In this chapter, we have taken a look at the types of metadata that can be applied in SharePoint 2010, ranging from hierarchical taxonomies to unstructured folksonomies. We have reviewed the administrative tools for managing hierarchical taxonomies. We have demonstrated the advantages users gain from taxonomies, especially when navigating document libraries with a large number of documents. And, finally, we have shown the range of applications where using different types of metadata can be applied appropriately.

The most important reason for using managed metadata is to have better search results when retrieving information. Not having metadata is an issue because it may require multiple searches and more time to find relevant information. You may even miss information that is related to your search.

Managed metadata makes it easier to navigate document libraries than with folders. You should use metadata instead of folders because the metadata navigational hierarchy is built dynamically from the information stored in your documents. You do not need to spend time building your own folder hierarchy-naming folders and placing documents into folders. The metadata hierarchy provides consistency across libraries. You do not need to create a folder structure for each library.

In the section on applying metadata, we have seen how easy it is to apply metadata from within SharePoint or in the Office applications. So, there is no need to dread adding metadata to documents. You would actually be doing this anyway when naming folders and placing content there. You can even set default metadata for specific libraries or lists, saving you more time and improving your search results.

The advantages that metadata provide will be discussed further in the next chapter where we explore the search capabilities in SharePoint 2010. We will also see the benefit of metadata as it applies to social networking when we talk about tagging and ratings in Chapter 12.