Can IT departments build a secure, compliant and usable knowledge management solution with Microsoft software? We’ll look at the advantages and disadvantages of using Microsoft SharePoint as a knowledge management system and what can be done to enhance and extend the platform’s capabilities.
Moreover, the results are often inconsistent. Tagging an entire content repository, file by file, is an immense undertaking that will most likely require many knowledge workers sharing the responsibility. Even if the organization makes its best effort to develop and communicate guidelines, every individual will naturally develop his or her interpretation and system for assigning metadata. If you are using managed taxonomies, workers are likely to simply choose the first tag in the list that is provided. If you are using user-driven metadata, it can get even worse. For example, one employee might use the tag “communication” while another favors “communique.” These kinds of semantic variations can produce confusion and inconsistency in search results and undermine the goal of streamlining a company’s knowledge assets to make them more orderly and discoverable.
Without additional configuration, SharePoint search lacks the ability to sort results by relevance, even if metadata has been diligently and consistently applied to the whole repository. This is because the keywords used in SharePoint metadata can’t adequately denote attributes such as data importance or sensitivity. Consequently, a search query based on keywords alone will return a range of results with varying degrees of importance, listed by age.
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