Managing Metadata in SharePoint Can Be a Pain in the You Know What
I am writing blogs aligned with our next webinar Going Meta in SharePoint – Tricks of the Trade, and am somewhat incredulous. Creating term sets can require a lot of time, and I mean a lot of time. It’s not unusual for a client to have millions of documents – one of ours has over 20 million. You’d have to have an army of term set creators and managers to effectively and efficiently assign the metadata. Enter the end user. Alas, end user metadata is still highly prone to human error and is subjective.
Depending on your environment, your end users can have the authority to create a managed metadata column and their own term sets. Personally, I envision that as an accident waiting to happen. I do understand that you may want to give end users authority for a specific project or event, but unfettered metadata management in the hands of end users is kind of frightening.
If you disable the end user feature, you probably wouldn’t want to alter a global term set for individual or group needs, essentially cluttering it up, so you create a new term set, and another, and another. Life becomes more difficult for the users too – they will need to request a change or addition, and we all know it probably won’t be done lickety-split. I can just imagine a free-for-all once users catch on how to do it. Chaos reigns.
You know, we try really hard to stay away from advertorials. If you read our blogs, hopefully you will visit our website and see all the cool stuff we do with metadata. Specifically, our taxonomy component that writes and updates the term sets, working bi-directionally and in real time.
But come on folks, I think you should all be looking managing metadata with tools that will save a tremendous amount of time, and so save money. We have some generic return on investment information about this, so just let me know if you’d like me to send it to you. In the interim, have fun with your term sets – at least it helps with your job security.
Join us for our Going Meta in SharePoint – Tricks of the Trade webinar, on Wednesday February 14. Robert Piddocke, our Vice President of Channel and Business Development and author of SharePoint Search books, discusses SharePoint functionality and how metadata can be used to automate and drive business processes, to provide an enterprise metadata framework and proactively manage content.