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How To Use Intelligent Metadata in Records Management

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Gain practical insight on the use of intelligent metadata in records management through the automatic identification of documents of record, application of content types, and defining workflows …

Gain practical insight on the use of intelligent metadata in records management through the automatic identification of documents of record, application of content types, and defining workflows against a taxonomy mirroring the file plan.

• Records Identification, not Records Management
• Tagging of content
• Identification of documents of record
• Automatic tagging with retention codes
• Automatic application of a content type
• Applying an action

Speaker: Don Miller, Vice President of Sales at Concept Searching

Published in: Technology, Business

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  • 1. How To Use Intelligent Metadata in Records Management Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch
  • 2. “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
  • 3. Agenda • • • • • • • Defining workflows against a taxonomy, mirroring the file plan Records Identification, not Records Management Tagging of content Identification of documents of record Automatic tagging with retention codes Automatic application of content types Applying actions
  • 4. Protecting Corporate Memory • Perceptions • Low priority • Responsibility of small group of specialists • Failure looks like • • • • • End user adoption Difficult interfaces, complex processes, and disparate tools Lack of integration with overall information governance plan Lack of policy enforcement Widespread non-compliance issues • Success looks like • • • • Suits the organization’s workflow Easily adaptable by end users Easily integrated into end users’ daily activities Transparent
  • 5. Manual Tagging is a Behavior Modification Problem conceptClassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration • conceptClassifier increases productivity, improves ‘Findability’, automates ‘Governance’, migrates content • Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform • Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 • Improves SharePoint Portal Adoption • Aligns content with governance polices and federally mandated requirements • Intelligently migrates content into and out of SharePoint • • Mitigates Risk • Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving eDiscovery audit capabilities and ensuring alignment with content retention policies Lowers cost of Administration • Leverages native integration to Microsoft stack, manages migration of GUIDs • Lowers cost of ownership to build out and administer EMM/Term Store • Intelligent content migration • Intuitive user interface for easy product adoption
  • 6. The Costs • 76% of data loss in Records Management is due to end user error (Prism International) • Only 28% of archiving decision-makers are very confident they can demonstrate their digital information if accurate, accessible, and trustworthy. (Forrester) • No organization wants to deal with litigation – eDiscovery is expensive, time consuming and risky • What are the costs? • • • • Litigation support vendors $75K - $180K Document reviewers $80K to $180K Document review - one gigabyte takes 12.5 days Junk cull $75K to $180K
  • 7. Unique Approach Concept Searching has a unique approach to ensure success • Concept Searching’s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching provides Automatic Concept Term Extraction Triple Heart Bypass Baseball Three Organ Center Highway Avoid • conceptClassifier will generate conceptual metadata by extracting multi-word terms that identify ‘triple heart bypass’ as a concept as opposed to single keywords • Metadata can be used by any search engine index or any application/process that uses metadata.
  • 8. Demonstration
  • 9. Find recordings of all the product webinars in our How To series on our website here Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch