Concept Searching Webinar P
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Transcript of 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]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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’)
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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.
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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)
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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.
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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
Concept Searching • Martin Garland • (703) 531-8567 • [email protected]
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]