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Intelligent Metadata Enabled Migration with SharePoint

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With the increase in unstructured information, organizations are looking for new ways to not only improve their search and retrieval process, but also manage and leverage their information assets to …

With the increase in unstructured information, organizations are looking for new ways to not only improve their search and retrieval process, but also manage and leverage their information assets to improve performance when migrating information.

In this webinar InfoStrata Solutions and Concept Searching will discuss strategies for analyzing your existing information, to categorize and prioritize your assets prior to migrating to SharePoint. We will explore how to leverage the Term Store in different ways to manage content, and how migration and storage costs can be reduced by de-duplicating, removing, or archiving obsolete content.

What you will take away from this session:
• Understand the migration process, to ensure important content is not lost
• Learn how Concept Searching’s Smart Content Framework™ can provide a new way to undertake bulk migrations
• Learn strengths and weaknesses of the information management capabilities of SharePoint 2010 and 2013
• Best practices on managing content with the Term Store
• The difference between a proprietary taxonomy solution and a fully integrated Term Store solution
• Intuitive and unique features in conceptTaxonomyManager that integrate with the SharePoint Term Store, leveraging metadata to drive business value

Mark Adams, Director at InfoStrata Solutions
Paul Billingham, Sales Director of Europe at Concept Searching
John Challis, Founder and CTO at Concept Searching

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  • 1. Intelligent Metadata Enabled Migration with SharePoint Paul Billingham Sales Director of Europe Concept Searching paulb@conceptsearching.com John Challis Founder and CTO Concept Searching johnc@conceptsearching.com Mark Adams Director InfoStrata Solutions marka@infostratasolutions.com
  • 2. Agenda • Introductions • Smart Content Framework™ for migration • Taxonomies and metadata • Proprietary taxonomy solution and a fully integrated Term Store solution • Understand the migration process • Ensure important content is not lost • conceptTaxonomyWorkflow – live product demonstration • Moving documents based on auto-classification • Moving documents without modifying historical metadata • InfoStrata Solutions • SmartMove Platform • Migration Challenges • Leveraging metadata to drive business value • Best practices on managing content with the Term Store
  • 3. • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’ (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 • Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army • Locations: US, UK, and 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 • Smart Content Framework for Information Governance comprising • Six Building Blocks for success • Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint The Global Leader in Automated Tagging Solutions
  • 4. What is Enterprise Content?
  • 5. • Proactive management of the lifecycle of content • Accountability of information across all stakeholders in the organization • Automatic policy enforcement for records management, compliance, data privacy • Improve organizational agility and productivity by gaining insight into knowledge assets • Reduces corporate risk, fines, sanctions associated with non- compliance Estimated ROI of 38%-600% (IDC) Smart Content Framework™ Benefits Migration Ensure important content is not lost
  • 6. 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 mis-tagged 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. The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure. Manual Approach Leads to Failure
  • 7. Accelerated Taxonomy Generation and Instant Feedback • Build and validate new term sets in minutes and hours instead of weeks, months and quarters. Saves tens of thousands of dollars on taxonomy consulting and manpower efforts. conceptTaxonomyManager Proprietary taxonomy solution and fully integrated to the Term Store
  • 8. Demonstration
  • 9. SmartMove for Concept Searching Business Friendly Migration from File Shares to SharePoint
  • 10. InfoStrata Solutions • Specialist SharePoint Microsoft Gold Partner • Channel focused • Blended UK and Offshore delivery • Strong UK consulting and development team • Agile, Scalable, highly skilled Offshore development • Value based solutions and services • Application Migration specialists • Legacy Platforms to SharePoint/Office 365 • Lotus Notes, file shares • Business Solutions built on SharePoint
  • 11. Migration Challenges • Have you ever tried re-organising your own hard drive? • Can you find all that useful stuff you once tidily saved away? • What should you keep, what could be destroyed or archived? • How are you going to structure it to make sure you can find it in the future? • Tried migrating your content to the cloud for improved access? • Multiply that by XXXXs people when you have no idea about their content!
  • 12. Simplify Things - Make it a Process • Turn policies into clear logical rules/workflows • Plan ahead, set standards and hide the complexity • File level review - categorisation • Name length, files types, special characters, blocks files etc. • Cleansing (age, file type, subject, location, sensitivity) • Permissions (keep or remap) • Inheritance • SharePoint Search, “Putability and Findability” • Document content analysis - classification • Getting, utilising and generating useful metadata • Concept Search • Understanding lifecycles • Compliance • Performance and optimisation • SharePoint sizing and performance constraints • Where will your legacy content go and why • Extending SharePoint • Connecting to SharePoint
  • 13. Turning Users to Migration Assets • Leverage, empower and involve users efficiently • Get organised then • Organisation Information Architecture • Agree storage policies and processes • Agree content structures in alignment with your organisation • Turn this into a structured taxonomy • Taxonomy roles • Content SMEs • Core departmental/functional leads who condition bulk content • Manage sources and target migration workspaces • Migrate all content into staging drop off libraries • Content Owners • Manage the new content environments • Departments, groups, individual
  • 14. • Content Targets • Destroy • Archive • Connected • SharePoint • Information Architecture • Departmental • Functional • IPSV • Yours • Workspaces • My • Authoring workspaces • Departmental workspaces • Shared libraries • Enterprise libraries • Search • SkyDrive • Outlook • Mobile Migration Structures
  • 15. SmartMove Approach • State of the art tools • Integration with legacy fileserver platform • Blended “connection and migration” to SharePoint • Supporting storage and archive strategies • Tiered approach • Connect, search, find, sort, filter and organise content without necessarily moving it • Classify content at file metadata and content levels • Apply and enrich business taxonomy • Build rules sets based on content metadata and classifications • Run workflows, migrate to SharePoint landing and distribution area • Use OOTB methods to distribute to user leads
  • 16. Migration Activities • Metadata based cleansing of your legacy environment • Re-organising legacy content via filtering and tagging • Reshaping security sensibly and carefully • Mapping content into new environment • Workspaces (teams/departments/all/communities) • Libraries • Search • Content metadata and classification should drive policies • Improved findability • Content routing • Content Types - location, security, views, lifecycles • Target design • Optimising storage • Reducing complexity and size of SharePoint infrastructure • Options - not one method fits all
  • 17. • Deep Infrastructure integration • Advanced search (Concept Searching) • Now a content management application • Managed metadata service • Classification • Security • Workflow • Physical storage layer • Surfaced in a simple user interface • Utilises best OOTB SharePoint capabilities • Uses a SharePoint migration workspace • Extending the content organiser (drop off library) • Content Organiser+ SmartMove
  • 18. Find, Sort and Tag
  • 19. Find, Sort and Tag
  • 20. Integrated Concept Searching Platform
  • 21. Typical Migration Approach Connect, Index and categorise legacy content blocks Bulk classify content legacy content Batch Migrate to SharePoint Receiving Workspace SharePoint Landing Workspace using Content Manager Plus Content rules provisioned to destinations Concept Searching enabled for full Auto Classification
  • 22. Cleansing Architecture Cleansed Content on appropriate Storage Rubbish Destroyed Archive Uncontrolled Connected File shares Controlled Full lifecycle control via content types Multi-tiered Storage & optimisation Legacy Content Metadata drives Automation File-plans & Records Management Concept Classifier rules engine and workflow Nintex/K2/Other Content types Cleansing Process Workspaces Individual, Department, Corporate workspaces Mass execution Find, group - TAG Predefined Business rules
  • 23. Typical Legacy Item Process Flow Dirty File Item File level clean Migration Tagging Migrate Auto-Classify PII Scan Apply to IPSV Dept. Taxonomy Secure Lifecycle Workflow
  • 24. SmartMove Application • Integrated into Connectors, Classifier and Search • Connect, index and auto categorise all content against: • File metadata (location/age/size/type/business rules) • Actual content as compared to base organisation taxonomy • Developing and applying rules to legacy content • Search interface now a content management application • Security trimmed at project and business levels • Dashboards that show where you are • Advanced search filter • Actions • Apply cleansing processes • Business Intelligence • Advanced search configuration • Apply managed metadata types to embed business rules
  • 25. SmartMove Infrastructure
  • 26. Advantages of this Approach • conceptClassifier for SharePoint provides great metadata management to improve findability securely and to your rules • SmartMove removes many of the barriers to getting your legacy content into SharePoint with less effort • Simplifies migration from legacy silos • Other connectors in pipeline • Less resource required to deliver than tradition migration approach from both technical and user perspective • Much better quality cleansing process • Delivered significantly quicker • So use SharePoint for more – you know it makes sense
  • 27. Thank You Paul Billingham Sales Director of Europe Concept Searching paulb@conceptsearching.com John Challis Founder and CTO Concept Searching johnc@conceptsearching.com Mark Adams Director InfoStrata Solutions marka@infostratasolutions.com