Concept Searching Webinar P

Paul BillinghamSales Director Concept Searching.+44 [email protected]

conceptClassifier for SharePointUnlocking Enterprise Content To Drive Business Agility

Carla MulleyVP Marketing Concept Searching.+1 (412) [email protected]

mailto:[email protected]




Introductions

Who We Are

The Problems

The Solutions

Concept Searching Solution

conceptClassifier for SharePoint

Use Cases

Driving Business Agility

Agenda

Concept Searching • Martin Garland • (703) 531-8567 • [email protected]

Who We Are

Company founded in 2002• Product launched in 2003• Focus on management of structured and

unstructured information

Locations: UK, US, & South Africa

Client base: Fortune 500/1000 organizations

Microsoft Enterprise Search ISV , FAST Partner

2009 ‘100 Companies that Matter in KM’ (KM World Magazine)

conceptClassifier for SharePoint• Compound Term Processing• Semantic metadata generation• Automated classification• Taxonomy Tools


Compound Term Processing Compound Term Processing

• Compound Term Processing is done with both Concept Searching’s Preferred Vocabulary Index and the Related Topics Index

• Life Sciences vs. Life or Sciences• Michigan State University vs. Michigan or State or University• Respiratory & Inflammation vs Respiratory or & or inflammation

triple heart bypass

Triple

BaseballThree

Heart

OrganCenter

Bypass

HighwayAvoid

conceptClassifier will generate semantic metadata using compound terms that identifies ‘triple heart bypass’ as a concept

•Search will return results based on the concept even if the exact terms are not contained in the document (i.e. ‘coronary artery surgery’, ‘heart surgery’)


The Problem – “Inconsistency”Insufficient Metadata and Inappropriate Content Types Applied to “The Enterprise”

Causes• End-users do not tag every data asset created - Incomplete• Metadata often applied from a subjective frame of reference - Inconsistent• Metadata application most often not in line with corporate governance (records retention schedules) – Non

Compliant• Limited use of templates to populate metadata - Inconsistent• End-users rarely declare appropriate content type for each data asset - Unmanaged

Results• Limited data transparency due to lack of semantic metadata for use by search engines - inability to utilize

enterprise content assets to improve business outcomes• Inappropriate Content Types applied – limit ability to drive business processes directly from the content• Records not managed in accordance with Data Privacy and Security guidelines – potential fines, criminal

penalties, litigation costs• Records not managed in accordance with organizational Records Management policies – increased

organizational risk and non-compliance• Records not stored in the right location or preserved for the appropriate period of time – inability to effectively

manage content assets

IneffectiveCapture of Metadata

Manage Store Preserve Deliverx x x xConcept Searching • Martin Garland • (703) 531-8567 • [email protected]

Solution – “Consistency”

EffectiveCapture of Metadata

Manage Store Preserve Deliver

Leverage Internal Metadata Environment to Drive Information Worker Productivity

Objectives• Automatically tag all content with appropriate metadata - Consistent• Secure documents/records based on content at data asset level vs. global application of access rights –

Complete & Compliant• Apply records retention schedule metadata to every data asset -Compliance• Automatically update Content Types to drive the automatic application of Rights Management templates and

workflow based upon corporate governance – Compliance and data security

Results• Increased Data Transparency due to presence of semantic metadata for use by search engines – improves

organizational performance• Automatic Content Types assignment based on content - drives business processes• Records are managed in accordance with Data Privacy and Security guidelines – reduces organizational risk• Records are managed in accordance with organizational Records Management policies – ability to manage

content as an asset and protects records integrity• Records are stored in the right location or preserved for the appropriate period of time – improves

compliance


Martin Garland

CArla This as its Dave's is all about PII etc...We also need to weave a bullet in here about information residing elsewhere in the organization is often missed, not included when retrieving information

Martin Garland

If we can get the bullet weaved in on the previous page we can add here the auto-classification on the fly on content both inside and outside of sharePoint

Failure rate of Enterprise Content Management initiatives is 50%

Keyword search captures only 33% of relevant information

Inability to find information across disparate internal and external content stores

Malicious meta tags 40% of end users select first item in a drop down metadata pick list

Insufficient meta tags Over 80% of documents do not have all of the metadata values that

should be applied to the document from a corporate controlled vocabulary

Ambiguous meta tags Single word meta tags Michigan State University vs Michigan or State or University

Traditional taxonomy tools are: Costly and time consuming Complex and require significant effort & resources to

maintain

Enterprise Content Management Issues

KNOWLEDGE WORKERS CHALLENGES

~ 15% of their time is spent duplicating information.

~ 25% of their time is spent searching.

~ 40% can not easily find the information they require to do their job.

The cost to a 500 employee company is$2.4 million per year in inefficiencies

and lost productivity. Gartner Group


Enterprise Content Management A controlled vocabulary provides enterprise consistency Automatic metadata generation and classification as content

is created or ingested Single view of content from heterogeneous repositories (both

internal and external) Faceted and taxonomy navigation

Taxonomy navigation is 36%-38% faster than traditional search Enterprise metadata framework that is consistent, scalable,

and manageable

conceptClassifier Benefits Compound term processing eliminates ambiguity inherent in

single word keywords Enables retrieval of relevant information and highly

correlated content that normally would not be found Single interface to SharePoint, file stores, web sites removes

complexity from search Enhanced search features to identify relevant content

Enterprise Content Management Solutions


Data Privacy & Security Issues

DATA BREACHES & EXPOSURES CHALLENGES

~ Average cost of a data breach is $6.3 million and ranges from $225K to $35 million.

~ Average cost per exposed record is $197 and ranges from $90-$305 per record.

~ 70% of breaches were due to a mistake or malicious intent by an organization’s own staff.

~ Healthcare provider - $7 million, TJX Companies - $256 million, ValueClick - $2.9 million.

Lack of end user compliance to segregate content from the network and ensure that uploaded privacy data is not available for general access and protected accordingly

Lack of tools to standardize the process of identifying all possible privacy data exposures at the time of content creation and modification (digital and handwritten)

Lack of governance to enforce document meta-tagging based on content by end users

Inability to identify privacy data from diverse repositories, email and fax servers, scanned documents and aggregate them into a central repository for review and compliance assurance


Date Privacy & Security SolutionsPreventing Unknown Data ExposuresCan be used by any enterprise regulated by external agencies or where compliance is mandatoryIdentifies unknown Personally Identifiable Information (PII) or Protected Health Information (PHI) residing in SharePoint, file stores, web sitesEasily customized to identify unique organizational requirementsAutomatically changes the content type and routes to secure server for dispositionAugments current security solutions and processes

conceptClassifier BenefitsReduces organizational costs associated with data exposures, remediation, litigation, fines and sanctionsEliminates risk typically associated with end user non-compliance issuesProtects the organization by securing PXX content and preventing the portability and electronic transmission of secured assets


Compliance & Records Management IssuesEnd user adoption is cited as the single most critical barrier to success in Records ManagementEnforcing governance at the end user level is rarely successful and requires management and time to enforce policiesNon-compliance results when documents are never subjected to enterprise policiesMetadata is often non-descriptive as it does not capture the essence of the record making it less useful to end user and the organizationLack of automated tools that can categorize content without user intervention so retention policies can be assignedInability to ensure that all content is identified and correctly processed within the organization

COMPLIANCE & RECORDS MANAGEMENT CHALLENGES

~ End user adoption is cited as the single most critical barrier to success.

~ Enforcing governance at the desktop requires time and money.

~ Non-compliance results when documents are never subjected to enterprise policies.

~ Poor metadata makes it less useful to the organization and end user.


Compliance & Records Management Solutions Compliance & Records ManagementAutomatic generation of highly descriptive metadataAbility to create virtual centralization of content from multiple repositoriesUtilized in conjunction with the Records Center and custom workflows or routersAutomates declaration of records based on organizational requirements

conceptClassifier BenefitsAutomatic metadata generation from Microsoft Office & Exchange eliminates end user adoption issuesProvides transparent governance & eliminates end user non-complianceRetain integrity and authenticity of recordsImproves the value of records as they become self-explanatory and meaningful to the end userReduces the costs and time to manage the process


Begins with highly accurate automatic semantic metadata capture to enable content to become a business driver to

improve organizational performance, compliance, and data security

Concept Searching’s Approach


conceptClassifier for SharePoint

Full Integration with Content Types

Taxonomy Management

Faceted & Taxonomy Navigation Plus Text

Preview

Single Interface to SharePoint, File Stores,

& Websites

MS Office Integration

MOSS Record Center Workflow Automation

Automatic Classification

Integration with MS Search Products & FAST

Automatic Semantic Metadata Generation• Unique compound term processing technology

Automated Classification• From within MS Office, Outlook

Taxonomy Tools • Proven to reduce taxonomy development by 80%

Microsoft Integration• Fully integrated into SharePoint – not an add-on• Fully integrated with Content Types• Content Type Updater

Technology• Downloadable in 30 minutes – no programming required• Fully SOA compliant, delivered as Web Parts, based on

open standards• Highly scalable

Microsoft Search Enhancement• Fully integrated with Microsoft Enterprise Search,

SharePoint search, and FAST ESP• Provides taxonomy browse and enhances faceted search• Text preview capabilities from search interface• Provides a single search interface to end users from

within SharePoint to multiple repositories (SharePoint, file stores, web sites)


Semantic Metadata Generation & Content Tagging to Deliver Transparency & Improve ECM, Records Management, Compliance,

Search, & Data Privacy in a SharePoint Environment

Source: Mission Critical Symposium 2009 – AFMS Presentation

Act

ivit

ies

Capture

Generating, Capturing, Preparing & Processing

Information

Ph

ases

Manage Store(temporary)

RepositoriesLibrary Services

Storage Technologies

Preserve

Long Term Storage Media

Long Term Preservation

Deliver

Output Management

File SystemsCMS

DatabasesData Warehouses

Online, Nearline, & Offline Storage

RAID,SAN, NASMagnetic Tape

CD/DVD/MO

WORMOptical Disk

TapeHard Disk

Storage Networks

Microfilm

Paper

Migration

Emulation

Location,Administration

& Media Selection

Transformation

Security

Distribution

TransformationXMLPDFs

SecurityPKI

Digital Rights Management

DistributionInternet, Extranet, Intranet, Portals

RSS Feeds

Management,Processing & Use

of Information

Document Mgmt

Collaboration

Web Content Mgmt

Records Mgmt

Workflow/BP Mgmt

Pre-Capture

Defining Business Rules Identifying Types

of Information for Capture

Taxonomy Development

Creating a Metadata Environment (MDE)

Based upon Org. Mission

Op

tio

ns

Use Existing Guidelines

File PlansRecords Retention Schedules, etc…

and

Automatic Metadata Generation

Use Enterprise Content to Create MDE

ManualSubjectiveInaccurate

Time ConsumingExpensive

versus

AutomaticObjectivePreciseRapid

Cost Effective

Admin/Retrieval Databases

& Access

Authorization System

Metadata Tagging & Content Type

Definition

Metadata Drives Update of Content Types Using

MOSS Feature

Screen Shots


Taxonomy & Compound Term Processing

Compound Term ProcessingSemantic metadata automatically generated from the organization’s own content and used as clues to build out the taxonomyHierarchical view of contentContent will be automatically classified to one or more nodes based on concepts within the contentReduces time to develop, build, and maintain a taxonomy by as much as 80%Can import industry standard taxonomies


Automatic Classification & Metadata Tagging

Content is automatically tagged with semantic metadata and uploaded to SharePointContent is automatically classified to one or more nodes in one or more taxonomiesDocuments are automatically classified to multiple categoriesEditable from within SharePoint & the Concept Searching Taxonomy Manager


Full Support for Content Types

Eliminates time consuming manual metadata definitionEnforces governance, policies, and drives workflows in line with business processesEnables different taxonomies to be assigned to different content typesAuthorized users have complete control over automatically generated metadata


Automatic Update of Content Types

When specific organizationally defined metadata is identified within content the Content Type Updater will automatically change the Content Type

Event Handler

Based on a pre-defined Event Handler, the Content Type can be automatically changed when classified.


Navigation

Microsoft Enterprise Search/FAST ESP can utilize highly relevant compound term metadataFaceted navigation (integrated with Microsoft CodePlex)Browsable taxonomy navigation via Concept Searching Web PartText preview capability from search interface


Office Integration

Fully integrated with Microsoft Office & ExchangeContent automatically tagged with semantic metadata stored in custom propertiesContent automatically classified to corporate or departmental taxonomiesDelivers governance at the desktop, improves ECM


Government, Healthcare, Life Sciences, Military• $6.9 billion HMO,

• Runs 75 hospitals and clinics providing care to over 2.6 million beneficiaries

• Knowledge Portal - Over 27,000 unique terms, metadata, and compound terms generated

• 66K+ users• Identification of unknown privacy data exposures • Medical Research

Energy, Oil, & Gas• 3rd Largest global energy company• Integration with SharePoint Records Management• Identification of unknown privacy data exposures• Metadata tagging of legacy content

Government, Healthcare, CRM• Global collaborative network coordinates existing

medical, academic, research, and advocacy assets• Used to power their 24/7 Customer Support Center• Enterprise classification standard• Identification of unknown privacy data exposures

Use Cases


Legal• International law firm with over

1,500 users and 4 million live matters

• Brokered search and classification across internal/external repositories

• ‘Know How’ and ‘Know Who’ portal applications

• Won International KM award for solution

Professional Services • Integrated IT global solution

provider with over 4K staff• Developed a comprehensive global

proposal response application

Source: Air Force Medical Service InterSymp 2010 Presentation

Using Microsoft EA & Concept Searching to Address Enterprise Capability Gaps - Increasing Data Exposure Events - Poor Search Result Precision - Inappropriate Data Storage & Preservation - Lack of Detection using Data Analytics

Consistency Drives Business Agility Enterprise Content Management & Search Findability first time every timeDeliver a robust content management approach maximizing SharePoint technologies

Identification of Unknown Privacy Data Exposures Reduced litigation, costs associated with data breaches

Compliance & Records ManagementEliminate inconsistent meta-taggingPreserve record integrity

Unlocking Enterprise Content To Drive Business Agility


Paul BillinghamSales Director Concept Searching.+44 [email protected]

conceptClassifier for SharePointUnlocking Enterprise Content To Drive Business Agility

Carla MulleyVP Marketing Concept Searching.+1 (412) [email protected]