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Taxonomy with Search makes Data Findable

Have you ever been frustrated searching for something you couldn't find? It's more than frustrating, it's a waste of time - imagine all of your people doing the same! The promise that SharePoint has delivered over the years has been about bringing ECM to the masses, or bringing organizational content to everyone. SimpleSharePoint's content management experience can assist your corporate taxonomy initiatives so that you and your people don't let valued time go to waste.

Our Services Include

  • Site-level retention policies
  • Discovery Center deployment
  • Support for searching and exporting content from file shares
  • Team folders to integrate Exchange and SharePoint
  • Search customization
  • Taxonomy roadmaps
  • Taxonomy Governance plans
  • Taxonomy customization services

Organizations need enterprise search to avoid the information overload that knowledge workers are faced with each day. Enterprise search allows workers to quickly find the information they seek and even more importantly, helps them to avoid finding the wrong information.

Findability Obstacles Include:

  • Poor search functionality
  • Inconsistency in how information is tagged
  • People not knowing where to look or what to look for

Related Software:

  • SimpleSharePoint's Project Management Central helps you keep track of your projects, too.
  • SimpleSharePoint's People Finder lets you manage contacts and the information you need about your people.

Taxonomy Woes 

Using managed metadata to solve the way a company organizes its information is really the only way to go

Saving in the long-term your time, effort, and money, not to mention the integrity of your company's information management and storage. But for most companies, it's like eating an elephant.

So how do you eat an elephant? One bite at a time. Our services provide expertise to drive the process. Our Taxonomy Creation engagement begins with an initial content audit. We work with you to create taxonomies for the areas identified in the content audit. The final deliverable is a taxonomy specifically created and customized for your organization that will drive your SharePoint search success.

Key Capabilities for Metadata Services

  • Define your Managed Metadata services instances (term store) and Content Hub
  • Define if single or multiple term stores are required
  • Define your term store groups to organize term sets
  • Define your term sets
  • Define your terms

SharePoint Metadata Example 

SharePoint is capable of displaying multiple views to help reduce the need to dig for content. Using metadata - titles, descriptions, groupings, other searchable metadata - will allow users to customize views and find what they are looking for more easily.

We provide SharePoint Consulting services including:

  • Optimizing security for audiences
  • AD security groups, SharePoint groups
  • Security best practices

A tree has a trunk, a trunk has a branch, a branch has another branch and it usually ends with an old adage “and the green grass grows around it.”

When a business has several divisions, the tree structure starts to take on a new shape. An example:

A tree has a trunk (My Business). A trunk has a branch (my division). On the branch, there are a few other things that can easily be classified as Operations (Support) or Development (Creative / Testing). A trunk has another branch (another division), and on it goes…

Managed Metadata and SharePoint’s Term Store provides a person with the functionality to easily understand what SharePoint wants and gives an interface that is not that difficult to learn.

  • Taxonomy - a formal hierarchy of terms and tags that can be centrally managed in SharePoint's managed metadata hub
  • Folksonomy - Informal list of ad-hoc tags or terms built up over time
  • Ontology - Formal representation of knowledge as a set of concepts and the relationships between them
  • Term Store - a database that houses taxonomies
  • Term Set - the second level of a taxonomy
  • Term - (AKA "tag") An element of the defined taxonomy

Web Content Management

Content is king. From small copy changes on a website to entire campaigns built and uploaded straight from mobile platforms, the ability to act quickly in extending and protecting brand advocacy gives content creators the authority to manage a live web presence.

Using SharePoint Web Content Management allows maximum flexibility and personalization to satisfy creative departments, without sacrificing the power of automation of template design. Tight lifecycle management allows you to take advantage of a configurable and reusable workflow model, tracking changes and archival. SharePoint can automate many of the processes for managing, protecting, and preserving critical data, and even create retention schedules to manage the entire life-cycle of your organization's digital assets. If you ever need to respond quickly to litigation or audits, you can use self-service eDiscovery to help get what you need immediately without involving IT.

Key Capabilities:

  • Workflow documentation and approval
  • Set up a Content Lifecycle Management Process
  • Work with you to create and use a metadata standard for document tagging
  • Install and customize SharePoint's Record center
  • Enable an enterprise-wide taxonomy for meta-data navigation
  • Enable SharePoint's product catalog (useful for services as well!)
  • Extensive personalization and support
  • UI Design, Information Architecture and Analysis
  • Simple content editor (WYSIWYG interface for business users)

The Records Center is intended to serve as a central repository in which an organization can store and manage all of its records such as legal or financial documents. The Records Center supports the entire records management process, from records collection through records management to records disposition.

The Records Center site template is similar to other SharePoint sites in that it serves as a general repository for documents and enables collaboration among site users. The Records Center site template, however, is a pre-configured site designed specifically to help organizations implement their records management and retention programs. Versioning, auditing, metadata management, eDiscovery, and customizable record routing are built-in features that can help you manage records more effectively.

Note: SharePoint provides the ability to manage records "in place." With in-place records management, you can use any feature available in the Records Center, such as information management policy enforcement, routing, and hold, to manage records on any site.

  • Navigation is Driven by metadata
  • Content is the focus
  • Site structure is the focus
  • Content can be anywhere

SharePoint Product Catalog.

SharePoint Taxonomy Developement Steps 

SharePoint Topic Drilldown


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