Classification and Automatic Metadata Tagging in SharePoint

8 Reasons You Should Consider Automatic Classification and Automatic Metadata Tagging in SharePoint – Digital Landfill.

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Term definition – A digital asset in this document is defined as a document, electronic file, database record or any electronic information with textual content that is stored or accessible by a computer.

1 — Corporate Metadata.

Of course, this is the foundation to your implementation. You may already have it and don’t know it — your corporate taxonomies are your Corporate Metadata! Yes that’s right. Use your company’s hierarchical classification of its terms of interest to tag all the digital assets in your SharePoint system.

2 — Forget about manually tagging.

First ask yourself how well has manual tagging worked and be objective in your answer.

• Have you been able to get two or more people to agree on the same metadata for the same digital asset?
• How much time are you willing to spend forcing people to enter metadata vs. doing their job?
• How can people in one department know if a specific digital asset is important for people in another department?
• Can you guaranty that all digital assets are being tagged according to corporate governance policies?
• Is a person really objective when deciding on what tags to use?
• How many tags do you require today and how many tomorrow?
• How many SharePoint templates are you willing to administer?

I can go on and on with questions but the best one is – As your business changes how are you going to retag your existing digital assets? The bottom line is that as much as we would like for the users to tag digital assets we can’t ensure it is happening properly or happening at all.

3 — Automatically tag your SharePoint library’s content.

Let me agree with the fact that this method is not perfect but I believe it is much better than manual tagging. An automatic process will get you a long way to your goal and with the proper implementation and the use of your corporate taxonomies you can tag, in an objective manner, your digital assets using their content as the basis for applying the rules.

Continues @ http://aiim.typepad.com

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