The How To Guide for Taxonomies in SharePoint<br />1<br />
Project Performance CorporationJill HannemannJill Hanemann is an expert in information architecture, taxonomy design, and ...
Agenda<br />Quick Overview<br />Reconfirm Demo Goals - We are only company with a native integration to  2010 for Term Sto...
4<br />Jill Hannemann – PPC<br />Don Miller – Concept Searching<br />February 23, 2011<br />How to automate Records Manage...
Best Practices for Term Store Development and Managed Metadata Services to drive Business Value with SharePoint 2010<br />...
6<br />Donald T. Miller, VP of Business Development<br />Concept Searching<br />A demonstration of conceptClassifier and t...
Agenda<br />About Managed Metadata Service<br />Designing Taxonomy and Metadata for Term Sets<br />Using Keywords as Folks...
About Managed Metadata Service<br />8<br />How To Guide for Taxonomies in SharePoint<br />8<br />
About Managed Metadata Service<br />Managed Metadata Service<br />Metadata taxonomies and terms can be shared across multi...
Understanding SharePoint 2010 Elements<br />10<br />How To Guide for Taxonomies in SharePoint<br />
About Taxonomy Term Store<br />Term sets – Behave as metadata facets<br />Design a multi-taxonomy structure<br />A facet/t...
Taxonomy and Metadata for Term Sets<br />12<br />How To Guide for Taxonomies in SharePoint<br />12<br />
Faceted Browsing and Searching<br />Faceted classification<br />Assignment of multiple classifications to an object, enabl...
Faceted Browsing and Searching<br />Find computers by category, weight, screen size, etc.<br />14<br />How To Guide for Ta...
Term Set Structure<br />Group<br />Term Set<br />Parent Term 1<br />Child Term A<br />Child Term B<br />Parent Term 2<br /...
Editing Term Sets and Terms<br />Group<br />Term Set<br />Parent Term<br />Child Term<br />16<br />How To Guide for Taxono...
Editing Term Sets<br />17<br />How To Guide for Taxonomies in SharePoint<br />17<br />
Initial Planning: Discovering All Your Groups<br />Determine Key Term Sets <br />Define the Term Sets for document librari...
Categorization Schemas<br />Hardest<br />Easiest<br />How To Guide for Taxonomies in SharePoint<br />19<br />
Using Keywords as Folksonomy<br />20<br />How To Guide for Taxonomies in SharePoint<br />20<br />
Keywords as Folksonomy<br />“Folk + taxonomy” is a user-generated taxonomy.<br />Collaborative Tagging<br />Social Classif...
Faceted Classification vs. Folksonomy <br />22<br />How To Guide for Taxonomies in SharePoint<br />
Defining Governance<br />23<br />How To Guide for Taxonomies in SharePoint<br />23<br />
Taxonomy Governance<br />Term set evolution<br />Creating a new Group<br />Term set creation/deletion<br />Term creation/d...
Four Pillars of Governance<br />In the Governance Plan, it is important to define:<br />Establishing a vision<br />Roles a...
Governance StructureRoles and Responsibilities<br />Most Common Roles<br />How To Guide for Taxonomies in SharePoint<br />...
Policies and ProceduresProcedures<br />All primary actions related to the Term Store and the application of terms to conte...
Policies and ProceduresProcedures<br />Basic workflow approval processes should be outlined for all aspects of the Term St...
Keys to Governance<br />Loose vs. Tight<br />How To Guide for Taxonomies in SharePoint<br />29<br />
In Closing…<br />30<br />How To Guide for Taxonomies in SharePoint<br />30<br />
Key Issues with Information Management<br /><ul><li>Common issues relating to managing content in SharePoint:
Localized terminology
Complex data sets
Consistency of Content Tags
Multiple Site Collections
Manual Subjective Content Tagging</li></ul>31<br />How To Guide for Taxonomies in SharePoint<br />31<br />
Best Practices <br />Define your Use Case <br />Understand how and why you will be using taxonomy and metadata<br />Start ...
Enterprise Class Taxonomy Management and Auto-classification -<br />Leveraging the Term Store for Organizational Metadata ...
Concept Searching, Inc.<br /><ul><li>Company founded in 2002
Product launched in 2003
Focus on management of structured and unstructured information
Technology
Automatic concept identification, content tagging, auto-classification, taxonomy management
Only statistical vendor that can extract conceptual metadata
2009,  2010, 2011 ‘100 Companies that Matter in KM’  (KM World Magazine)
KMWorld ‘Trend Setting Product’ of 2009, 2010
Locations: US, UK, & South Africa
Client base: Fortune 500/1000 organizations
Managed Partner under Microsoft  global ISV Program  - “go to partner” for SharePoint 2010 Term Store Management
Microsoft Enterprise Search ISV , FAST Partner
Enterprise Product Suite:  conceptSearch, conceptTaxonomyManager, conceptClassifier</li></ul>Concept Searching  •  Don Mil...
Semantic Concept Extraction<br /><ul><li>Compound Term Processing – the ability to extract ‘concepts in context’
Only statistical metadata generation and classification company that can extract concepts from content as it is created or...
Search will return results based on the concept even if the exact terms are not contained in the document (i.e. ‘coronary ...
Metadata can be used by any search engine index or any application/process that uses metadata</li></ul>Triple<br />Basebal...
Enterprise Class Product Suite - Deployment Case Studies<br /><ul><li>USAF Medical Service
Global Deployments
70,000 Users
LexisNexis
FAST
Multi User Distributed Taxonomy Management Architecture
Xerox
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Webinar: The How To Guide For Taxonomies In Share Point

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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, &amp; 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, &amp; 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.
  • Webinar: The How To Guide For Taxonomies In Share Point

    1. 1. The How To Guide for Taxonomies in SharePoint<br />1<br />
    2. 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. <br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />2<br />
    3. 3. Agenda<br />Quick Overview<br />Reconfirm Demo Goals - We are only company with a native integration to 2010 for Term Store Management<br />Show native integration into SharePoint 2010 Term Store for search <br />Show native integration into SharePoint 2010 for Records Management and automatic content type updating<br />Dynamic guided navigation within the search platform<br />Show enterprise Taxonomy Management and auto-classification capabilities<br />Building out new Taxonomies/Term Sets<br />Term Store Management<br />Enterprise Taxonomy Management<br />Project Performance Corporation<br />Concept Searching Summary<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    4. 4. 4<br />Jill Hannemann – PPC<br />Don Miller – Concept Searching<br />February 23, 2011<br />How to automate Records Management and improve Search with guided navigation in SharePoint 2010<br />How To Guide for Taxonomies in SharePoint<br />
    5. 5. Best Practices for Term Store Development and Managed Metadata Services to drive Business Value with SharePoint 2010<br />Jill Hannemann<br />Project Performance Corporation<br />5<br />How To Guide for Taxonomies in SharePoint<br />
    6. 6. 6<br />Donald T. Miller, VP of Business Development<br />Concept Searching<br />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<br />How To Guide for Taxonomies in SharePoint<br />
    7. 7. Agenda<br />About Managed Metadata Service<br />Designing Taxonomy and Metadata for Term Sets<br />Using Keywords as Folksonomy <br />Basic Governance Principles<br />7<br />How To Guide for Taxonomies in SharePoint<br />
    8. 8. About Managed Metadata Service<br />8<br />How To Guide for Taxonomies in SharePoint<br />8<br />
    9. 9. About Managed Metadata Service<br />Managed Metadata Service<br />Metadata taxonomies and terms can be shared across multiple SharePoint site collections<br />Multiple manage metadata services can be created <br />Enables search filtering<br />Two types of terms: <br />Managed terms – pre-defined by an enterprise administrator and may be hierarchical. Surfaced in the "managed metadata" column type<br />Managed keywords – non-hierarchical words or phrases that have been added to SharePoint 2010 items by users (folksonomy)<br />9<br />How To Guide for Taxonomies in SharePoint<br />9<br />
    10. 10. Understanding SharePoint 2010 Elements<br />10<br />How To Guide for Taxonomies in SharePoint<br />
    11. 11. About Taxonomy Term Store<br />Term sets – Behave as metadata facets<br />Design a multi-taxonomy structure<br />A facet/term set can have a hierarchical structure beneath it, following the behavior of a taxonomy<br />Keyword term set – flat structure of enterprise keywords, can be leveraged as folksonomy.<br />How to categorize content in a way that is intuitive for users?<br />11<br />How To Guide for Taxonomies in SharePoint<br />
    12. 12. Taxonomy and Metadata for Term Sets<br />12<br />How To Guide for Taxonomies in SharePoint<br />12<br />
    13. 13. Faceted Browsing and Searching<br />Faceted classification<br />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.<br />Faceted Browsing and Searching<br />Uses faceted classification to allow users to explore and find information.<br />Examples:<br />Products by price ranges, brands, and vendors<br />Corporate documents by department and location<br />13<br />How To Guide for Taxonomies in SharePoint<br />
    14. 14. Faceted Browsing and Searching<br />Find computers by category, weight, screen size, etc.<br />14<br />How To Guide for Taxonomies in SharePoint<br />
    15. 15. Term Set Structure<br />Group<br />Term Set<br />Parent Term 1<br />Child Term A<br />Child Term B<br />Parent Term 2<br />Business Unit<br />Document Types<br />Proposal Document<br />Pink Team<br />Red Team<br />Resume<br />Project Description<br />Forms<br />Presentations<br />15<br />How To Guide for Taxonomies in SharePoint<br />
    16. 16. Editing Term Sets and Terms<br />Group<br />Term Set<br />Parent Term<br />Child Term<br />16<br />How To Guide for Taxonomies in SharePoint<br />16<br />
    17. 17. Editing Term Sets<br />17<br />How To Guide for Taxonomies in SharePoint<br />17<br />
    18. 18. Initial Planning: Discovering All Your Groups<br />Determine Key Term Sets <br />Define the Term Sets for document libraries<br />Think about audience, business needs, content types<br />Define the values/terms for each metadata field/term set<br />18<br />How To Guide for Taxonomies in SharePoint<br />
    19. 19. Categorization Schemas<br />Hardest<br />Easiest<br />How To Guide for Taxonomies in SharePoint<br />19<br />
    20. 20. Using Keywords as Folksonomy<br />20<br />How To Guide for Taxonomies in SharePoint<br />20<br />
    21. 21. Keywords as Folksonomy<br />“Folk + taxonomy” is a user-generated taxonomy.<br />Collaborative Tagging<br />Social Classification<br />Social Indexing<br />Social Tagging<br />Folksonomy<br />=<br />=<br />=<br />=<br />The practice of collaboratively creating and managing tags to categorize content. <br />As opposed to traditional indexing, metadata is generated not only by experts but also by creators and consumers of the content. <br />Usually, freely chosen keywords are used instead of a controlled vocabulary.<br />Tag Clouds are used to visualize tags of a folksonomy.<br />21<br />How To Guide for Taxonomies in SharePoint<br />
    22. 22. Faceted Classification vs. Folksonomy <br />22<br />How To Guide for Taxonomies in SharePoint<br />
    23. 23. Defining Governance<br />23<br />How To Guide for Taxonomies in SharePoint<br />23<br />
    24. 24. Taxonomy Governance<br />Term set evolution<br />Creating a new Group<br />Term set creation/deletion<br />Term creation/deletion/modification<br />Governance committee representing <br />Term Steering Committee<br />Content Managers<br />Content Contributors<br />Ensure that the classification distribution and meaning of the Groups and Term Sets is not compromised<br />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<br />How To Guide for Taxonomies in SharePoint<br />24<br />
    25. 25. Four Pillars of Governance<br />In the Governance Plan, it is important to define:<br />Establishing a vision<br />Roles and responsibilities<br />Policies and procedures<br />Communications, education, and marketing<br />How To Guide for Taxonomies in SharePoint<br />25<br />
    26. 26. Governance StructureRoles and Responsibilities<br />Most Common Roles<br />How To Guide for Taxonomies in SharePoint<br />26<br />
    27. 27. Policies and ProceduresProcedures<br />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<br />Guidelines will empower Content Managers and Taxonomy Team members to manage the Term Store appropriately<br />Intuitive procedures will ensure the system continues to be developed consistently<br />Simple rules and workflows will reduce “bottlenecks” <br />Determine: <br />Who will have access to Term Store?<br />Who can apply tags to content in libraries? <br />Who can create keywords when tagging content?<br />How To Guide for Taxonomies in SharePoint<br />27<br />
    28. 28. Policies and ProceduresProcedures<br />Basic workflow approval processes should be outlined for all aspects of the Term Store governance<br />How To Guide for Taxonomies in SharePoint<br />28<br />
    29. 29. Keys to Governance<br />Loose vs. Tight<br />How To Guide for Taxonomies in SharePoint<br />29<br />
    30. 30. In Closing…<br />30<br />How To Guide for Taxonomies in SharePoint<br />30<br />
    31. 31. Key Issues with Information Management<br /><ul><li>Common issues relating to managing content in SharePoint:
    32. 32. Localized terminology
    33. 33. Complex data sets
    34. 34. Consistency of Content Tags
    35. 35. Multiple Site Collections
    36. 36. Manual Subjective Content Tagging</li></ul>31<br />How To Guide for Taxonomies in SharePoint<br />31<br />
    37. 37. Best Practices <br />Define your Use Case <br />Understand how and why you will be using taxonomy and metadata<br />Start Small<br />Select a business unit to begin classification within SharePoint<br />Manage Scope<br />Keep your Audience in Mind<br />Recognize that users may think about and look for information in different ways<br />Define Governance<br />Roles, responsibilities, policies, and procedures<br />Control Depth and Breadth <br />A “flat” taxonomy ensures that users can find information quickly<br />A focused taxonomy ensures that users can easily “digest” the scope of information <br />Make a Long-Term Investment<br />Taxonomy development is an iterative and on-going effort<br />32<br />How To Guide for Taxonomies in SharePoint<br />32<br />
    38. 38. Enterprise Class Taxonomy Management and Auto-classification -<br />Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint<br />
    39. 39. Concept Searching, Inc.<br /><ul><li>Company founded in 2002
    40. 40. Product launched in 2003
    41. 41. Focus on management of structured and unstructured information
    42. 42. Technology
    43. 43. Automatic concept identification, content tagging, auto-classification, taxonomy management
    44. 44. Only statistical vendor that can extract conceptual metadata
    45. 45. 2009, 2010, 2011 ‘100 Companies that Matter in KM’ (KM World Magazine)
    46. 46. KMWorld ‘Trend Setting Product’ of 2009, 2010
    47. 47. Locations: US, UK, & South Africa
    48. 48. Client base: Fortune 500/1000 organizations
    49. 49. Managed Partner under Microsoft global ISV Program - “go to partner” for SharePoint 2010 Term Store Management
    50. 50. Microsoft Enterprise Search ISV , FAST Partner
    51. 51. Enterprise Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    52. 52. Semantic Concept Extraction<br /><ul><li>Compound Term Processing – the ability to extract ‘concepts in context’
    53. 53. Only statistical metadata generation and classification company that can extract concepts from content as it is created or ingested</li></ul>triple heart bypass<br /><ul><li>conceptClassifier will generate conceptualmetadata by extracting multi-word terms that identifies ‘triple heart bypass’ as a concept as opposed to single keywords
    54. 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. 55. Metadata can be used by any search engine index or any application/process that uses metadata</li></ul>Triple<br />Baseball<br />Three<br />Heart<br />Organ<br />Center<br />Bypass<br />Highway<br />Avoid<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    56. 56. Enterprise Class Product Suite - Deployment Case Studies<br /><ul><li>USAF Medical Service
    57. 57. Global Deployments
    58. 58. 70,000 Users
    59. 59. LexisNexis
    60. 60. FAST
    61. 61. Multi User Distributed Taxonomy Management Architecture
    62. 62. Xerox
    63. 63. E Discovery
    64. 64. 150 Million Documents
    65. 65. Market Research
    66. 66. FAST
    67. 67. WWW
    68. 68. Logica
    69. 69. FAST
    70. 70. 40,000 Users
    71. 71. CAL ISO & MIDWEST ISO
    72. 72. FAST
    73. 73. WWW
    74. 74. Booz and Company
    75. 75. Taxonomy Management
    76. 76. Emerson Climate Technologies
    77. 77. Enterprise Deployment
    78. 78. BP
    79. 79. Enterprise Deployment
    80. 80. Deloitte
    81. 81. Parsons Brinckerhoff
    82. 82. FAST
    83. 83. Global Deployment 40,000
    84. 84. CPSC Enterprise wide
    85. 85. FAST
    86. 86. Enterprise Deployment
    87. 87. National Transportation Safety Board
    88. 88. FAST
    89. 89. Enterprise Deployment
    90. 90. Health and Human Services
    91. 91. FAST
    92. 92. Enterprise Deployment
    93. 93. Southern Union Group
    94. 94. FAST</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    95. 95. What Is poor Metadata costing you?<br />Data Privacy Protection<br />Search<br />Records Management<br />Pre Migration/Collaboration<br /><ul><li>Average cost per exposed record is $197 and ranges from $90-$305 per record
    96. 96. 70% of breaches are due to a mistake or malicious intent by an organization’s own staff
    97. 97. “It’s not about better search”
    98. 98. Less than 50% of content is correctly indexed, meta tagged or efficiently searchable
    99. 99. 85% of relevant documents are never retrieved in search
    100. 100. 67% of data loss in Records Management is due to end user error
    101. 101. It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found
    102. 102. 60% of stored documents are obsolete
    103. 103. 50% of documents are duplicates
    104. 104. Requires resources to identify what should/not be migrated</li></ul>Problem<br /><ul><li>Identify any type of organizationally defined privacy data
    105. 105. Combines pattern matching with associated vocabulary
    106. 106. Automatic Content Type updating enabling workflows and rights management
    107. 107. Eliminate inconsistent end user tagging
    108. 108. Automatically declare documents of record based on vocabulary and retention codes
    109. 109. Automatically change the Content Type and route to the Records Management repository
    110. 110. Eliminate duplicate documents
    111. 111. Identify privacy data exposures
    112. 112. Identify and declare records that were not previously identified
    113. 113. Notify users of high value content
    114. 114. Migrating required content to a structure
    115. 115. Eliminate manual tagging & replace with automatic identification of multi-word concepts
    116. 116. Provide guided navigation via the taxonomy structure (i.e. concepts)
    117. 117. Go beyond dynamic clustering with conceptual clustering based on the taxonomies</li></ul>Solution<br /><ul><li>Average cost runs from $225K to $35M
    118. 118. Savings of $4.00 - $7.04 per record by eliminating manual tagging
    119. 119. Ensures compliance and reduces potential litigation exposures
    120. 120. Taxonomy navigation is 36% - 48% faster
    121. 121. Savings 2.5 hours per user per day
    122. 122. Reduces migration costs
    123. 123. Ensures compliance and protection of content assets
    124. 124. Easy end user updates</li></ul>Benefit<br />
    125. 125. Can we all agree: METADATA IS A MUST HAVE….<br />Metadata is good and drives business value!<br />How many terms per EMM Term Set/Store Library: X # of terms?<br />30,000 Terms per Term Set (1 Taxonomy)<br />Tested to 1,000,000 Preferred Terms <br />in an Enterprise Managed Metadata Service<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    126. 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<br />Legal<br />Reporting<br />Each value could <br />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<br />HR<br />Financial<br />39<br />How To Guide for Taxonomies in SharePoint<br />
    127. 127. However, a manual metadata approach will fail 95%+ of the time<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    128. 128. conceptClassifer’s TaxonomyManager automated metadata approach <br />drives business value<br /><ul><li>Create enterprise automated metadata framework/model
    129. 129. Average return on investment minimum of 38% and runs as high as 600% (IDC)
    130. 130. Apply consistent meaningful metadata to enterprise content
    131. 131. Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC)
    132. 132. Guide users to relevant content with taxonomy navigation
    133. 133. Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais)
    134. 134. 100% “Recall” of content, 35% Faster access to content “Precision”
    135. 135. Use automatic conceptual metadata generation to improve Records Management
    136. 136. Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)
    137. 137. Improve compliance processes, eliminate potential privacy exposures</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    138. 138. Enterprise Taxonomy Management and Auto-classification<br /><ul><li>Multi User Distributed Branch and Term Support for Enterprise
    139. 139. Native Term Store Integration for SharePoint 2010
    140. 140. Accelerate building out taxonomies by 75% with automatic Term/Clue Suggestion
    141. 141. Enables the ability for information architects to build model and validate
    142. 142. Automatic Term Boosting for FAST/Search Platforms
    143. 143. Pragmatic Ontology Features for subject matter experts (You don’t need to be a librarian)
    144. 144. Broad to Narrow
    145. 145. Preferred Term
    146. 146. Non preferred terms
    147. 147. Poly hierarchies – Not supported in Term Store
    148. 148. Relations – Not supported in Term Store</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    149. 149. Drives immediate value for end users for Search and RM<br /><ul><li>Automatically Applies Content Types
    150. 150. Auto Applies Retention Code Policies
    151. 151. Automatically applies Windows Rights Management Policies
    152. 152. Automatic Term Boosting for FAST
    153. 153. Pulls hierarchy directly from Term Store, therefore updates are immediate and accurate for guided taxonomy navigation in FAST</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    154. 154. conceptClassifier for FAST Search<br /><ul><li>Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
    155. 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. 156. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
    157. 157. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
    158. 158. Improves faceted search results as facets are based on concepts aligned with the taxonomy
    159. 159. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
    160. 160. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
    161. 161. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
    162. 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 </li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    163. 163. Product Screen Shots<br />3/1/2011<br />
    164. 164. Traditional manual approach is subjective, cumbersome and ineffective<br />End user must select values from multiple term sets. Microsoft says to plan for 30,000 values in EMM aka Term Set Values<br />
    165. 165. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010<br />Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values<br />
    166. 166. Preferred terms and non preferred terms are managed in Taxonomy Manager<br />TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010<br />Deep capabilities to build out classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting<br />
    167. 167. An automated approach ensures accurate Records Management and improved Search<br />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<br />
    168. 168. conceptClassifier for FAST<br />conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST<br />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<br />
    169. 169. Additional Slides<br />
    170. 170. Enterprise Class Product Suite - Deployment Case Studies<br /><ul><li>USAF Medical Service
    171. 171. Global Deployments
    172. 172. 70,000 Users
    173. 173. LexisNexis
    174. 174. FAST
    175. 175. Multi User Distributed Taxonomy Management Architecture
    176. 176. Xerox
    177. 177. E Discovery
    178. 178. 150 Million Documents
    179. 179. Market Research
    180. 180. FAST
    181. 181. WWW
    182. 182. Logica
    183. 183. FAST
    184. 184. 40,000 Users
    185. 185. CAL ISO & MIDWEST ISO
    186. 186. FAST
    187. 187. WWW
    188. 188. Emerson Climate Technologies
    189. 189. Enterprise Deployment
    190. 190. BP
    191. 191. Enterprise Deployment
    192. 192. Parsons Brinckerhoff
    193. 193. FAST
    194. 194. Global Deployment 40,000
    195. 195. CPSC Enterprise wide
    196. 196. FAST
    197. 197. Enterprise Deployment
    198. 198. National Transportation Safety Board
    199. 199. FAST
    200. 200. Enterprise Deployment
    201. 201. Health and Human Services
    202. 202. FAST
    203. 203. Enterprise Deployment
    204. 204. Southern Union Group
    205. 205. FAST</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    206. 206. conceptClassifier for FAST Search<br /><ul><li>Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
    207. 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. 208. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
    209. 209. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
    210. 210. Improves faceted search results as facets are based on concepts aligned with the taxonomy
    211. 211. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
    212. 212. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
    213. 213. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
    214. 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 </li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    215. 215. Product Screen Shots<br />
    216. 216. Information and Records Management Capability Gaps<br />Problems<br /><ul><li>Lack of Information Transparency
    217. 217. Government and Private Sector directives to tag content for retrieval
    218. 218. Untagged Data Assets = Untapped Resources
    219. 219. Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets
    220. 220. Non-Compliance with Records Management Policies
    221. 221. Sarbanes-Oxley and Government RM Retention Schedules
    222. 222. Data Stored in Wrong Location
    223. 223. Information not Preserved in Accordance with Regulatory Guidelines
    224. 224. Increasing Volume of Unplanned Data Exposure Events
    225. 225. Privacy Act Program (PII), Protected Health Information (PHI), HIPAA, Payment Card Industry (PCI), etc…
    226. 226. Organizational Confidential and Sensitive Information</li></ul>www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    227. 227. Why is this Difficult?<br />Human Factors<br /><ul><li>Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems</li></ul>Access Rights<br />Records Retention Code<br />Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates<br />Metadata Tagging<br />Document Library 1<br />Document Library 2<br />Document Library 3<br />Document Library 4<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    228. 228. Why is this Difficult?<br />Human Factors<br /><ul><li>Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems
    229. 229. Limiting Factor = Human Behavior</li></ul>Access Rights<br />Records Retention Code<br />Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates<br />Metadata Tagging<br />Document Library 1<br />Document Library 2<br />Document Library 3<br />Document Library 4<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    230. 230. How do Organization’s Typically Address These Capability Gaps<br />Alternatives<br /><ul><li>Customize system interface to force manual application of metadata
    231. 231. Pros: data assets now have metadata
    232. 232. Cons: high customization costs, increase in end-user labor costs, less end-user productivity, non-standardized application of metadata across enterprise
    233. 233. Hire temporary staff to add metadata to data assets
    234. 234. Pros: data assets now have metadata
    235. 235. Cons: temporary staff = $$$$$ and results in non-standardized tagging
    236. 236. Acknowledge that it is a problem and do nothing</li></ul>www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    237. 237. Security<br />Metadata, Auto-classification, Taxonomies Drive Business Value<br />Semantic Metadata Tagging<br />Increase Information Retrieval Precision for Search<br />Records Retention Code Tagging<br />Concept Classifier<br />Automatic Content Type Updating<br />Records <br />Management<br />Confidential <br />Secure Data<br />Appropriate Storage & Preservation<br />Tagged for Search<br />Collaboration<br />Portal<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    238. 238. How does Concept Searching Close IM and RM Capability Gaps<br />Leveraging Metadata as an Enabling Asset<br /><ul><li>Uses Taxonomy Manager to create and manage organizational taxonomies, ontologies, and metadata environment;
    239. 239. Employs conceptClassifier for SharePoint as an Automated Metadata Population Service;
    240. 240. Applies content types base on metadata;
    241. 241. Uses content types derived from metadata to drive individual and group access to data assets using inherent SharePoint Security;
    242. 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.</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />www.conceptsearching.com<br />
    243. 243. Concept Searching in MOSS and Windows Server<br />
    244. 244. SharePoint Server Security and AD-RMS in MOSS<br />

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