Compliance, Security, Migration, Systems Management – All Fixed by Microsoft?

© Concept Searching 2015
Compliance, Security, Migration, Systems
Management – All Fixed by Microsoft?
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch

© Concept Searching 2015© Concept Searching 2015
Welcome
Don Miller – Vice President of Sales at Concept Searching
has over 20 years’ experience in knowledge management.
He is a frequent speaker on records management, and
information architecture challenges and solutions, and has
been a guest speaker at Taxonomy Boot Camp, and
numerous SharePoint events about information organization
and records management.

Agenda
• Who we are
• What do we do and why should you
care?
• Why managing unstructured content
impacts your bottom line
• What are your peer organizations
doing in the cloud – what are they not
doing?
• Gaps in SharePoint, Office 365, and
OneDrive for Business and how to
solve them
• What’s important to you?
• What now?

• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Profitable, debt free
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
7 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Microsoft Gold Certification in Application Development,
Microsoft Business-Critical SharePoint program partner
• Smart Content Framework™ for Information Governance comprising
• conceptClassifier for SharePoint and conceptClassifier for Office 365
• Concept Searching Technology Platform and conceptClassifier Platform
• Add on – conceptTaxonomyWorkflow and conceptClassifier for OneDrive for Business
The Global Leader in
Managed Metadata Solutions

Concept Searching’s technology platforms deliver semantic
metadata generation, auto-classification and
taxonomy/Term Store management, fully integrated with
all versions of SharePoint on-premises,
Microsoft Online/Office 365, and OneDrive for Business
What Do We Do?
The platform is not a web part, but an infrastructure
platform that integrates not only with SharePoint but also
other content repositories, search engines and file shares,
enabling our clients to add structure and manage their
enterprise content, regardless of environment
The resulting classification metadata is used by clients to
deliver ‘intelligent metadata solutions’ in areas such as
enhanced search, migration, data privacy,
records management, policy enforcement, compliance,
text analytics, and business and social collaboration

What is the impact of poor metadata on
an organization?

The Challenges of Unstructured Content
• 93% of SharePoint organizations perform
manual tagging
• End users still can’t find what they are looking
for (2.5 hours per day)
• Uncontrolled growth of unstructured content
• More stringent compliance and regulatory
requirements
• Greater chance of data breaches
• Information governance processes that include
on-premises locations, cloud, diverse
repositories, managing dark data
• Growing eDiscovery and litigation support
requirements
• Garbage in/Garbage out migration approach
• Increased collaboration with external associates
• Management versus IT
• Cloud adds complexity
What is a fundamental
problem?
Metadata, metadata,
metadata

Metadata Tagging
Root cause of business failures
• 85% of corporate data is unstructured (IDC)
• Less than 50% of content is correctly indexed
making it unusable to the organization (IDC)
• Highly trained information specialists will agree on
metadata tags 33%-50% of the time
(C. Cleverdon)
• End users will select the first option in a drop down
list (Sarah Courier)
• Average cost of manually tagging a document runs
between $4 to $7 (Hoovers)
• It costs on average $180 to recreate a document
when it can’t be found (IDC)
• Large organizations lose a document every 12
seconds (Prism International)
What does it impact?
• Search, records management, data security/privacy,
migration, eDiscovery, legal and FOIA, content
management, collaboration, business social
applications, text analytics
“It is simply not realistic to expect broad
sets of employees to navigate extensive
classification options while referring to a
records schedule that may weigh in at
more than 100 pages.”
Forrester Research/
ARMA International Survey

A manual metadata approach will fail 95%+ of the time
Issue Organizational Impact
Inconsistent Less than 50% of content is correctly indexed, meta-tagged or
efficiently searchable rendering it unusable to the organization (IDC)
Subjective Highly trained information specialists will agree on meta tags between
33%-50% of the time (C. Cleverdon)
Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per
document and does not factor in the accuracy of the meta tags nor the
repercussions from mistagged content (Hoovers)
Malicious compliance End users select first value in list
(Perspectives on Metadata, Sarah Courier)
No perceived value for end user What’s in it for me? End user creates document, does not see value
for organization nor risks associated with litigation and
non-conformance to policies
What have you seen Metadata will continue to be a problem due to inconsistent human
behavior
Blame it on the End User or the Management? You Decide

Unique Approach – Compound Term Processing
• Remains unique in the industry
• Ability to identify and correctly weight
multi-word concepts in unstructured text
10
Concept Searching
provides Automatic
Concept Term Extraction
Triple
Baseball
Three
Heart
Organ
Center
Bypass
Highway
Avoid

Demo – Compound Term Processing

Let’s take a look from 50,000 feet

• For those organizations that are using the cloud, or a hybrid
environment, what are most of them doing?
• Collaboration*
• Accessing and uploading applications not supported or
vetted by the enterprise – ShareFile, Dropbox, personal
email accounts
• The average company uploads 86.5GB of high risk
applications (Skyhigh)
• Problem: BYOD and Bring Your Own Application (BYOA)
• * 81% of end users define collaboration as email
(‘The State of Corporate Email’ Dell)
• Despite the benefits of the cloud, why slow adoption?
• 52% of large companies and 33% of small/medium
companies have concerns about security in the cloud
(Bitglass)
• Lack of compliance and audit capabilities
(and cloud ready solutions)
• 70% of organizations currently use SharePoint – but nearly
50% of them have reservations about its ability to meet their
compliance requirements (AIIM)
What are Organizations doing in the Cloud Today?

Challenges of the Cloud
Security
• Microsoft has made available multiple security products – do they fix the gaps in
Office 365 and OneDrive for Business?
• No – all good improvements – but perimeter based and permission based
• Challenge
• The average number of cloud applications in use per organization grew to
508 this quarter (2014) from 461 last quarter
• IT underestimates cloud application usage by 90%
• 36% of business critical applications are in the cloud, and IT isn’t aware of
at least half of them
• The majority of data breaches are caused internally, either intentionally or
unintentionally. Remember Edward Snowden?
Records Management
• 100,000 international laws and regulations apply to Fortune 1000, cloud business
processes must be developed to address compliance (Ryley, Carlock, & Applewhite, PC)
• Challenge
• Ensuring lifecycle management of all Documents of Record, regardless of where
they are stored, integration with Records Management applications on-premises
• Must ensure complete disposition of records
• Don’t know where they are stored, multiple copies may exist on multiple
servers (also off-shore)
• Canadian government does not allow data to be placed on foreign/US servers
How do you protect what
you don’t know exists?
If the average number of
cloud applications is 508
per organization, how do
you find all possible security
gaps?
You don’t.
Sources:
Ponemon, Bitglass, Skyhigh Networks

Search
• Cloud assumes ubiquitous access from any device from anywhere
• Users are still spending 10 hours per week searching
• Challenge
• Remote security access, support for multiple devices with equivalent access
levels, questions of where content is stored (physical location)
Migration
• Elimination of dark content – up to 69% of enterprise content can and should be
deleted (Ryley, Carlock, & Applewhite, PC), 60% of documents are obsolete
(e.Law), 50% of documents are duplicates (Equivio)
• 44% of organizations felt they had a poor content strategy
• Challenge
• Garbage in – garbage out, mass moving content
• What goes where, security, access considerations
• Poor migration = poor search
Enterprise Metadata Repository
• Microsoft does not generate semantic (multi-term) metadata; Microsoft does not
provide auto-classification; Term Store – good, but still rudimentary
• Challenge
• Develop enterprise metadata repository that spans on-premises and cloud
• Manual tagging
Challenges of the Cloud

Getting from Point A to Point B – Is it possible?
SharePoint Office 365
OneDrive
for
Business
SharePoint Office 365
OneDrive
for
Business
• No native integration across all three
products
• What to do about
• Search
• Security
• Records Management
• Migration
• eDiscovery
• Content Management
• Enterprise Metadata Repository
• And, if you are really gung ho
• Business Social Networking
• Collaboration
• Text Analytics
• What to do about
• Existing business processes
• Corporate policies in the cloud
• Compliance in the cloud
Point A
Point B

Getting from Point A to Point B – Is it possible?

What is the Challenge with SharePoint?
Search
• Introduction of Office Graph – currently an unknown
• 85% of relevant documents are never retrieved in search (IDC)
Security at the content level
• 83% of data harm/damage is due to user mistakes and accidents and only 1% to malicious,
internal user behavior
• Probability of a material data breach in an organization with 10,000 records is 22%
• Average cost to an organization is $3.3 million (Ponemon Institute)
Records Management
• 88% of organizations are challenged by regulatory change (Robert Half International)
• Less than 50% of content is correctly indexed, meta tagged, or efficiently searchable (IDC)
• Average cost of manually tagging one record is $4-$7
Migration
• Mass moves impact search, eDiscovery, and content management
• Duplicates, content that should be archived, and just plain garbage are never
addressed, and can be a storage issue if on-premises
• It’s estimated that 69% of data can and should be deleted

What is the Challenge with Office 365?
See previous slide…
And…
• How do you manage security?
• What is required for applications? Multi-factor
authentication, encryption, ‘enterprise ready’?
• The average organization loads 85.6GB of high risk
applications to the cloud (Skyhigh Networks)
• How do you replicate your business processes in
Office 365?
• How do you integrate with SharePoint applications that
are not cloud ready?
• How do you manage all content and keep it in sync?
• How do you determine what content goes where?
• How do you audit for compliance?
• How do you identify and manage risk?

What is the Challenge with OneDrive?
• What are your users doing, despite the availability of enterprise tools?
• 89% of 5,187 full-time employees use consumer file sync and storage tools at work,
despite the security risks
• 25% use three or more consumer/commercial products to get work done
• 44% rely on email and memory sticks (Ovum)
• Your content is only as safe as your dumbest user
• Do you know what is being saved to OneDrive?
• What is your tolerance for risk or loss of confidential information?
• In a BYOD world do you know what OneDrive is being synced to?
• How do you handle a lost device that is synced to OneDrive?
• Several organizations are turning off OneDrive for Business because there is no way
to guarantee what is being posted there is compliant with governance, enterprise
policies, and directives
• MDM can’t fix it in a BYOD world
• Users may be unaware their My Documents are being auto synced to OneDrive
• Is this the right approach?

The devil’s in the details

Microsoft versus You

High Priority Applications
What does Microsoft not
provide?
• Microsoft does not have a
solution for metadata
management
• Microsoft does not provide
automatic concept based
metadata generation
• Microsoft does not
address auto-classification
• Microsoft does not provide
a taxonomy tool
• Integration issues such as
records management – will
be stand-aloneWhat does Microsoft Provide?
• Enhancements to perimeter security
• Profile management
• Rights management
• Term store (will be available in SharePoint 2016 Online)

Information Governance
SharePoint
• Tools are available, but most remain unused, or are used
inconsistently, across the enterprise (Rights Management,
Multi-Factor Authentication, eDiscovery, Legal Hold,
Metadata Management and Policy Control, DLP, and
Mobile device management)
• Most SharePoint sites are similar to the Wild West
• Approach has been silos of sites managed
individually, many by the business professional
• 25% of SharePoint sites are inactive or orphaned
Office 365
• Office 365 Compliance Center (New)
• Support of eDiscovery and Records Management
• Does not integrate with SharePoint on-premises
records management
• Compliance Search (New)
• Provides malware and anti-spam filtering, DLP,
reports
• Lingering and valid concerns about security and
administration of two environments
(Good overview of features Office 365 Security and Compliance)
• Managed Metadata Services via the
Term Store
• Available in SharePoint 2016 Online
• 57% of SharePoint organizations do
not use – why?
• Manual, cumbersome, too hard
• Term sets are created manually,
which again interjects human error
• No auto-classification capabilities
• No extraction of concepts or
automatic generation of semantic
metadata

Microsoft Search Strategy
• Office Graph
• Artificial intelligence
• Some capabilities of FAST integrated
• Used in Office 365, Delve, Azure,
Clutter
• Insights powered by Bing and used in
Microsoft applications – Word, Excel,
‘Tell Me’
• Must accommodate older versions of
SharePoint, or make Office Graph
available, regardless of SharePoint
version
• Compliance Search
• 44% of SharePoint organizations plan to
implement a non-Microsoft search
engine within the next 12 months
• Uses metadata created by the end
user (typically erroneous)
• Needs to continually learn interests
of end users by their behavior
(lag time and errors)
• Cannot tune the system to align with
your organizational nomenclature
• No way currently to provide feedback
that the results were wrong to assist
in improving accuracy

Demo – Search

Data Privacy, Security, and Records Management
• Do you really want to do RM in the cloud?
• End user tagging is still the norm
• Confidence that all records have been declared
and correctly
• No ability to automatically identify additional
terms that indicate it is a record and what kind
• No auto-classification capabilities
• No ability to automatically declare a record and
route to RM application
• Will all records be identified and declared in a
cloud environment?
• Microsoft judicially under the Patriot Act
• 70% of breaches are due to an organization’s
own staff
• Manually searchable through Compliance Search
– but only based on standard descriptors
(credit card, social security)
• Not real time
• Inability to identify privacy data from diverse
repositories, email and fax servers, scanned
documents, and aggregate them into a central
repository for review and compliance assurance
• Lack of end user compliance to segregate
content from the network and ensure that
uploaded privacy data is not available for general
access and protected accordingly

Demo – Records Management and Security

Migration
• A successful migration is not adding a
revision number to migrated documents
• Time to break the garbage in/garbage out
syndrome
• Content migration is an opportunity to bring
governance to existing processes
• Normalize systems that may have fallen out
of compliance
• Opportunity to get rid of dark data
• To migrate successfully, each document
must be analyzed to determine value and
appropriate location
• Too manually intensive
• The bottom line is that migration is not a
simple process, and determining the correct
identity and location of each and every piece
of content is highly prone to error when
performed solely by human efforts
• Microsoft is recommending moving all
content to the cloud in a copy/paste mode
• Is offering free services to do the migration
• From an information governance and best
practices view, all organizational content
should not be located in the cloud
• Microsoft does not provide tools to do a
content audit

What Now?

Augment the Tools Microsoft Gives You… Why?
• An added value third party application, able to generate and use
intelligent metadata, can deliver to an organization significant benefits
in terms of productivity, governance and compliance, across
SharePoint, Office 365, and OneDrive for Business
• What makes this different?
• Intelligence to identify and trap content as its migrated from file shares
during the onboarding process
• Automation to move the content to a secure location for evaluation
• The option to invoke and kick off Information Rights Management
• The option and ability to expand this to include Documents of Record
• Aligns with governance policies across an organization, file shares,
SharePoint on-premises, and SharePoint Online
Most important, intercept and secure the content before it
becomes available in OneDrive, and identify unauthorized cloud
services or applications that have been loaded into Office 365

Resources
Website
Knowledge Center
LinkedIn Concept Searching Page
SlideShare Concept Searching Channel
YouTube Concept Searching Channel
Product Platforms
• conceptClassifier for SharePoint Platform
• conceptClassifier for Office 365 Platform
• conceptClassifier Platform
• Concept Searching Technology Platform
• Platform Core and Optional Components
News and Events
• News
• Press Releases
• Blog
• Upcoming Webinars
• Upcoming Trade Shows and Events
• Smart Content Framework™ for
• Intelligent Metadata Enabled Solutions
Technology
• Compound Term Processing Overview
• Compound Term Processing White Paper
• The Business Value of Compound Term
Processing and Automatically Generated
Intelligent Metadata White Paper
• Compound Term Processing Chalk Talk
Product Webcasts
• Product and Solutions Webcast series
• SharePoint 2010 Archived Product Webcasts
Industry and Client Webinars
• Recorded Webinars
• Recorded 15 minute ‘How To’ Webinar Series
Case Studies
• Named Client and Partner Case Studies
• Finance Solution Case Studies
• Public Sector Solution Case Studies
• Defense and Intelligence Solution Case Studies
• Energy Solution Case Studies
• Manufacturing Case studies
• Professional Services Case Studies
• Search Solutions Case Studies

© Concept Searching 2015
Thank You
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com

Compliance, Security, Migration, Systems Management – All Fixed by Microsoft?

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Compliance, Security, Migration, Systems Management – All Fixed by Microsoft?

Similar to Compliance, Security, Migration, Systems Management – All Fixed by Microsoft? (20)

More from Concept Searching, Inc

More from Concept Searching, Inc (19)

Recently uploaded

Recently uploaded (20)

Compliance, Security, Migration, Systems Management – All Fixed by Microsoft?