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© Enterprise Knowledge, LLC
Six ways to Simplify Metadata Management
Presentation for 2014 KM World Conference
© Enterprise Knowledge, LLC
The Importance of Metadata
• Makes content/information findable
• Explains structure or provides context
• Informs document retention policies
• Aids in the securing of content
• Drives workflow
• Allows for reporting on trends in unstructured data
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met·a·da·taˈmedəˌdādə,ˈmedəˌdadə/nounnoun: metadata; noun: meta-dataa set of data that describes and gives information about other data.
© Enterprise Knowledge, LLC
6 Ways to Simplify Metadata Management
1. Implied Metadata
2. Linked Metadata
3. Entity Extraction
4. Auto-categorization
5. Pattern Matching
6. Batch Metadata Management
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© Enterprise Knowledge, LLC
Implied Metadata
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Definition: Metadata that is derived from a pre-existing attribute of the content.
Examples include:
• Information based on the folder in which a file resides.
• Information based on the author of the file.
• Information based on the file name or document type.
Success story:
• A large government agency needed to track building and project plans for buildings across the country.
• They setup a folder hierarchy that organized content by state, building number and project number.
• The location of the content could then be used for the metadata.
© Enterprise Knowledge, LLC
Linked Metadata
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Definition: Data or information that is related to, but not directly associated with a piece of content.
Examples include:
• A topic based on the author of a piece of content.
• The business owner of a piece of content based on the location where it is stored.
• The state of a business based on the city it resides in.
Success story:
• A publisher wanted to improve their article search. Authors on their staff were responsible for specific topics.
• The topic that the author wrote about was added as metadata for each piece of content so that it could be offered as a search facet.
© Enterprise Knowledge, LLC
Entity Enrichment
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Definition: The automatic identification of people, places, and things in a textual document. The entities are typically tagged in-line.
Examples include:
• The name of a famous person in an article.
• The location described in an article or report.
• A business listed in a financial report.
• Identify an industry mentioned in a report.
Success story:
• A large rating agency needed new products.
• The agency used entity enrichment to identify locations and industries in financial reports.
• They used this information to develop a product that allowed registered users to select and group sections of financial reports based on industry or company location.
© Enterprise Knowledge, LLC
Auto-categorization
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Definition: Systems that automatically group related pieces of content to general categories typically defined by a taxonomy.
Examples include:
• Tools that assign content to folders based on predefined queries or rules.
• Tools that assign content to folders based on concepts based on statistical analysis.
• Tools that assign content to folders based on entity enrichment.
Success story:
• A large financial institution needed to improve their workflow management.
• They used auto-categorization of the incoming forms to route them to the appropriate team.
• This increased the speed with which forms could be processed.
© Enterprise Knowledge, LLC
Pattern Matching
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Definition: Automatically extracting information based on a consistent structure or pattern of text within a file. Typically used on forms.
Examples include:
• Extracting company names out of contracts.
• Extracting names out of forms.• Identifying attendees of a
meeting from standard meeting minutes.
Success story:
• A large government agency wanted to find better ways to share their content with the public.
• We identified patterns in the way hearings were stored. We used the patterns to identify Senators that did not attend hearings and provide reports on attendance by topic.
© Enterprise Knowledge, LLC
Batch Metadata Management
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Definition: A tool for managing topical metadata on large sets of related content based on search.
Examples include:
• Manually adding topics to news items in batch.
• Adding metadata to prioritize content for audit purposes.
• Identifying and grouping related content.
Success story:
• A news site wanted to group similar content together under subject pages. The process of tagging each piece of content individually was too time consuming.
• They implemented batch metadata management and were able to tag the content in 20% of the time it used to take.
© Enterprise Knowledge, LLC
Summary Best Practices
• Do not accept a poor search because it is too hard to manage metadata or you lack budget.
• Consider automated metadata management to improved findability and increase adoption of content management tools.
• Work with experts to identify a business taxonomy for your content and ways to automate the management of the metadata.
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© Enterprise Knowledge, LLC
For More Information Please Contact:
Joe Hilger
(c) 571.436.0271
@EKConsulting
Questions?
Comments?
Thank you!