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KMWorld Martin Briefing
 

KMWorld Martin Briefing

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My presentation at the KMWorld 2011 Conference.

My presentation at the KMWorld 2011 Conference.

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  • Hi Martin
    Love the presentation in both design and content.
    Is there any chance that I could receive a softcopy of this - I know that you have disabled download and would appreciate your assistance.
    Regards
    Ross
    ross.carlton@fwo.gov.au
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    KMWorld Martin Briefing KMWorld Martin Briefing Presentation Transcript

    • Enterprise Search. Approaches to enable effective Scalability in a secure collaborative environment. KM World 2011 Concept Searching, a Microsoft Managed ISVMartin Garland, President and FounderConcept Searching Inc.marting@conceptsearching.com+1 703 531 8567Twitter @conceptsearch www.conceptsearching.com
    • Agenda  Is Enterprise Search doomed to failure?  What is scalability?  What is the ‘real’ question?  What is the ‘real’ problem?  What is Enterprise Content?  How much unstructured data to you have?  Building Block #1 – Manage your content  Building Block #2 – Eliminate the end user  Building Block #3 – Protect data at risk  Building Block #4 - Identify and tag your assets for storage and preservation  How others are doing it  Technology  Recommendations  Case Studies  Who we arewww.conceptsearching.com
    • Is Enterprise Search doomed to failure? In spite of 10 years of advances in Enterprise Search products, less than 22% of organizations have purchased the technology (Down from 24% in 2008) Less than 10% use it searching more than four data sources 56% rank search at the bottom third of their project lists (Go Rogue With Enterprise Search, Information Week) Many factors contribute to the inability of workers to find unstructured information including: redundant and out-of-date content, incomplete search scope, lack of information retrieval expertise and lack of information governance (Forrester) Solutions still fall short of end user expectations (Enterprise Search is not Google) Show me the ROI Why?www.conceptsearching.com
    • What is scalability? Scalability?  Performance  Number of documents  Types of documents  Number of users  Number of documents, web pages, records  Geographic footprint  File types, number of applications  Functionality (bells, whistles, must haves, nice to haves) Steve Weissman, Principal Analyst at consulting firm Holly Group and President of AIIM’s New England Chapterwww.conceptsearching.com
    • What is the ‘real’ question? What do I need for scalable Enterprise Search? OR… What do I need for scalable Enterprise Search with meaningful results? “By itself the search function has limited value. The real value of search and information access technologies is in the ongoing efforts needed to establish effective taxonomies, to index and classify content of all kinds, in order to provide meaningful results.” Tom Eid, Technology and Research VP at Gartnerwww.conceptsearching.com
    • What is Enterprise Content?www.conceptsearching.com
    • How much unstructured data do you have?80% of Enterprise Data is Unstructured (IBM)60% of Documents are Obsolete (e.Law) Building Block #150% of Documents are Duplicates (equivio)40%+ Annual Growth (Ventana Research) Manage Your ContentIn 2009 there were 100,000,000 SharePoint users Consistent Classification to the(Microsoft)Every day for the past 5 years 20,000 new SP users Corporate Structure(Microsoft)One in five users has access to SharePoint(Microsoft) www.conceptsearching.com
    • What happens today Access Rights Records Retention Code Server Content with Metadata Appropriate Metadata, Document Library 1 Document Library 2 Tagging Retention Codes, and Rights Management Templates Document Library 3 Document Library 4 www.conceptsearching.comwww.conceptsearching.com
    • • Limiting Factor = Human Behavior• Incorrect Metadata  Incorrect Content Type  Incorrect Policy Application Access Rights Records Retention Code Server Content with Metadata Appropriate Metadata, Document Library 1 Document Library 2 Tagging Retention Codes, and Rights Management Templates Document Library 3 Document Library 4 www.conceptsearching.comwww.conceptsearching.com
    • You say potato I say potahtoLess than 50% of content is correctly indexed, metatagged or efficiently searchable (IDC)85% of relevant documents are neverretrieved in search (IDC)End users - subjective, in a hurry, disinterested, etc.Align Content with Corporate Goals or Mission Building Block #2 – Eliminate the End User Address the Process not the Behaviorwww.conceptsearching.com
    • Metadata and Transparency Natural Language Query on Search Solution with semantic metadata applied to all content - Do caskets need to be pressurized?www.conceptsearching.com
    • Data Transparencywww.conceptsearching.com
    • Final Resultwww.conceptsearching.com
    • Same Query on Platform with poorly applied Metadatawww.conceptsearching.com
    • Same Query on Platform w/no Metadata Taggingwww.conceptsearching.com
    • Must use keywords to find document when no metadata is appliedwww.conceptsearching.com
    • What is more stressful than getting a divorce or losing your job? 72% of IT Managers felt protecting company data is more stressful than getting a divorce, losing your job, managing personal debt, or being in a minor car accident (Websense Survey) Typically IT has not been involved in the security process details (Websense Survey) 70% of breaches are due to a mistake or malicious intent by end users, 88% are attributed to negligence (Wharton Information Security Best Practices Conference) Average cost per exposed record is $197 and ranges from $90 to $305 (Ponemon Institute) Average loss in value of brand ranges from $184 million to $330 million+ (17% - 31% decline) (Ponemon Institute) Leverage Content Types to drive Information Rights Management Building Block #3 – Apply Metadata Driven Policies To Protect Data at Riskwww.conceptsearching.com
    • What happens when appropriate policies are not applied to captured content? Protected Health Travel Vouchers Alpha Rosters InformationOperational Security Documents of Duty Rosters Information Record Server Content with No Semantic, Retention Code, and Security Metadata Web Servers/Collaboration Portalswww.conceptsearching.com
    • Those darn end users, they just don’t get it! 67% of data loss in records management is due to end user error (Prism Intl) It costs an organization $180 per document to recreate it when it is not tagged correctly and cannot be found in search (IDC) Large organizations lose a document every 12 seconds (Prism Intl) Align corporate goals with records policies and file plans with content types. Drive Content Types with metadata Building Block #4 – Apply Metadata Driven Policies to Identify & Tag Your Assets for Storage & Preservation www.conceptsearching.comwww.conceptsearching.com
    • Solution: Address the Technology/Process Not the Behavior Semantic Metadata Tagging Increase Information Retrieval Precision for e-Discovery Concept Classifier for Automatic SharePoint Content Type Application Windows Rights Document Document Records Management Library 1 Library 2 Retention & Code Workflow Tagging Appropriate Backup & Storage & Document Document Archived Data Preservation Library 3 Library 4www.conceptsearching.com
    • Semantic Metadata Tagging Increase Information Retrieval Precision for e-Discovery Concept Classifier for Automatic SharePoint Content Type Application Windows Rights Document Document Records Management Library 1 Library 2 Retention & Code Workflow Tagging Appropriate Backup & Storage & Document Document Archived Data Preservation Library 3 Library 4www.conceptsearching.com
    • Summary Recommendations Its not about better search, but the Proactive Management of the Life cycle of content Find tools that run natively in SharePoint  Reduce costs, time, & risk  Leverages your investment  Leverage Content Types Align your taxonomy(s) with your organization, SharePoint one size does not fit all Metadata Driven Automatic Application of Policies & Content Types Identify tools that are highly interactive and do not require Information Scientists on staff Enterprise Search Integration with your search solution  Navigation and improved findability IBM File Net P8 Opentext SAP File Shares Look for rapid deployment and ease to manage and maintain ROI – 38% to 600% (IDC) Vendor experience www.conceptsearching.com
    • Scalability, regardless of how you define it, is ultimately the intersection of technology and business processes to achieve quantifiable organizational improvements impacting search, records management, compliance, data privacy, and governance. Overcoming traditional challenges, relevant information is delivered timely, to the right stakeholder, in a secure, compliant, and collaborative environment. Martin Garland KM World 2011Martin Garland, President and FounderConcept Searching Inc.marting@conceptsearching.com+1 703 531 8567Twitter @conceptsearch www.conceptsearching.com