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Webinar: The How To Guide For Taxonomies In Share Point

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Recent webinar by Concept Searching and Project Performance Corporation.

Recent webinar by Concept Searching and Project Performance Corporation.


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  • Project Performance Corporation, part of the AEA group, is a management consulting firm integrating cutting edge IT expertise and management consulting for top government and Fortune 500 decision makers. Ms. Tabuchi is an expert in information architecture, taxonomy design, and portal strategy for clients in the government, media, hospitality, and products industries. She has significant experience in the design, maintenance, and content management of Microsoft Office SharePoint Server 2007 and Oracle Web Center portal and related systems. In addition, she possesses expertise in web usability and project strategy.  She is a frequent speaker on topics including taxonomy design, social computing, portal strategy, content management, and web usability.
  • How does the taxonomy get created?Who is involved in it’s creation, maintenance over timeIf changes are necessary, how do we make those changes so the taxonomy evolves to ensure it continues to address user needsWhy is it important – amount of data, amount of users
  • Steering – ensure it meets needs of organizationTaxonomy Team – primary managers of taxonomy modificationContent Management Team – typically provide insight into what is missing, etc.Technical Team – make sure changes to the system are made properly
  • Now that we have the roles defined, what are the policies and procedures that ensure the maintenance and integrity of the taxonomy over time?
  • Traditional search assumes the end user knows what they are looking for, or must enter the ‘right’ combination of words to get the ‘right’ result.Knowledge workers need to identify content in the context of what they are seeking. The fundamental problem with search solutions is that they are based on an index of single words. Yet most queries are expressed in short patterns of words and not single words in isolation – which are highly ambiguous. In the example above, a search engine would identify all the documents that contained the words: triple, heart, bypass instead of documents that contained the concept of ‘triple heart bypass’. Since the concept has been identified, other documents that have related concepts will be identified even if they do not contain that exact phrase. The metadata generation issue is increasingly a growing concern in enterprises. Not only for search but also for records management, compliance, and enterprise content management. A comprehensive approach requires more than syntactic metadata and requiring end users to add rich metadata is haphazard and subjective at best. Since conceptClassifier for SharePoint is no longer restricted to keyword identification, compound term metadata can be automatically generated either when the content is created or ingested. The generation of metadata based on concepts extracts compound terms and keywords from a document or corpus of documents that are highly correlated to a particular concept. By identifying the most significant patterns in any text, these compound terms can then be used to generate non-subjective metadata based on an understanding of conceptual meaning. Compound term processing can address many challenges facing large enterprises and provide many benefits. Identification of concepts within a large corpus of information removes the ambiguity in search, eliminates inconsistent meta-tagging, and automatic classification and taxonomy management based on concept identification simplifies development and on-going maintenance.  
  • It is important to note that metadata, auto-classification, and taxonomies are not applications – the business value of these tools are often integrated with other solutions – such as the offerings of the other participants in this panelLet’s look at where these tools can compliment other solutions and improve business processesCLICK: Migration:With the vast amounts of content - moving all content doesn’t make sense and using valuable resources to identify what should/should not be migrated isn’t a good use of time or moneyBefore the migration you can use these technologies to: Eliminate duplicate documentsIdentify documents that contain confidential or privacy dataIdentify and declare records Identify high value contentSavings: We had one client who needed to manually tag 45K marketing documents and estimated that it would take 6 months will 2 full-time people – with our tools it took 2 weeksCLICK Search:The age old problem is how to get end users to tag content – it’s estimated that less 50% of content is correctly indexed, meta tagged or efficiently searchable – it isn’t about what search engine you useStatistics still claim that end users spend 15% of their time duplicating information, 25% searching, and 40% can’t find what they need to do their jobsAutomatic generation of conceptual metadata removes the end user from the tagging process HUMANS WON’T TAG CONTENT THROUGH FORMS, PICKLISTS, DROP DOWNS BUT WE WILL ALWAYS FIND WAYS TO AVOID TAGGINGContent, once tagged can be provided to any search engine index to deliver more accurate search resultsUsing the taxonomy users can more efficiently find relevant information via the hierarchical structure Savings: 2.5 hours per day per userCLICK Records Management:The problem cited most frequently is inconsistent end user tagging in the declaration of recordsWith metadata generation and a taxonomy that mirrors the file plan – documents can be automatically declared records based on the concepts and descriptors within the documentBased on custom Content Types in SharePoint the document can be declared a record and routed to the RM repository Savings: $4 - $7.04 per document recordCLICK Data Privacy ProtectionTaxonomy(s) can be created to identify any organizationally defined confidential information When content is created or ingested the document can be identified as containing confidential information and using Content Type updating the document can be routed to a secure location and locked down using Windows Rights ManagementCost Avoidance: Average cost of a data exposure is $225K - $35 million
  • The Only Microsoft Solution that Runs Natively in ... FAST Search, SharePoint 2007, 2010, Windows Server R2 FCI, and Microsoft Office conceptClassifier provides the tools to rapidly build and easily manage unstructured content. Providing automatic conceptual metadata generation, automated classification and taxonomy management organizations can harness the power of content to not only improve findability within the FAST Search product suite, but drive additional business processes such as records management, compliance, and enforce governance.   The Only FAST Search Solution that ... Automatically Generates Conceptual Metadata Utilizing our unique concept identification and extraction capabilities, conceptClassifier’s statistical engine can identify out-of-the box all the meaningful concepts resident within an organization’s own information repositories and automatically generate semantic metadata that is unique to organization and their nomenclature. The ability to automatically generate conceptual multi-word term metadata and placing those terms in the FAST Search index, the search can be performed with a higher degree of accuracy because the ambiguity inherent in single words is no longer a problem.  Utilizing the Concept Searching technology framework, end users can now search on concepts, delivering a multi-dimensional view of relevant information and easily identify the relationships between content assets that otherwise may not have been found.   The Only FAST Search Solution that ... Eliminates Manual Metadata Tagging The Only FAST Search Solution that... Delivers Innovative, Intuitive, & Rapidly Deployed Taxonomy Management Managed by Business Users 
  • The Only Microsoft Solution that Runs Natively in ... FAST Search, SharePoint 2007, 2010, Windows Server R2 FCI, and Microsoft Office conceptClassifier provides the tools to rapidly build and easily manage unstructured content. Providing automatic conceptual metadata generation, automated classification and taxonomy management organizations can harness the power of content to not only improve findability within the FAST Search product suite, but drive additional business processes such as records management, compliance, and enforce governance.   The Only FAST Search Solution that ... Automatically Generates Conceptual Metadata Utilizing our unique concept identification and extraction capabilities, conceptClassifier’s statistical engine can identify out-of-the box all the meaningful concepts resident within an organization’s own information repositories and automatically generate semantic metadata that is unique to organization and their nomenclature. The ability to automatically generate conceptual multi-word term metadata and placing those terms in the FAST Search index, the search can be performed with a higher degree of accuracy because the ambiguity inherent in single words is no longer a problem.  Utilizing the Concept Searching technology framework, end users can now search on concepts, delivering a multi-dimensional view of relevant information and easily identify the relationships between content assets that otherwise may not have been found.   The Only FAST Search Solution that ... Eliminates Manual Metadata Tagging The Only FAST Search Solution that... Delivers Innovative, Intuitive, & Rapidly Deployed Taxonomy Management Managed by Business Users 
  • BY ADDRESSING THE TECHNOLOGY AND PROCESS INSTEAD OF THE HUMAN BEHAVIOR ORGANIZATIONS CAN IMPROVE SEARCH OUTCOMES, BRING ABOUT COMPLIANCE WITH INFORMATION AND RECORDS MANAGEMENT POLICIES AND DECREASE POTENTIAL DATA EXPOSURE EVENTS.IN THIS SCENARIO THE CLIENT IS USING SHAREPOINT (BUT IT CAN BE ANY REPOSITORY) THE END USER SIMPLY LOADS A DOCUMENT OR SET OF DOCUMENTS INTO SHAREPOINTCONCEPTCLASSIFIER AUTOMATICALLY APPLIES CONCEPTUAL METADATA FOUND WITHIN THE DOCUMENT SO IT CAN BE USED TO IMPROVE SEARCH, WHERE APPROPRIATE THE CORRECT CONTENT TYPE IS APPLIED TO ENABLE WINDOWS RIGHTS MANAGEMENT, KICK OFF WORKFLOWS, AND APPLY RECORDS RETENTION CODES FOR STORAGE AND PRESERVATION.FOR CONTENT RESIDING IN ARCHIVE AND BACKUP SYSTEMS CONCEPTCLASSIFIER APPLIES THE SAME CATEGORIES OF METADATA WITHOUT ANY END-USER INTERVENTION.
  • On this slide we content enters the MOSS environment either from multiple sources. Once in that environment and event handler triggers conceptClassifier for SharePoint to apply metadata to each data asset based upon the organizational metadata environment maintained in Taxonomy Manager. The metadata environment maintained in Taxonomy manager can include both organizational created metadata and third party metadata that has been aligned to organizational functions, data privacy and security guidelines, and records retention codes. Once metadata has been applied by conceptClassifier for SharePoint Custom Content Types that have been aligned to specific metadata tags are automatically applied. These two critical steps (automatic application of both metadata and Custom Content Types) provide the following value to organizations: Organizations can discern in real time “what is a document” and “what is a record” and can immediately take action relating to ensuring that declared records are stored in the right location and preserved for the correct period of time; Individual and group access permissions can be automatically applied to data assets/documents based on Custom Content Type; and, Data assets/documents can be automatically migrated to the appropriate document library for the automatic application of Windows Rights Management services to control data usage (i.e. can be viewed but not downloaded, e-mailed, printed, etc…).By automating the metadata and content type application processes organizations not only provide transparency and findability for their end-users, they can also ensure that appropriate document access permissions are applied across the enterprise while also controlling how documents are by end-users who have been granted access. In summary – Concept Searching’s enabling technology improves findability and reduces costs by enabling automated compliance with organizational e-Discovery, Records Management, and Information Management (data privacy and security) guidelines.
  • On this slide data assets and documents that have been automatically tagged with metadata and custom content types have been automatically migrated to document libraries based on their custom content type. Based on organizational data privacy and security guidelines document libraries containing sensitive information are now only accessible to certain individuals and groups and each library contains content where Windows Rights Management services have been applied to control how the documents in a particular library are used. When these documents are “checked-out” a key is issued that allows the end-user to access and use the data asset/document in a manner that has been pre-approved by the organization. This of course occurs after the Active Directory-Rights Management Services (AD-RMS) database and server already communicated with the MOSS farm and both publishing and user license credentials have been established and provisioned.For individuals who may attempt to access the SharePoint Content Database directly and by-pass AD-RMS protected content the linking of Custom Content Types to SharePoint Security Services prevents un-authorized users “back door” access to organizational content.
  • Transcript

    • 1. The How To Guide for Taxonomies in SharePoint
      1
    • 2. Project Performance CorporationJill HannemannJill Hanemann is an expert in information architecture, taxonomy design, and portal strategy for clients in the government, media, hospitality, and products industries. Jill is a frequent speaker on topics including taxonomy design, social computing, portal strategy, content management, and web usability. Don MillerDon Miller is a senior executive at ConceptSearching with over 20 years experience in knowledge management. He is a frequent speaker about Records Management and Information Architecture problems and solutions. Don has been a guest speaker at Taxonomy Boot Camp, Management Electronic Records and numerous SharePoint events about information organization and records management. Don works in the Life Science, Energy/Utility, Professional Services, Financial Services and Healthcare verticals but enjoys helping any company with an information or records management problem.
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
      2
    • 3. Agenda
      Quick Overview
      Reconfirm Demo Goals - We are only company with a native integration to 2010 for Term Store Management
      Show native integration into SharePoint 2010 Term Store for search
      Show native integration into SharePoint 2010 for Records Management and automatic content type updating
      Dynamic guided navigation within the search platform
      Show enterprise Taxonomy Management and auto-classification capabilities
      Building out new Taxonomies/Term Sets
      Term Store Management
      Enterprise Taxonomy Management
      Project Performance Corporation
      Concept Searching Summary
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 4. 4
      Jill Hannemann – PPC
      Don Miller – Concept Searching
      February 23, 2011
      How to automate Records Management and improve Search with guided navigation in SharePoint 2010
      How To Guide for Taxonomies in SharePoint
    • 5. Best Practices for Term Store Development and Managed Metadata Services to drive Business Value with SharePoint 2010
      Jill Hannemann
      Project Performance Corporation
      5
      How To Guide for Taxonomies in SharePoint
    • 6. 6
      Donald T. Miller, VP of Business Development
      Concept Searching
      A demonstration of conceptClassifier and taxonomyManager for SharePoint 2010 for Term Store Management A practical demonstration of how to use conceptClassifier for SharePoint 2010 to automatically apply metadata for Records Management, Sensitive Information Removal and provide Guided Navigation to end users while leveraging the native capabilities of the Term Store
      How To Guide for Taxonomies in SharePoint
    • 7. Agenda
      About Managed Metadata Service
      Designing Taxonomy and Metadata for Term Sets
      Using Keywords as Folksonomy
      Basic Governance Principles
      7
      How To Guide for Taxonomies in SharePoint
    • 8. About Managed Metadata Service
      8
      How To Guide for Taxonomies in SharePoint
      8
    • 9. About Managed Metadata Service
      Managed Metadata Service
      Metadata taxonomies and terms can be shared across multiple SharePoint site collections
      Multiple manage metadata services can be created
      Enables search filtering
      Two types of terms:
      Managed terms – pre-defined by an enterprise administrator and may be hierarchical. Surfaced in the "managed metadata" column type
      Managed keywords – non-hierarchical words or phrases that have been added to SharePoint 2010 items by users (folksonomy)
      9
      How To Guide for Taxonomies in SharePoint
      9
    • 10. Understanding SharePoint 2010 Elements
      10
      How To Guide for Taxonomies in SharePoint
    • 11. About Taxonomy Term Store
      Term sets – Behave as metadata facets
      Design a multi-taxonomy structure
      A facet/term set can have a hierarchical structure beneath it, following the behavior of a taxonomy
      Keyword term set – flat structure of enterprise keywords, can be leveraged as folksonomy.
      How to categorize content in a way that is intuitive for users?
      11
      How To Guide for Taxonomies in SharePoint
    • 12. Taxonomy and Metadata for Term Sets
      12
      How To Guide for Taxonomies in SharePoint
      12
    • 13. Faceted Browsing and Searching
      Faceted classification
      Assignment of multiple classifications to an object, enabling the classifications to be ordered in multiple ways, rather than in a single, pre-determined, taxonomic order.
      Faceted Browsing and Searching
      Uses faceted classification to allow users to explore and find information.
      Examples:
      Products by price ranges, brands, and vendors
      Corporate documents by department and location
      13
      How To Guide for Taxonomies in SharePoint
    • 14. Faceted Browsing and Searching
      Find computers by category, weight, screen size, etc.
      14
      How To Guide for Taxonomies in SharePoint
    • 15. Term Set Structure
      Group
      Term Set
      Parent Term 1
      Child Term A
      Child Term B
      Parent Term 2
      Business Unit
      Document Types
      Proposal Document
      Pink Team
      Red Team
      Resume
      Project Description
      Forms
      Presentations
      15
      How To Guide for Taxonomies in SharePoint
    • 16. Editing Term Sets and Terms
      Group
      Term Set
      Parent Term
      Child Term
      16
      How To Guide for Taxonomies in SharePoint
      16
    • 17. Editing Term Sets
      17
      How To Guide for Taxonomies in SharePoint
      17
    • 18. Initial Planning: Discovering All Your Groups
      Determine Key Term Sets
      Define the Term Sets for document libraries
      Think about audience, business needs, content types
      Define the values/terms for each metadata field/term set
      18
      How To Guide for Taxonomies in SharePoint
    • 19. Categorization Schemas
      Hardest
      Easiest
      How To Guide for Taxonomies in SharePoint
      19
    • 20. Using Keywords as Folksonomy
      20
      How To Guide for Taxonomies in SharePoint
      20
    • 21. Keywords as Folksonomy
      “Folk + taxonomy” is a user-generated taxonomy.
      Collaborative Tagging
      Social Classification
      Social Indexing
      Social Tagging
      Folksonomy
      =
      =
      =
      =
      The practice of collaboratively creating and managing tags to categorize content.
      As opposed to traditional indexing, metadata is generated not only by experts but also by creators and consumers of the content.
      Usually, freely chosen keywords are used instead of a controlled vocabulary.
      Tag Clouds are used to visualize tags of a folksonomy.
      21
      How To Guide for Taxonomies in SharePoint
    • 22. Faceted Classification vs. Folksonomy
      22
      How To Guide for Taxonomies in SharePoint
    • 23. Defining Governance
      23
      How To Guide for Taxonomies in SharePoint
      23
    • 24. Taxonomy Governance
      Term set evolution
      Creating a new Group
      Term set creation/deletion
      Term creation/deletion/modification
      Governance committee representing
      Term Steering Committee
      Content Managers
      Content Contributors
      Ensure that the classification distribution and meaning of the Groups and Term Sets is not compromised
      Considering the volume of content that will be tagged using a Term Set schema, changes to terms should be formally presented as a business case and reviewed by the Steering Committee
      How To Guide for Taxonomies in SharePoint
      24
    • 25. Four Pillars of Governance
      In the Governance Plan, it is important to define:
      Establishing a vision
      Roles and responsibilities
      Policies and procedures
      Communications, education, and marketing
      How To Guide for Taxonomies in SharePoint
      25
    • 26. Governance StructureRoles and Responsibilities
      Most Common Roles
      How To Guide for Taxonomies in SharePoint
      26
    • 27. Policies and ProceduresProcedures
      All primary actions related to the Term Store and the application of terms to content in libraries/lists should be driven by policies and procedures
      Guidelines will empower Content Managers and Taxonomy Team members to manage the Term Store appropriately
      Intuitive procedures will ensure the system continues to be developed consistently
      Simple rules and workflows will reduce “bottlenecks”
      Determine:
      Who will have access to Term Store?
      Who can apply tags to content in libraries?
      Who can create keywords when tagging content?
      How To Guide for Taxonomies in SharePoint
      27
    • 28. Policies and ProceduresProcedures
      Basic workflow approval processes should be outlined for all aspects of the Term Store governance
      How To Guide for Taxonomies in SharePoint
      28
    • 29. Keys to Governance
      Loose vs. Tight
      How To Guide for Taxonomies in SharePoint
      29
    • 30. In Closing…
      30
      How To Guide for Taxonomies in SharePoint
      30
    • 31. Key Issues with Information Management
      • Common issues relating to managing content in SharePoint:
      • 32. Localized terminology
      • 33. Complex data sets
      • 34. Consistency of Content Tags
      • 35. Multiple Site Collections
      • 36. Manual Subjective Content Tagging
      31
      How To Guide for Taxonomies in SharePoint
      31
    • 37. Best Practices
      Define your Use Case
      Understand how and why you will be using taxonomy and metadata
      Start Small
      Select a business unit to begin classification within SharePoint
      Manage Scope
      Keep your Audience in Mind
      Recognize that users may think about and look for information in different ways
      Define Governance
      Roles, responsibilities, policies, and procedures
      Control Depth and Breadth
      A “flat” taxonomy ensures that users can find information quickly
      A focused taxonomy ensures that users can easily “digest” the scope of information
      Make a Long-Term Investment
      Taxonomy development is an iterative and on-going effort
      32
      How To Guide for Taxonomies in SharePoint
      32
    • 38. Enterprise Class Taxonomy Management and Auto-classification -
      Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint
    • 39. Concept Searching, Inc.
      • Company founded in 2002
      • 40. Product launched in 2003
      • 41. Focus on management of structured and unstructured information
      • 42. Technology
      • 43. Automatic concept identification, content tagging, auto-classification, taxonomy management
      • 44. Only statistical vendor that can extract conceptual metadata
      • 45. 2009, 2010, 2011 ‘100 Companies that Matter in KM’ (KM World Magazine)
      • 46. KMWorld ‘Trend Setting Product’ of 2009, 2010
      • 47. Locations: US, UK, & South Africa
      • 48. Client base: Fortune 500/1000 organizations
      • 49. Managed Partner under Microsoft global ISV Program - “go to partner” for SharePoint 2010 Term Store Management
      • 50. Microsoft Enterprise Search ISV , FAST Partner
      • 51. Enterprise Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 52. Semantic Concept Extraction
      • Compound Term Processing – the ability to extract ‘concepts in context’
      • 53. Only statistical metadata generation and classification company that can extract concepts from content as it is created or ingested
      triple heart bypass
      • conceptClassifier will generate conceptualmetadata by extracting multi-word terms that identifies ‘triple heart bypass’ as a concept as opposed to single keywords
      • 54. 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’)
      • 55. Metadata can be used by any search engine index or any application/process that uses metadata
      Triple
      Baseball
      Three
      Heart
      Organ
      Center
      Bypass
      Highway
      Avoid
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 56. Enterprise Class Product Suite - Deployment Case Studies
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 95. What Is poor Metadata costing you?
      Data Privacy Protection
      Search
      Records Management
      Pre Migration/Collaboration
      • Average cost per exposed record is $197 and ranges from $90-$305 per record
      • 96. 70% of breaches are due to a mistake or malicious intent by an organization’s own staff
      • 97. “It’s not about better search”
      • 98. Less than 50% of content is correctly indexed, meta tagged or efficiently searchable
      • 99. 85% of relevant documents are never retrieved in search
      • 100. 67% of data loss in Records Management is due to end user error
      • 101. It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found
      • 102. 60% of stored documents are obsolete
      • 103. 50% of documents are duplicates
      • 104. Requires resources to identify what should/not be migrated
      Problem
      • Identify any type of organizationally defined privacy data
      • 105. Combines pattern matching with associated vocabulary
      • 106. Automatic Content Type updating enabling workflows and rights management
      • 107. Eliminate inconsistent end user tagging
      • 108. Automatically declare documents of record based on vocabulary and retention codes
      • 109. Automatically change the Content Type and route to the Records Management repository
      • 110. Eliminate duplicate documents
      • 111. Identify privacy data exposures
      • 112. Identify and declare records that were not previously identified
      • 113. Notify users of high value content
      • 114. Migrating required content to a structure
      • 115. Eliminate manual tagging & replace with automatic identification of multi-word concepts
      • 116. Provide guided navigation via the taxonomy structure (i.e. concepts)
      • 117. Go beyond dynamic clustering with conceptual clustering based on the taxonomies
      Solution
      • Average cost runs from $225K to $35M
      • 118. Savings of $4.00 - $7.04 per record by eliminating manual tagging
      • 119. Ensures compliance and reduces potential litigation exposures
      • 120. Taxonomy navigation is 36% - 48% faster
      • 121. Savings 2.5 hours per user per day
      • 122. Reduces migration costs
      • 123. Ensures compliance and protection of content assets
      • 124. Easy end user updates
      Benefit
    • 125. Can we all agree: METADATA IS A MUST HAVE….
      Metadata is good and drives business value!
      How many terms per EMM Term Set/Store Library: X # of terms?
      30,000 Terms per Term Set (1 Taxonomy)
      Tested to 1,000,000 Preferred Terms
      in an Enterprise Managed Metadata Service
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 126. Why do you need a term store management tool? Because Managed Metadata is building a database about your unstructured information and using the Term Store as the tool to organize it and find it with in SharePoint 2010
      Legal
      Reporting
      Each value could
      be a metadata value that could be manually applied and used as a taxonomy facet. This is stored as a term with in a term set in 2010
      HR
      Financial
      39
      How To Guide for Taxonomies in SharePoint
    • 127. However, a manual metadata approach will fail 95%+ of the time
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 128. conceptClassifer’s TaxonomyManager automated metadata approach
      drives business value
      • Create enterprise automated metadata framework/model
      • 129. Average return on investment minimum of 38% and runs as high as 600% (IDC)
      • 130. Apply consistent meaningful metadata to enterprise content
      • 131. Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC)
      • 132. Guide users to relevant content with taxonomy navigation
      • 133. Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais)
      • 134. 100% “Recall” of content, 35% Faster access to content “Precision”
      • 135. Use automatic conceptual metadata generation to improve Records Management
      • 136. Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)
      • 137. Improve compliance processes, eliminate potential privacy exposures
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 138. Enterprise Taxonomy Management and Auto-classification
      • Multi User Distributed Branch and Term Support for Enterprise
      • 139. Native Term Store Integration for SharePoint 2010
      • 140. Accelerate building out taxonomies by 75% with automatic Term/Clue Suggestion
      • 141. Enables the ability for information architects to build model and validate
      • 142. Automatic Term Boosting for FAST/Search Platforms
      • 143. Pragmatic Ontology Features for subject matter experts (You don’t need to be a librarian)
      • 144. Broad to Narrow
      • 145. Preferred Term
      • 146. Non preferred terms
      • 147. Poly hierarchies – Not supported in Term Store
      • 148. Relations – Not supported in Term Store
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 149. Drives immediate value for end users for Search and RM
      • Automatically Applies Content Types
      • 150. Auto Applies Retention Code Policies
      • 151. Automatically applies Windows Rights Management Policies
      • 152. Automatic Term Boosting for FAST
      • 153. Pulls hierarchy directly from Term Store, therefore updates are immediate and accurate for guided taxonomy navigation in FAST
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 154. conceptClassifier for FAST Search
      • Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
      • 155. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature
      • 156. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
      • 157. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
      • 158. Improves faceted search results as facets are based on concepts aligned with the taxonomy
      • 159. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
      • 160. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
      • 161. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
      • 162. Automatically tags content with both vocabulary and retention codes and respects SharePoint security that could prevent access to the document once it has been declared a record
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 163. Product Screen Shots
      3/1/2011
    • 164. Traditional manual approach is subjective, cumbersome and ineffective
      End user must select values from multiple term sets. Microsoft says to plan for 30,000 values in EMM aka Term Set Values
    • 165. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010
      Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values
    • 166. Preferred terms and non preferred terms are managed in Taxonomy Manager
      TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010
      Deep capabilities to build out classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting
    • 167. An automated approach ensures accurate Records Management and improved Search
      Content is automatically organized against a normalized vocabulary and can be moved to additional record management libraries or can be managed in place based on metadata
    • 168. conceptClassifier for FAST
      conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST
      Multi value select with in a controlled vocabulary is the single fastest approach you can provide for end users to get access to the correct content
    • 169. Additional Slides
    • 170. Enterprise Class Product Suite - Deployment Case Studies
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 206. conceptClassifier for FAST Search
      • Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
      • 207. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature
      • 208. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
      • 209. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
      • 210. Improves faceted search results as facets are based on concepts aligned with the taxonomy
      • 211. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
      • 212. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
      • 213. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
      • 214. Automatically tags content with both vocabulary and retention codes and respects SharePoint security that could prevent access to the document once it has been declared a record
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 215. Product Screen Shots
    • 216. Information and Records Management Capability Gaps
      Problems
      • Lack of Information Transparency
      • 217. Government and Private Sector directives to tag content for retrieval
      • 218. Untagged Data Assets = Untapped Resources
      • 219. Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets
      • 220. Non-Compliance with Records Management Policies
      • 221. Sarbanes-Oxley and Government RM Retention Schedules
      • 222. Data Stored in Wrong Location
      • 223. Information not Preserved in Accordance with Regulatory Guidelines
      • 224. Increasing Volume of Unplanned Data Exposure Events
      • 225. Privacy Act Program (PII), Protected Health Information (PHI), HIPAA, Payment Card Industry (PCI), etc…
      • 226. Organizational Confidential and Sensitive Information
      www.conceptsearching.com
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 227. Why is this Difficult?
      Human Factors
      • Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems
      Access Rights
      Records Retention Code
      Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates
      Metadata Tagging
      Document Library 1
      Document Library 2
      Document Library 3
      Document Library 4
      www.conceptsearching.com
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 228. Why is this Difficult?
      Human Factors
      • Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems
      • 229. Limiting Factor = Human Behavior
      Access Rights
      Records Retention Code
      Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates
      Metadata Tagging
      Document Library 1
      Document Library 2
      Document Library 3
      Document Library 4
      www.conceptsearching.com
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 230. How do Organization’s Typically Address These Capability Gaps
      Alternatives
      • Customize system interface to force manual application of metadata
      • 231. Pros: data assets now have metadata
      • 232. Cons: high customization costs, increase in end-user labor costs, less end-user productivity, non-standardized application of metadata across enterprise
      • 233. Hire temporary staff to add metadata to data assets
      • 234. Pros: data assets now have metadata
      • 235. Cons: temporary staff = $$$$$ and results in non-standardized tagging
      • 236. Acknowledge that it is a problem and do nothing
      www.conceptsearching.com
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 237. Security
      Metadata, Auto-classification, Taxonomies Drive Business Value
      Semantic Metadata Tagging
      Increase Information Retrieval Precision for Search
      Records Retention Code Tagging
      Concept Classifier
      Automatic Content Type Updating
      Records
      Management
      Confidential
      Secure Data
      Appropriate Storage & Preservation
      Tagged for Search
      Collaboration
      Portal
      www.conceptsearching.com
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
    • 238. How does Concept Searching Close IM and RM Capability Gaps
      Leveraging Metadata as an Enabling Asset
      • Uses Taxonomy Manager to create and manage organizational taxonomies, ontologies, and metadata environment;
      • 239. Employs conceptClassifier for SharePoint as an Automated Metadata Population Service;
      • 240. Applies content types base on metadata;
      • 241. Uses content types derived from metadata to drive individual and group access to data assets using inherent SharePoint Security;
      • 242. Uses content types derived from metadata to drive migration of data assets to proper document libraries where RMS templates are automatically applied to restrict data asset usage.
      Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
      www.conceptsearching.com
    • 243. Concept Searching in MOSS and Windows Server
    • 244. SharePoint Server Security and AD-RMS in MOSS