OM
19. Tagging can be done with web browser
20. Tagging can be done with office clients

What is e-discovery? Dispute -> file civil claim -> discovery -> trial or settlement Discovery is the exchange of evidence between the parties MMS – in a nutshell

1. content type distribution system
2. enables enterprise-wide CT usage
3. retains local control
4. pull technology

Enterprise taxonomy development Problem: users don’t want to take the time to tag information (Solution) MMS feature: force metadata assignments via closed lists and DIP Problem: users don’t know what metadata to select (Solution) MMS feature: users can select from a set of choices in a choice list The MMS is about putability, not findability (Note: This is live blogging. You may find typos and mistakes. Please ignore the mistakes. Thanks.) Personal Note: You can read more about MMS here: http://technet.microsoft.com/en-us/library/ee424403(office.14).aspx