As more content gets added to your library, it will become harder to find what. Documents may become buried in multi-level folders. Lists of documents may stretch for pages, and no one wants to scroll through fifty pages to find a file. Related content may also become split up across folders. While search may help find content, the most straight forward way is to use tagging or keywords.
Many use “tags” to refer to assigning properties to a document (also known as metadata). However, in the web content world, “tags” are a specific type of free-form label applied to content. As more people assign the same tags, tags become a way to navigate to similar content.
This tip sheet covers the concept of user assigned tags, keywords, and categories.
Tags
Tags are self-assigned “labels” used to categorize content. They are free form and user-created. Users can type whatever they feel represents the content. They are usually short phrases, broad in context and there is no ability to create a hierarchy or structure. Although existing tags are available, the user can chose to create their own. Because this is a free-text field, the introduction of spelling mistakes and multiple variants is possible. Tags are also optional. The intention is that as more people assign the same tags, tags become a way to navigate to similar content; however what happens if people opt not to tag, or if they use different variations? In those cases, content may not be found. So this is not a reliable way to categorize content.
Most systems only manage tags at a high level, meaning the administrator can delete them, or correct spelling or sometimes prepopulate tags, but the user still has the ability to add their own. Tags are/were to encourage social collaboration among users.
For this reason user-created tags can assist in searching, but it is recommended not to build them into workflows or other processes that require consistency. Generally, do not use tags to develop public views or reports. Use content type metadata which can be controlled and set as mandatory.
Keywords
Keywords have more “weight” than tags. Externally, keywords are what search engines look at to rank or order webpages. Internally, they provide another term to search on or filter by.
SharePoint has several options for the use of keywords. Enterprise keywords are shared with other users and applications. Enterprise keywords are collected into a single, non-hierarchical term set. Term Store Administrators can make the Keywords set open or closed. If the Keyword set is closed, users cannot submit new keywords, but must use existing enterprise keywords or a managed term. If the Keywords term set for the site is open, users can add any text value to this column. You cannot sort based on Enterprise Keywords Column (due to multiple selection) and you cannot create grouped views using Enterprise Keywords column, but you can filter your files for certain metadata.
Again, if keywords are user-created, do not build them into workflows or other processes that require consistency. They can however be used to create custom views in SharePoint.
Managed metadata
Managed metadata is essentially the creation of a formal taxonomy or controlled vocabulary. These are predefined terms that a user would assign to content. There is no chance of mistyping or improper naming, because the terms are already defined and the user just picks from a list. They are usually available across all sites.
In SharePoint, you can establish a multi-level hierarchy of terms (ex. Region—Country—Province/State—City). SharePoint managed metadata also gives you the ability to declare synonyms and variants to ensure consistency (eg. Always using Microsoft instead of MS). This ensures consistency of spelling, abbreviations and correct terms. In SharePoint, any field can be made into an Enterprise Keyword field.
Because these values are set by an administrator and controlled, they are more reliable and can be used to develop views or filter content.
Using keywords for critical processes
Tags and keywords are mostly used for searching or filtering data. If you require a field to use in a workflow, or process, or report data, it is recommended to create that field as part of your content type (metadata). In this way you can make it mandatory. You can use some of the same concepts as managed metadata and prepopulate your field with acceptable values. In SharePoint, you can create a custom column and make it an Enterprise Keyword field to leverage managed metadata.
You can’t assign permissions to tags and keywords, therefore they are never used to restrict access. Access is controlled at the site/folder/asset levels only.