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  • Writer's pictureShawna Applequist

Content Management and the New Microsoft SharePoint Premium Tools

Why does content management matter?

Content management is essential to any business for a variety of reasons. It plays a pivotal role in maintaining a consistent and professional presence in the digital realm. A well-organized and up-to-date content management system (CMS) ensures that a company's information and databases are filled with accurate and relevant content for their employees. A disorganized, outdated system can easily lead to confusion and frustration among all those involved. Ultimately, effective content management allows businesses to stay agile, competitive, and efficient even with the demands of a constantly changing digital landscape.


Content management is all about creating value in documents and data. Microsoft's SharePoint Premium is a content understanding, processing, and compliance service that uses the latest technology in document processing, Artificial Intelligence (AI), and Machine Learning (ML). From content assembly to tagging and recognition, SharePoint Premium supports your content management process from beginning to end.


Microsoft is constantly adding new features and updating existing products to better serve its customers. Most recently, Microsoft's SharePoint Premium has been getting attention for some new features: most notably, the taxonomy auto-tagger for documents stored in SharePoint libraries. According to Microsoft, this tool "gives you the ability to automatically tag documents in SharePoint libraries with terms configured in your term store using AI. These terms are stored in a managed metadata column (also known as a taxonomy column) on the item, making the documents easier to search, sort, filter, and manage." (1) Conveniently, the taxonomy tagger supports a variety of file types including .doc, .pdf, and .pptx.


This feature is an exciting advancement for people who work closely with content management because this taxonomy tagger provides a "straightforward, no-training option that eliminates the need for users to manually tag documents or build and train sophisticated AI models to tag basic terms." (1)


Let's understand this taxonomy tagger a bit better: first, what is a taxonomy? A taxonomy is a tool used to organize your data or content into specific categories falling into a hierarchical structure, allowing for easy and effective retrieval of data to allow users to find and implement relevant information. Furthermore, there are products on the market today that offer curated, prebuilt taxonomies that can be imported directly into SharePoint. These allow you to focus on the parts of content management that add value to your business without getting bogged down with the long and confusing process of creating your own taxonomies from scratch. Using a prebuilt taxonomy has numerous benefits, but in this article, we will be focusing on the top ten benefits of integrating prebuilt taxonomies into the SharePoint Premium taxonomy tagger.

 

Enhanced Metadata and Tagging Accuracy


The effectiveness of any tagging effort is directly tied to the quality of the metadata used to tag. Bad metadata leads to bad tags. With a prebuilt taxonomy, you can ensure that only quality metadata is being used to tag your documents.


Improved Content Discoverability and Searchability


Gone are the days where you are stuck manually digging through thousands of documents to find the one you need. With Microsoft's SharePoint Premium tool, a simple search will lead to relevant results instantly!


Efficient Content Retrieval


By facilitating efficient content retrieval, Microsoft's SharePoint Premium streamlines the process of accessing critical documents and data, reducing the time and effort required to find specific information. This ultimately improves workflow efficiency.


Enhanced Compliance and Governance


Integrating prebuilt taxonomies into your SharePoint Premium solution fosters enhanced compliance and governance efforts. Maintaining consistency in data classification ensures that content is tagged according to regulatory standards, reducing the risk of non-compliance issues arising.


Expert Knowledge


Prebuilt taxonomies leverage expert knowledge by incorporating industry-specific terminology and industry best practices and standards into the classification process. This empowers organizations to benefit from domain expertise without extensive training or manual effort.


Consistency in Content Classification


Providing predefined categories and terms ensures consistency across content classification by reducing the potential for discrepancies or confusion in the ways different teams or individuals choose to tag or classify information.


Accelerated Implementation


Accelerated implementation is possible when you use prebuilt taxonomies. Organizations can leverage existing frameworks rather than developing their own from scratch. This can save valuable time during deployment and reduce the learning curve for users.


Simplifying Regulatory Compliance


This becomes more manageable with SharePoint Premium and prebuilt taxonomies because it automates the tagging process, ensuring that content adheres to specific industry regulations and standards, thus reducing compliance-related risks.


Time-Savings


As we have already hinted at several times, the time-savings are a significant benefit. Users will spend less time manually tagging and categorizing content, allowing them to focus on the more strategic tasks all while maintaining accurate metadata and classification.


Cost-Efficiency


This is achieved by reducing the need for extensive manual labor and custom taxonomy development. Organizations can cut costs associated with data management, making Microsoft SharePoint Premium's taxonomy tagging feature a financially prudent choice.

 

While Microsoft SharePoint Premium's taxonomy tagging feature is relatively new and as such, will likely go through several more updates, I for one am excited to see this tool begin to be employed in businesses' CMS efforts across the world. Content which is well-managed enables experts to work on the things that only they can do and lets the computer take care of the management of information already created. What this might look like in your business is up to you, but the benefits are clear, regardless of what information you may be managing.


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