Whether people work in the office, from home, or in hybrid environments, one challenge continually confronts modern workers: enterprise search functions in content management systems. Even when documents are where they should be, search engines are only as good as the metadata tags -- keywords and phrases that describe a file -- that users assign to content. Users must be able to improve the accuracy of metadata tags, but that process requires training and a content tagging taxonomy.
Identifying keywords that correctly represent content can help create a content tagging taxonomy, which can remedy enterprise search issues and get users the right information. In other words, a taxonomy supports a content strategy and helps optimize content management systems (CMSes), processes, workflows, and business intelligence platforms.
A taxonomy is a formal classification system, usually with some level of hierarchy, that categorizes information. For example, a taxonomy can include types of content -- such as contracts, invoices, sales proposals, and case management reports -- and the location in which a document is relevant, among other categories.
To make search and retrieval easier and more predictable, content managers should define a formal taxonomy, starting with considerations from key departments. Taxonomy defines multiple hierarchies and can fine-tune enterprise search strategies. In addition to full-text search, content managers can make it so users who understand the taxonomy can more easily find content.
When an organization develops a taxonomy, it should start with key applications, such as finance and HR apps. Then, that business can formally define the required metadata, along with the keyword values for each, which can influence search engine optimization. For example, both the HR and finance systems may have designated codes for locales, so the U.S., Canada, and E.U. might be US, CA, and EU, respectively. Professionals in those departments should determine the required document types for their teams and their metadata.
Both these formal taxonomies and informal folksonomies can be important. However, if businesses use them incorrectly, they can sabotage content management and search efforts. A taxonomy strategy relies on training users on the importance of both and when it is best to use each.
Content managers must set rules for managing keywords. First, organizations must ensure they know the source of truth for each keyword list, which includes knowing who names new offices or products and who assigns office locations. A taxonomy strategy should outline who owns what and who updates it.
Inconsistent search results can negatively affect user confidence. Whether users search in a CRM platform, SharePoint, or another system, the metadata in the search criteria should be identical and the results should be the same. If organizations can build and maintain a content tagging taxonomy, they can improve enterprise search and make relevant content more available to employees and customers.
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