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Drowning in content? Managing email and file shares is just too hard. Or is it?

Drowning in content? Managing email and file shares is just too hard. Or is it?



One of the first steps in managing your enterprise’s content is to identify and classify repositories, in order to know which content is worth keeping. Which emails should be kept and where? How ...

One of the first steps in managing your enterprise’s content is to identify and classify repositories, in order to know which content is worth keeping. Which emails should be kept and where? How many files on file shares are unmanaged and at risk?

Organizations have important information contained in emails and files, which is often lost, or simply cannot be found when it’s needed. Most don’t address the issue, thinking it’s too hard to do. But in reality it’s not.

Join our webinar to learn:

• How to avoid moving your content debris from one place to another
• What classification is and how to do it
• Which tools make auto-classification easy
• How to deal with sheer volume of content
• How to manage content in either a SharePoint or non-SharePoint environment
• How to effectively manage your records and mitigate your organization’s risk


Rob DuMont, ECM Archiving and Indexing Specialist, at RKO Business Solutions

Don Miller, Vice President of Sales at Concept Searching



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    Drowning in content? Managing email and file shares is just too hard. Or is it? Drowning in content? Managing email and file shares is just too hard. Or is it? Presentation Transcript

    • www.conceptsearching.comDrowning in Content?Managing Email and File Shares isJust Too Hard. Or is it?
    • www.conceptsearching.comWelcomeDon MillerVice President SalesConcept Searchingdonm@conceptsearching.comRob DuMontECM Archiving and Indexing SpecialistRKO Business Solutionsrobd@rkosolutions.com
    • www.conceptsearching.comAgenda• Introductions• Company Overviews• Financially independent and no insolvencies• RKO – Drowning in Email• Smart Content Framework• conceptTaxonomyManager and conceptClassifier• Intuitive User Experience – End user and Subject Matter Experts• Best of Ontology, Thesaurus, Taxonomy Features• Enterprise Scale, Distributed Support, Lower Cost of Administrationfor Microsoft Stack (Native Integration into Term Store)• Organic Code Set• Other Similar Scenarios – Records Management, Email, FileShares and WCM - ECM• Demo
    • www.conceptsearching.com• 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 ‘100 Companies that Matter in KM’(KM World Magazine) and Trend Setting product of 2009, 2010, 2011• Authority to Operate Enterprise wide USAF and Enterprise wideNETCON 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 SharePointThe Global Leader inAutomated Tagging Solutions
    • www.conceptsearching.com• Focus• Document, content, record and emailmanagement and collaboration• Leverage third-party SharePoint add-onpartnerships• Experience• More than 15 years• RKO Success• Solving the difficult ECM problems• Partnerships• Making “elated customers”RKO Business SolutionsOverview
    • www.conceptsearching.comThis is what CIOs are complaining about:Sifting through emailto keep the valuableones takes too longWe know we have amess of files but wedon’t know where tostart!MultipleSoftware Tools– Stakeholdersare confused,which tools dowe use?Users are frustrated,Records Managementrequires more effortthan the benefit itbrings them“Solvingemail” is justtoo difficultI’m scared todeath of whatmight be in ourfile shares andemailUser adoptioncontinues to bea challengeExciting Times
    • www.conceptsearching.comSmart Content Framework™Sum of parts is greater than whole• Metadata driven application and enforcement of policies - conceptClassifier has beendeployed since 2010 to automatically generate metadata and use that metadata to apply and enforcepolicies. Many clients are using the platform to support their information governance strategy.• Proven, mature functionality out of the box - The platform has been deployed in numerous sitesand applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum,SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.
    • www.conceptsearching.com• SharePoint 2010 andoptimized SharePoint RecordsManagement environment• Government account• Exchange server accountlinked to SharePointUse Cases
    • www.conceptsearching.com• Migrate to 2010, 6 Petabytes• From Stellent – Oracle (8 years)• Mesh Taxonomy 35K nodes• Governance of over 2,000policies• • Largest Market ResearchRepository• Re-Index every night for FAST• Switched from Ontology toTaxonomy Approach foreasier/better customer adoptionUse Cases
    • www.conceptsearching.comconceptClassifier automates the tagging process to remove the behaviormodification problem of manual tagging for Governance, Findability andMigration• conceptClassifier increases End Userproductivity. Improves “Findability”. Automates“Governance”. Takes “Action” and movescontent. “Targets” content to user profiles.• Organize and move intellectual assetsand provide a factor of improvement forend users to find company information• Automate tagging approach for end users• Align content with governance policesand federally mandated requirements• Improve ability to target content throughEMM/TS with 2013 Search andSharePoint 2010/2013• Improve SharePoint Portal Adoption• Mitigate Risk• Reduce federal governance, corporateinformation policy, and personallyidentifiable information exposures whileimproving e-discovery audit capabilitiesand ensuring alignment with contentretention policies• Lowers cost of Administration• Leverage native integration to MicrosoftStack, manage migration of GUIDS• Lower cost of ownership to build outand administer EMM/Term Store• Intelligent content migration• Intuitive user interface for easy productadoptionManual Tagging is aBehavior Modification Problem
    • www.conceptsearching.comA Manual Metadata Approach Will Fail 95%+ Of The TimeIssue Organizational ImpactInconsistent Less than 50% of content is correctly indexed, meta-tagged orefficiently searchable rendering it unusable to the organization. (IDC)Subjective Highly trained Information Specialists will agree on meta tags between33% - 50% of the time. (C. Cleverdon)Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 perdocument and does not factor in the accuracy of the meta tags nor therepercussions from mis-tagged conten.t (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 valuefor 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 humanbehavior.The answer to consistent metadata is an automated approach that can extract the meaningfrom content eliminating manual metadata generation yet still providing the ability to manageknowledge assets in alignment with the unique corporate knowledge infrastructure.Manual Approach Leads to Failure
    • www.conceptsearching.com• Concept Searching’s unique statistical concept identification underpins all technologies• Multi-word suggestion is explicitly more valuable than single term suggestion algorithmsConcept Searching has a unique approach to ensure success• conceptClassifier will generate conceptual metadata byextracting multi-word terms that identify ‘triple heartbypass’ as a concept as opposed to single keywords• Metadata can be used by any search engine index or anyapplication/process that uses metadata.Concept Searchingprovides AutomaticConcept Term ExtractionTripleBaseballThreeHeartOrganCenterBypassHighwayAvoidUnique Approach
    • www.conceptsearching.comSmart Content Framework™Sum of parts is greater than whole• Intuitive User Interface for Business and Technical Users• Rule Creation – Concept Searching ingests all documents vs.competitors who create a training set for each term
    • www.conceptsearching.com• Create enterprise automated metadata framework/model• Average return on investment minimum of 38% andruns as high as 600% (IDC)• Apply consistent meaningful metadata to enterprise content• Incorrect meta tags costs an organization $2,500 peruser 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 $80Ksalary (Chen & Dumais)• 100% ‘Recall’ of content, 35% Faster access tocontent ‘Precision’• Use automatic conceptual metadata generation to improveRecords Management• Eliminate inconsistent end user tagging at $4-$7 perrecord (Hoovers)• Improve compliance processes, eliminate potentialprivacy exposures1. Model andValidate2. AutomateTagging3. Findability4. BusinessProcesses5. RecordsManagementand PII6. Life CycleManagementconceptClassifier for SharePoint 2010 provides an automated metadataapproach for an immediate ROI and drives business valueAccurate Approach
    • www.conceptsearching.comAccelerated 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 taxonomyconsulting and manpower efforts.conceptTaxonomyManager
    • www.conceptsearching.comInstant Feedback Rule Generator and Term Classification Modeling• Deep capabilities to build out rules classification approaches including:standard term, phonetics, metadata, class ID, language, case sensitive,regular expression and boosting. Support for Poly hierarchies and relations.• conceptTaxonomyManager is an intuitive and elegant to tool to manage howand when term sets are applied within SharePoint 2007, 2010, 2013 or anyenterprise application.conceptTaxonomyManagerand conceptClassifier
    • www.conceptsearching.comCheck in and check out for term set creation - assignmentconceptTaxonomyManager
    • www.conceptsearching.comConcept Searching enables the application of multiple relational tags fromDB, Excel and other repositoriesconceptClassifier for 2013
    • www.conceptsearching.comEnd user verification of automatically generatedmetadata tags, email notification, user authorizesleveraging standard SharePoint controlsHere the SME has been notified via email that a document has been uploaded and classified. The SMEis prompted to log in and uses standard Microsoft controls within SharePoint to review the automaticallygenerated metadata tags. The SME can then chose to add or delete tags or add new tags from theWintec Term Set offered. This ‘user verified ‘process of the metadata creates a flag within the systemsuch that the classification will not be automatically overwritten.From: davidm@conceptsearching.com[mailto:davidm@conceptsearching.com]Sent: Monday, June 04, 2012 1:40 PMTo: David McBarronSubject: The file: Microsoft Word - Guidelines2008 Final revised 281107.doc is ready forapprovalMicrosoft Word - Guidelines 2008 Final revised281107.doc has been uploaded and classifiedClassifications:EthicsMentoringPlease login to approve
    • www.conceptsearching.comAutomated Migration• Migrate content from 2007, Fileshares, WSS and other repositories toSharePoint 2010, 2013 and or other locations based on policy metadataconceptTaxonomyWorkflow
    • www.conceptsearching.comArchitecture
    • www.conceptsearching.comWeb Application Server orSharePoint ServerWeb BrowserDocument Input(Windows Services)SharePoint File SharesWebsitesSQL/OracleDocumentum+ RMSOtherSourcesSQL Database(Index Queue)conceptCollectorconceptIndexerconceptClassifierTaxonomy WorkflowContent Sources – Metadata FlowConcept Database(Probabilistic Index)Web ServiceXML API IntegrationConcept QueryServer(Microsoft IIS)NativeIntegrationWeb Service InterfaceTaxonomy ManagerconceptSearch EngineSearchApplicationIndexingApplicationQueryHTMLXML+XLStoHTMLIndexRequestsIndexStatusQueryXMLResultListXMLIndexingCommandsIndexingStatusOther SearchEnginesArchitecture
    • www.conceptsearching.comArchitecture OptionsInsert into FAST 2007,FAST 2010 or 2013 Search Insert into XML Process
    • www.conceptsearching.comThank YouDonald MillerVice President SalesConcept Searchingdonm@conceptsearching.comRob DuMontECM Archiving and Indexing SpecialistRKO Business Solutionsrobd@rkosolutions.com