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Webinar - The Swiss Army Knife for SharePoint 2010 – Tagging, Term Store and Taxonomies



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  • 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
  • Tying this all together and seeing how it works in the real world:The USAF Human Performance Clearinghouse (HPC) is an enterprise solution that serves the USAF Human Systems Integration Community.  Lead by the Air Force Medical Service (AFMS) the HPC leverages SharePoint and conceptClassifier to deliver real-time collaboration, Information/Content Management, Knowledge Management, Taxonomy Management, automatic metadata tagging, and automated Windows Rights Management to over 75 locations worldwide. US Air Force Medical ServiceInitially deployed conceptClassifier to power Knowledge Portal with over 65K usersControlled vocabulary consists of over 27K unique keywords, metadata, and multi-word fragments generated by conceptClassifierThey are now using it do solve a variety of challengesCLICK THROUGH ARROWS:CLICK: MigrationCLICK: Data PrivacyCLICK: SearchCLICK: Although we didn’t talk about this, the US Air Force HPC also uses it for eDiscovery and Freedom of Information Act conceptClassifier provides technologies that are natively integrated with SharePoint and delivers the missing pieces including the conceptual metadata generation, auto-classification, and taxonomy management tools that can be used to leverage your metadata and improve business outcomes resulting in a tangible ROI, reduces costs and organizational risk.
  • 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.  
  • conceptClassifierfor SharePoint is fully integrated with both SharePoint, Microsoft Office, Windows Server 2008 R2 FCI, FAST and Microsoft Enterprise Search. The automatic extraction of compound terms enables the Subject Matter Expert (SME) to use the terms within the taxonomy generation process, reducing the time to build out and maintain taxonomies by 80%. Features: Downloadable in 30 minutes – no programming required  Automatic classification and compound term meta data extraction Classification technology uses concept extraction and compound term processing Taxonomy based and faceted navigation Robust suite of tools to build an maintain taxonomiesFully integrated with Content TypesAutomatic classification from MS Office and OutlookTaxonomy browse, faceted navigation, and preview functionality from the search interfaceCan automatically classify from SharePoint, folders, and web sites providing a single interface to all permmissable content Simple intuitive interface designed for the SME  Fully SOA compliant, delivered as Web Parts, based on open standards  Integrates with Microsoft Office, Microsoft Records Center 
  • 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 

Webinar - The Swiss Army Knife for SharePoint 2010 – Tagging, Term Store and Taxonomies Webinar - The Swiss Army Knife for SharePoint 2010 – Tagging, Term Store and Taxonomies Presentation Transcript

  • The Swiss Army Knife of SharePoint
    Don Miller, VP of Business Development
    1 (408) 828-3400
    John Challis, CTO Founder
  • Agenda – Tagging Taxonomies and Term Store
    First 20 Minutes
    Company Overview
    Review metadata, taxonomy, classification, search problem and value
    Case Study
    Review tagging approaches
    Review suggested taxonomy approaches to build out 2010 Term Store
    Concept Searching turn key approach to metadata management and term store development
    Second 30 Minutes
    Product demo – End Users
    How does an end user search in 2010
    How does an end user tag in 2010
    How does conceptClassifier and Taxonomy Manager help 2010
    How do we accelerate process of tagging
    How do we improve end user search experience with “Guided Navigation”
    Product demo – Technical
    Improve Information Architecture Design
    Integration into 2010 Term Store
    Improve Taxonomy Design for Content Stewards
    Integration to FAST 2010
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Concept Searching, Inc.
    • 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 and 2010 ‘100 Companies that Matter in KM’ (KM World Magazine)
    • KMWorld ‘Trend Setting Product’ of 2009
    and 2010
    • Locations: US, UK, & South Africa
    • Client base: Fortune 500/1000 organizations
    • Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for auto-classification and taxonomy management
    • Microsoft Enterprise Search ISV , FAST Partner
    • Software Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, contentTypeUpdater
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • What Is Keyword vs. Metadata Costing You?
    Data Privacy Protection
    Records Management
    Pre Migration/Collaboration
    • Average cost per exposed record is $197 and ranges from $90-$305 per record
    • 70% of breaches are due to a mistake or malicious intent by an organization’s own staff
    • 67% of data loss in Records Management is due to end user error
    • It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found
    • “It’s not about better search”
    • Less than 50% of content is correctly indexed, meta tagged or efficiently searchable
    • 85% of relevant documents are never retrieved in search
    • 60% of stored documents are obsolete
    • 50% of documents are duplicates
    • Requires resources to identify content alignment and what should/not be migrated
    • Eliminate inconsistent end user tagging
    • Automatically declare documents of record based on vocabulary and retention codes
    • Automatically change the Content Type and route to the Records Management repository
    • Identify any type of organizationally defined privacy data
    • Combines pattern matching with associated vocabulary
    • Automatic Content Type updating enabling workflows and rights management
    • Eliminate manual tagging & replace with automatic identification of multi-word concepts
    • Provide guided navigation via the taxonomy structure (i.e. concepts)
    • Go beyond dynamic clustering with conceptual clustering based on the taxonomies
    • Eliminate duplicate documents
    • Identify privacy data exposures
    • Identify and declare records that were not previously identified
    • Notify users ofhigh value content
    • Migrating required content to a structure
    • Average cost runs from $225K to $35M
    • Savings of $4.00 - $7.04 per record by eliminating manual tagging
    • Ensures compliance and reduces potential litigation exposures
    • Taxonomy navigation is 36% - 48% faster
    • Savings 2.5 hours per user per day
    • Reduces migration costs
    • Ensures compliance and protection of content assets
    • Easy end user updates
  • USAF Human Performance ClearinghouseGOAL : Leverage Existing USAF, AFDW, and AFMS License Agreements to Enable IM, RM, & Privacy & Security Compliance
    • DoDD 8320 (Data Sharing in a Net-Centric DoD)
    • DoDD 5015 (Records Management)
    • USAF Privacy Act Program & HIPAA
    • Freedom of Information Act (FOIA)
    Data Privacy
    Records Management
    eDiscovery & FOIA
    Distribution Statement A: Approved for public release; distribution is unlimited.
    311 ABG/PA No. 09-488, 16 Oct 2009
    Distribution Statement A: Approved for public release; distribution is unlimited.
    311 ABG/PA No. 09-488, 16 Oct 2009
  • Accurate metadata requires three components…
    taxonomy management, classification and search
    There is no such thing as an auto taxonomy generation tool. With out taxonomy, you cannot align content or guide users to content.
    With out classification your taxonomy does not connect to search or records management. There is no alignment.
    100% of results. With out search, you can not validate taxonomy and classification. Should support multi words, because single key words are ambiguous.
    An enterprise metadata generation solution requires all three, otherwise the results are inferior and cumbersome or impossible to implement
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • A Manual Metadata Approach Will Fail 95%+ Of The Time
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • conceptClassifer’s TaxonomyManager automated metadata approach drives business value
    • Create enterprise automated metadata framework/model
    • Average return on investment minimum of 38% and runs as high as 600% (IDC)
    • Apply consistent meaningful metadata to enterprise content
    • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC)
    • Guide users to relevant content with taxonomy navigation
    • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais)
    • 100% “Recall” of content, 35% Faster access to content “Precision”
    • Use automatic conceptual metadata generation to improve Records Management
    • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)
    • Improve compliance processes, eliminate potential privacy exposures
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Core search expertise drives business value
    • Concept Extraction – 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 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
    • 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’)
    • Metadata can be used by any search engine index or any application/process that uses metadata
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • conceptClassifier and Taxonomy Manager Value Propositions
    No Behavior Modification for tagging or searching
    Accurate metadata (Metadata is descriptive information about information)
    Accelerate and validate the building out of Taxonomies for Business Applications (THERE IS NO SUCH THING AS AUTOGENERATING A TAXONOMY!!!). If nothing, start with file share folder structure.
    Align content with Business Requirements
    Drive: Records Management, PII, Collaboration, Findability, EIA and Taxonomy Based Applications
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Manual taxonomy approaches to build out 2010 Term Store
    File Share
    Corporate WWW Site Directory
    Industry Standard – ~50% of terms; but which 50% are in alignment with your content?
    Align with Business Goals
    Search Logs
    Subject Matter Expert Interviews
    Card Sorts/Tree Builds
    Classify against Taxonomy
    Guided Navigation
    However, the real problem will still be that until you force end users to manually tag, your taxonomy is of little value!
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Taxonomy Manager aligns the content and provides “Guided Navigation”
    Enterprise Architects / Content Editors can ensure alignment with taxonomy
    After 100% of Results are returned, leverage metadata for guided navigation and refiners
    Accelerate document finding [PRECISION] by a minimum of 35%
    I want all proposals in two specific regions. I could then have a guided refiner for vertical, amount, etc.
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Dynamic clustering is not Guided Navigation for “Proposals”
    Most clustering is key word based
    Brings back clusters, they are best guesses
    Clustering is not a starting point taxonomy, good for clues about a term or concept.
    They might help, they might make it worse
    Better than nothing, but not a long term strategy or evolution of key word search
    Dynamic navigation (CLUSTERING) is helpful, but how does an information worker know when it is a good topic or not? This is NOT PRECISION!
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Clustering can be used to drive relevant clues about a term
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Search allows us to validate our terms and the clues for our terms
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • conceptClassifier and taxonomyManager
    • Automatic ConceptualMetadata Generation
    • Automated Classification
    • Taxonomy Development & Management
    • Proven to reduce taxonomy development by 80%
    • Microsoft Integration
    • Runs natively in SharePoint 2007 and SharePoint 2010, Microsoft Office Applications, SharePoint Search and FAST, Windows Server 2008 R2 FCI
    • Fully integrated with SharePoint Content Types
    • Content Type Updater
    • Automatically changes the Content Type based on presence of organizationally defined metadata found within the document
    • Identification of confidential/privacy data
    • Ability to identify records based on the records retention schedule and route to the records center
    • Technology
    • Downloadable in 30 minutes – no programming required
    • Fully SOA compliant, delivered as Web Parts, based on open standards
    • Highly scalable
    We Make Metadata Work For You
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • conceptClassifier for FAST Search
    • Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
    • Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature
    • Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
    • Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
    • Improves faceted search results as facets are based on concepts aligned with the taxonomy
    • Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
    • Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
    • Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
    • 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
  • Demo
    Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
  • Please feel free to call me about your term store questions and best of breed approaches.
    Don Miller, VP of Business Development
    1 (408) 828-3400