Setting up a term store in SharePoint is a foundational step to ensuring your organisation’s content is well-organised and easily accessible. This process involves creating a set of standardised terms that can be used across the platform, known as Managed Metadata.
Managed metadata allows you to categorise and tag content consistently, making it easier to search and manage. In this blog post, we’ll walk through the steps to set up a term store, focusing on the best practices for creating a functional classification scheme.
Building the information architecture
When setting up the term store, I like to start with a clear and organised structure under a new heading called Information Architecture. This serves as the backbone for all metadata and taxonomy in the organisation, providing a unified framework for managing content.
Under the Information Architecture Group I then build out the different groups and metadata terms as shown in the screen shot below:
Basic metadata terms
1. Function
The “Function” term contains all the different functions within an organisation. This could include areas like Finance, Human Resources, Marketing, Sales, IT, and more. By categorising content based on function, you can easily locate and manage documents related to specific business areas.
2. Document Type
The “Document Type” term encompasses all types of documents used within the organisation. This includes policies, procedures, templates, forms, videos, images, and other document types. By tagging documents with the appropriate type, you can streamline content management and retrieval processes.
Together, these terms form the start of a functional classification scheme.
The importance of a functional classification scheme
A functional classification scheme is a method of organising documents and other content based on the function they serve within an organisation. This approach offers several key benefits:
Improved Searchability: By categorising content based on function and type, users can more easily find the documents they need.
Consistency: A standardised approach to tagging content ensures that everyone in the organisation uses the same terms, reducing confusion and improving data quality.
Efficiency: Functional classification streamlines the process of managing and retrieving documents, saving time and effort for all users.
An example of a functional classification scheme for a Communications Department
Let’s consider an example of how a functional classification scheme can be implemented for a Communications department:
Function: Communications
Under this function you might have the following document types:
- Policies: Media Policy, Social Media Policy, Public Relations Policy
- Procedures: Press Release Procedure, Crisis Communication Procedure
- Templates: Press Release Template, Newsletter Template
- Forms: Media Request Form, Interview Request Form
- Videos: Promotional Videos, Training Videos
- Images: Event Photos, Staff Headshots
In a document library, you could structure the folders and metadata like this:
- Communications
- Policies
- Media Policy
- Social Media Policy
- Procedures
- Press Release Procedure
- Templates
- Press Release Template
- Forms
- Media Request Form
- Videos
- Promotional Videos
- Images
- Event Photos
- Policies
By using a functional classification scheme, the Communications department can quickly find and manage content, ensuring that all team members are using the correct and up-to-date materials.
Wrap up
Setting up a term store in SharePoint Online with Managed Metadata is a crucial step in creating an organised and efficient content management system. By building out a functional classification scheme under the Information Architecture heading, you can ensure that your organisation’s content is easily accessible and well-organised.
