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Taxonomy: The Structuring of SharePoint for "Putability" and "Findability"

You must have a plan to manage and organize your information.

This is one of the most important parts of any SharePoint implementation. The plan will help you ensure that information is easy to find and that content is easy to access within your sites. Your information and the management of it is only as good as the metadata applied to the content and the search capabilities designed to index and query it. A taxonomy defines and controls the way a Web site is organized, what things are named, and how people find information. In short, a taxonomy makes it easier to organize and find things on your SharePoint site.

SharePoint uses content types for information asset types and term sets for coherent tagging of information. Content types define classification hierarchy of information built from a set of fields defining the metadata. Some metadata fields require the use of a controlled vocabulary defined in the managed metadata service.


Our Taxonomy Services
  • Plan and Setup Content Types
  • Determine basic taxonomy, including term, usage, owner, and group
  • Upload our Custom general taxonomy to your term store and Managed Metadata Hub
  • Provide Advanced Search Customization
  • Build Custom Document Archival Systems
  • Build Custom Document Conversion Systems (Word to PDF)

Taxonomy Planning Services

  • Document libraries and lists
  • Analyze document usage
  • Plan enterprise content storage
  • Site Navigation
  • Plan Metadata & Content types
  • Information management policies (Labels, Barcodes, Auditing, Expiration)
  • Plan document libraries
  • Plan Records management retention
  • Moving content from files to SharePoint
  • Plan content deployment Workflows
  • Plan Content approval workflows
  • Plan Versioning control

Design Factors

  • Findability of documents
    • search customization,
    • tagging of documents
    • standardized hierarchies
  • Putability of documents
    • email docs to SharePoint with auto-filing of documents
  • Compliance for legal
    • Required retention duration, auto-archival, and deletion
  • Security of documents:
    • Who can see what (audience targeting) and auditing
  • Governance of documents
    • Defined tags (to aide search)
    • Standardized hierarchies so users intuitively know where to locate or place documents.

New Taxonomy and Document Governance
Features in SharePoint

Large Lists and Libraries
Architecture and user experience have been improved so users can have much larger document libraries with metadata driven navigation to help users go quickly to the content that is most important to them. Libraries will scale to tens of millions and archives to hundreds of millions of documents. This is a key investment for high-end document and records management but also helps organizations with lots of smaller sites.

Enterprise Metadata
Content types and taxonomies can now cross server farms. Metadata has been applied to both the SharePoint and Office client user experience. The top-down taxonomy and bottoms-up social tagging (sometimes called folksonomy) combine to help improve search, navigation and people connections.

Document Sets
A new way to manage a collection of documents as a single object for workflow, metadata, etc. within SharePoint 2016 and Office 365 so experience more closely models your work product (e.g. a proposal that may contain a presentation, budget, contract, etc.).

Web Publishing including Digital Asset Management
A number of key improvements were made to make it easier to publish rich sites on the intranet or internet. A new browser ribbon and editor were used for speed site customization, content authoring and publishing tasks. New digital asset management features like thumbnails, metadata and ratings for images as well as video streaming from SharePoint. Finally, content deployment robustness was improved from authoring to production for larger scale sites.

Governance and Records Management
Compliance is an increasingly important requirement for organizations. Records Managements features were enhanced, building on the scalable storage and enterprise metadata support described above. Governance tools were improved in sophistication and flexibility. A few new features include: location-based file plans, multi-stage dispositions, in-place records and e-discovery.

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SimplePortals is a Microsoft Gold Certified Partner offering expert SharePoint consulting services. We offer SharePoint Migrations, SharePoint Installations, SharePoint Branding, SharePoint Deployment Planning Services, SharePoint Training, Search/Taxonomy Design, Governance Plans.
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