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Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Taxonomies Improving Business
Decisions and Client Service
Taxonomy Basics
Understand ECM/RM Differences with SharePoint 2010 and 2013
How to architect/configure SharePoint 2013 and Content Server AGA
David Wu
ARMA Spring Workshops 2015
April 28, 2015
Agenda
• Taxonomy Basics
• Workshop #1,2: Taxonomy/IA validation methods
• Where Taxonomies Have Implications
• Review Three(3) Classification Methods
• Term Store Basics in SharePoint 2013
• Workshop #3: Classify your own content hands-on
• Bonus Content
David Wu
• Education (B.Comm. Management, BSc.)
• MCSD.Net, MCTS- SharePoint 2010
• AIIM Senior Global SharePoint ECM Trainer
• AIIM Taxonomy and Metadata certificate
• ARMA – Records e-certificate
• VP ConceptSearching Canada
• Sales, Partnerships
• Auto Classification
• Taxonomy Management
• SharePoint 2007/2010/2013/O365
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Company Profile
• Company founded in 2002
• Provide scalable Enterprise Information Governance Solutions
• Focus on management of structured and unstructured information
• Technology
• Search platform that auto-classifies information repositories
• Automatic concept identification, content tagging, auto-classification, taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 2009 - 2012 – List of ‘100 Companies that Matter in KM’ (KM World Magazine)
Company Profile
• KMWorld ‘Trend Setting Product’ of 2009, 2010 and 2011
• Locations: Canada, US, UK, & South Africa
• Client base: Federal Government, Local Government, Fortune 500/1000 organizations
• Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for and
• PWGSC – Software Licensing Supply Arrangement (SLSA- server or user pricing)
Clients
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
What we do
• Deliver the market leading , and functions to create an Enterprise
Information Governance technology platform
• Deliver the only solution with the SharePoint 2010/2013 Term store and managed metadata properties
• Once the platform is implemented it solves some key business issues:1. Improved compliance, security, and governance around enterprise
information
2. Auto-classification, intelligent taxonomy management
3. Improve retrieval and business decisions, search
4. Identification, securing and removal of sensitive information
What we do
1. Classification – Auto-classification • File Shares, websites , Hummingbird
• SharePoint - MOSS 2007, 2010, 2013, O365
• Other repositories (Hummingbird, EMC, Interwoven)
• Structured content - Databases
2. Intelligent Migration of existing content • File Shares, SharePoint, to other targets
• Remove Duplicates
3. Improve Retrieval and Search by tagging everything
4. Taxonomy Management• Semantic Metadata Generation (suggestion engine)
Taxonomy Basics
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Purpose of Taxonomies
Taxonomies are all about organization!
Allows the user to understand the structure of your knowledge domain at one easy glance. (INTUITIVE, PREDICTIVE)
The idea to organize this content and records for navigation, information discovery, and findability is critical for the success of businesses and government entities.
• Easier information management/ records management
• Flexibility to respond to changing needs.
• Foundation for findability and usability.
Why Taxonomies
Visual Knowledge
Retrieval
Records Management
Taxonomy Types
• List
• Tree
• Hierarchy
• Polyhierarchy
• Facets
• Matrix
• System Map
• Chunking and Familiarity
• Familiarization Name a type of taxonomy – uses
familiarization
• FacetsName a few facets within your
organization
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Taxonomy Structure & Usability
• Level 1 – 15^1= 15
• Level 2 – 15^2= 225
• Level 3 – 15^3= 3 375
• Level 4 - 15^4= 50 625
• Level 5 - 15^5= 759 375
7 ± 2 SPAN OF CONTROL
15865 X 3385 = 53 703 025 Classifications!!!!
Taxonomy/ IA Validation Methods
Taxonomy/IA Validation methods
Pre-Design and Post Design (create/validate)
• Card Sorts• Open, Close, Delphi
• Usability
• Scenario Tests
• Who, How, Many, Frequency,
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Card Sorts
• Open or Closed• Topic Cards with subjects
• Pick categories
• Natural categorization patterns
• Closed = supplied categories
Workshop #1Closed Card Sort and the Optimal Card Sort tool
Scenario – Website/ Intranet Content
• IA, Navigation
• Search etc.
Taxonomies
• Program Information
• Getting Help
Beneficial Information • Canadians
• Management
• www
Clients
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
19
© 2008 Prescient Digital Media
Not For Distribution or reproduction without written consent – violators will be prosecuted
Closed Card Sorting
About UsEmployee Resources
NewsPolicies,
Forms and
Templates
Job Aids and Tools
Reference Help
20
© 2008 Prescient Digital Media
Not For Distribution or reproduction without written consent – violators will be prosecuted
High Level Information Architecture
About UsEmployee Resources
News
Policies, Forms and
Templates
Job Aids and Tools
Reference Help
Executive Team
Learning and Development
Daily News Policies and Procedures
By Topic Acronyms Intranet Orientation
Corporate Structure
Careers Archives * (subcategories below)
Forms A-Z Index Branding Tech Help Desk
Quick Facts and Figures
My Benefits Enterprise News
Bulletins
Employee/
HR Updates
Enterprise Project Updates
RBC Dexia Trust
Updates
Community News
Advertising Campaigns
Corporate Event Details
Rewards and
Recognition
External Media Releases
On the Move
Templates By Role Glossaries Password Resets
Mission and Values
My Pay By Business Unit Tech Tips and Application Guides
Other Help
Financial Reporting
My Pension By Functional Unit Product Information Emergency Procedures
Organization
Charts
Incentives and Perks
By Corporate Function
Privacy Incident Reporting
Intranet FAQs
Corporate Performance
My Workplace FAQs Content Management Support
Testimonials and Videos
Manager’s Corner Internal Resources Intranet Publishing Help
Done with Online Tools Demo
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Workshop #2IA Sample survey and results (using BananaCom)
BananaCom
Taxonomy and IA Validation Tools
• Many web tools – can upload data, can publish and test, reporting and generation of results (graphs etc.)
• Card Sorting Tools
• IA validation
• http://iainstitute.org/tools/
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Where Taxonomies have Implications
Benefits
• Drives everything – Security, Search, Retention, etc.
• Consistent Use of Terminology
• Better Search results, Navigation
• Better Business Decisions as latest and most up to date information is available and retrievable
• Better Client Service Delivery – efficient, retrieval etc.
Where Taxonomies have Implications
Standard for Electronic Documents and Records Management Solutions (EDRMS)
3.3 EDRM solutions are automated systems used to manage, protect and preserve information resources from creation to disposition. These solutions maintain appropriate contextual information (metadata) and enable organizations to access, use and dispose of records (i.e., their retention, destruction or transfer) in a managed, systematic and auditable way in order to ensure accountability, transparency and meet departmental business objectives.
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Improved Business Decisions & Client Service Delivery
• Navigation improved
• Search/retrieval improved
• Get Information Faster
easier, more convenient, more seamless access to
government services; and
• Better organized information leads to better quality/performance
higher levels of quality
and performance in service delivery by
government organizations
Review Three (3)Classification MethodsManual, Semi-Automated, Automated
Manual (classifiers, users)
• Subject based file plan
• Records Classifier – classify paper and electronic files
• GoC department records classifier can classify 147 documents per day
• Open document, scan, determine classification to the file plan
• 5 classifiers, 220 days = 161 700 documents against one taxonomy per year @ a cost of ~ $300K
• No other metadata – organization, function-activity, fiscal year, etc.
• Worse yet = Manual classifications by USERS (training – too much effort)
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Semi-Automated
• Some basic rules
• Programmatically done – using syntactical metadata
• Usually based upon file properties(author, title etc.) and location
• Garbage In, Garbage Out
Automated Classification
• Based upon rules – not ‘magic’
• Accuracy is proportional to level of effort put in
• 100 000 items, 5 taxonomies, 1500 terms, = 150 Million classifications which is an IMPOSSIBLE number = at any accuracy rate for any IM/RM
Automated Classification allows users to validate results and reduces the sheer impossible number of classifications
What is your Correct Method?
• Criteria• Regulatory – policy, directives etc.
• PII
• Security
• Legal
• Nature of business (defense, security, intelligence etc.)
• Classification requirements
• Volume
WHITE BOARD
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Term Store Basics in SharePoint 2013
Term Store Basics in SharePoint 2013
• Managed Metadata Service Application • Term Sets>Terms
• Shared, Pinned
• Enterprise Keywords
• Content Type Hub
Term Store Basics in SharePoint 2013
• Managed Metadata Service Application • Term Sets>Terms
• Shared, Pinned
• Local or Global
• Group – same security
• Enterprise Keywords
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Jobs of the MMS
1. Managed Metadata
Groups
Term Sets
Terms
2. Content Type Hub
ColumnsWorkflow
AssociationsIM Policies
3. Content Organizer
4. Enterprise Keywords
Managed Metadata
• Can have more than one Managed Metadata Service Application
• Synonyms, multiple languages – needs language packs
• Create some Records Management Specific columns
• Try to reduce End User metadata fatigue• Type ahead, Term Picker – FRONT of WORD only….
• Default values vs. End user selection
• Metadata drives functionality within SharePoint for many features (Drop-Off Library, Content Organizer Rules, Search)
Managed Metadata
http://technet.microsoft.com/en-us/library/cc262787(v=office.14).aspx#termstore
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Classification
• User versus default values versus Automatic tagging / classification
• The search is not broken, it is the absence of “Accurate” and “Intuitive” metadata that is missing
Term Store Tool
Term Picker
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Workshop #3Classify Your Own Content Hands-on
Classify your content
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Classify Your Own Content Hands-on
• Web site content
• 2 levels
• Taxonomy • IM Common Core
• Review and Browse Results
• Classify – add rules
Rules for Classification
• Rules based upon content
• Rules based upon file propertiescse-LastModifiedDate < 2000/01/01
FILE TYPE = MSG
• Rules based upon location
• Rules based upon Language (English, French)
Bonus ContentUnderstand ECM/RM Differences with SharePoint 2010 and SharePoint 2013
How to architect/configure SharePoint 2013 and Content Server AGA
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
SharePoint 2010 vs 2013/ 2016
Same
Managed Metadata Service
Application
New
eDiscovery SitesSite Mailboxes
(Exchange, Outlook)
eDiscovery
5 Notable Improvements to eDiscovery in SharePoint 2013
1. New eDiscovery Site Template
2. eDiscovery Search Queries
3. In-Place Holds
4. Export
5. Preservation Hold Library
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Site Mailbox
Architecting SharePoint + AGA + CS 10.6
• SharePoint • In Place vs. Records Center
• Open Text Content Server 10.6 + AGA• By Profile (applies to documents/sites – not folders)
• Library Profile – CAML rules
• Site Profile
• By User (applies to Documents/Folders/sites)
Library Profile
1. Get the profile assignments from the configuration. For every assignment, the assigned document library is processed.
2. Query the documents according to the rules defined in the profile.
3. Archive the queried documents individually according to the profile configuration.
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Pros
• Uses a Library Profile to define document archiving rules from SharePoint to Content Server (aka GCDOCS)
• Archiving rules can be managed centrally
• Document archiving is transparent to SharePoint users
Cons
• Administration of archiving rules based on SharePoint document properties may be more complex
• Changes to SharePoint Content Types and Term Store (MMS) will require update to Library Profile
• Users must be aware when their documents will be archived
• Specific metadata values
Library Archiving
Pros
• Uses a Site Profile to define both site and document archiving rules from SharePoint to Content Server (aka GCDocs)
• Aligns to SharePoint site governance policy
• When Site is deemed inactive / closed, it is eligible for AGA archive
• Allows management of SharePoint resources
• Archive both documents and lists• delete unused sites and reclaim content
database space
Cons
• Site restoration only works if source SharePoint site configuration is “exactly” the same as when the site was archived
Site Archiving
Pros
• Allows SharePoint users to manage document lifecycle
• Choose individual document(s) to be archived
• Archive options:• Move / replace link
• Copy / incremental update
• (formerly Synced Copy)
Cons
• Requires SharePoint users to be aware of:
• IM Archiving process
• Content Server folders / Classifications and Category/attributes
Interactive Archiving
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
Archiving Rules
CAML Queries for Rules
Filed to 2015-16
Taxonomies Improving Business Decisions and
Client Service
2015-04-28
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
AIIM Solution ECM Architecture
User
Interface
ECRM
SharePoint &
ECRM
ECRM
SharePoint
ECRM
SharePoint &
ECRM
SharePoint
Information
Management
Share-
Point
SharePoint Only
SharePoint
Copyright © AIIM I All rights reserved.
A
G
A
Summary
In this workshop we covered:• Taxonomy Basics
• Workshop #1,2: Taxonomy/IA validation methods
• Where Taxonomies Have Implications
• Review Three(3) Classification Methods
• Term Store Basics in SharePoint 2013
• Workshop #3: Classify your own content hands-on
• Bonus Content
62
Thank-You