December 13, 2022

Metadata Management for Microsoft Teams

Introduction to Metadata

Metadata is data about data which describes about the nature, origin, structure, and context of data. For example, the metadata of a word document would be author, file name, file type, file size, data created, date modified, and so forth.

For organizations that use collaboration platforms like Microsoft Teams, metadata management ensures consistent, reliable, and higher quality data which facilitates effective data governance. It allows you to create structure to your enterprise data and find its value for better usability and discoverability.

Why Manage Metadata in MS Teams

The significance of metadata in Microsoft Teams is to structure, organise, and identify files within the team. It helps team members to search for relevant information and discover resources, especially if Teams environment is overloaded with files. With the new file experience in Teams, metadata can now be surfaced and used within Microsoft Teams, however it is important to note that it is still created within the document library in the associated SharePoint site. 

Though easy and effective to integrate, metadata management from within Microsoft Teams has some limitations. You can’t change existing metadata or populate while uploading a file. To make even a small change, you need to navigate to the underlying SharePoint site which is time consuming and complex. Therefore, you should look for a third-party solution to manage metadata in Teams.

Capabilities of a Robust Metadata Management Solution

A comprehensive metadata management solution has following capabilities:

  • Data governance solution to support your governance policies and regulatory compliance efforts
  • Data inventory to maintain the record of all data assets such as content, source, licensing, and so forth, for capturing valuable insights
  • Data enrichment for appending the existing governed data with new sources for effective utilization
  • Data lineage to study the flow of data through its journey and discover its transformation to improve auditing and risk management
  • Active metadata management to support broader data management activities though automation
  • Collaborative workflows to help administrators understand metadata consumption to enhance data quality
  • Business semantics and rules to support business terminology and visibility
  • Policy management for maintaining security and privacy

Configuring Teams Metadata using TeamsHub.io

TeamsHub.io is a powerful governance solution that enables end-to-end metadata management that drives automation in Microsoft Teams. TeamsHub.io allows you to harvest and manage all your enterprise data effectively in a single pane of glass for an enriching user experience.

Metadata management is one of the key factors for successful data governance across Microsoft 365 ecosystem. TeamsHub.io uses metadata to make content easier to search, sort, and filter. With the help of metadata, you can efficiently perform record management activities like classification, archival and disposition. By applying governed metadata in Microsoft Teams, you can effectively prevent content proliferation and mismanagement.

Metadata in TeamsHub.io collects and maintains information about your Microsoft Teams data and enables you to discover unique collaboration capabilities. You can create custom metadata in Microsoft Teams to further configure governance rules and policies.

To learn more about metadata management in TeamsHub.io and other benefits, please visit https://teamshub.io or contact sales@cyclotrongroup.com to request a demo

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