Pro SharePoint 2010 Search by Josh Noble Robert Piddocke & Dan Bakmand-Mikalski

Author:Josh Noble, Robert Piddocke & Dan Bakmand-Mikalski
Language: eng
Format: epub
Publisher: Apress®
Published: 2011-11-03T16:00:00+00:00

Maintenance

One of the biggest challenges with search keywords is the amount of manual maintenance required. Administrators tend to put a low priority on maintaining a meaningful and useful corpus of search keywords after some time. It is therefore important that this task receives focus during normal SharePoint maintenance planning.

Keywords are generally best maintained by non-technical staff. Keyword management, however, does require site collection administrator privileges, and normal non-technical staff is almost never granted this role. Deciding who should be the Contact and generally manage keywords must take this into account.

End dates are often left blank, which means that the search keyword will never expire. There are many situations where this is useful (e.g., for company name aliases, etc.). Often, however, keywords might be relevant only for time-limited products, campaigns, etc., which causes them to exist years after their actual relevancy. Even company names and aliases sometimes change after a longer period. Creating a policy for using the review date setting can counter issues with outdated keywords.

One reason the review functionality of keywords often is not utilized is that it is not clear who should receive notifications and when it requires review. Especially if the Contact leaves the company, this becomes an issue, as the review notifications then might not be caught.

Another challenge with search keywords is their dependency on fixed URLs for associated best bets. When a document or site that is referenced by a best bet is moved or deleted, the corresponding keyword should also be updated such that it doesn't reflect this broken URL in its best bets anymore.

For the reasons just mentioned, periodic manual inspection of keywords should be included in the maintenance policy.

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