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SharePoint Saturday Ottawa 2013

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SharePoint Saturday Ottawa 2013



We hope you enjoyed the recent SharePoint Saturday Ottawa event, and found it useful and informative. ...

We hope you enjoyed the recent SharePoint Saturday Ottawa event, and found it useful and informative.
You can access the presentation given by David Wu, Vice President Canada, on our web site, here.

Our award winning conceptClassifier for SharePoint platform solves search, records management, compliance, data privacy, and migration challenges, for both public and private sector enterprises. And our conceptClassifier for Office 365 platform mirrors the functionality in conceptClassifier for SharePoint, delivering the same features in a cloud or hybrid environment.
To find out how the key functionality in conceptClassifier for SharePoint is still unique in the industry, and why it is the optimal choice for managing unstructured content in SharePoint, please read our conceptClassifier for SharePoint White Paper.

The Intelligent Metadata Solutions Overview describes how Concept Searching technologies add intelligence to resolve issues of content migration, compliance and governance, in the areas of sensitive information breaches, records identification, text analytics, social networking, FOIA, eDiscovery, and information transparency.



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SharePoint Saturday Ottawa 2013 Presentation Transcript

  • 1. How conceptClassifier for SharePoint will automatically save your organization $100K Presented to SharePoint Saturday Ottawa November 23, 2013
  • 2. Agenda • Introduction • Scenario • conceptSearching platform • conceptClassifier overview (file shares, websites, EDRMS-Hummingbird, SharePoint, databases) • conceptSearch, conceptTaxonomyManager, conceptTaxonomyWorkflow • Solution/Product, Typical Architecture, Migration Scenario, • Show me the money - where is $100K? • Demo • Key Takeaways
  • 3. David Wu • Education (B.Comm. Management, BSc.) • AIIM Senior Global SharePoint ECM Trainer • AIIM Taxonomy and Metadata certificate • ARMA – Records e-certificate • AIIM Managing Records for eDiscovery in SharePoint 2013 • VP ConceptSearching Canada • • • • Sales, Partnerships Auto Classification Taxonomy Management SharePoint 2007/2010/2013/O365
  • 4. Company Profile • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology • Automatic concept identification, content tagging, autoclassification, taxonomy management • Only statistical vendor that can extract conceptual metadata • Annually since 2009 – List of ‘100 Companies that Matter in KM’ (KM World Magazine)
  • 5. Company Profile • KMWorld ‘Trend Setting Product’ annually since 2009 • Locations: Canada, US, UK, & South Africa • Client base: Federal Government, Local Government, Fortune 500/1000 organizations • Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for auto-classification and taxonomy management • Microsoft Business Critical SharePoint Partner (one of 19 in Search, and one of 146 in for all disciplines)
  • 6. Business Critical SharePoint Partner • The Business-Critical SharePoint Program is a Microsoft partner program that includes top solution and service providers who focus on advanced, company-wide SharePoint solutions
  • 7. Business Critical SharePoint
  • 8. What we do • Deliver the market leading automatic semantic tagging, autoclassification and taxonomy management technology platform • Deliver the only solution fully integrated with the SharePoint 2010/2013 Term store and managed metadata properties • Make available the platform to be implemented to solve some key business issues 1. 2. 3. 4. 5. Intelligent Migration Auto-classification, intelligent taxonomy management Improved Search Improved compliance and governance around Records Management Identification and removal of sensitive information
  • 9. What we do 1. Taxonomy Management • Automatic Semantic Metadata Generation (magic) 2. Classification – Auto-classification • • • • File Shares, websites , Hummingbird SharePoint - MOSS 2007, 2010, 2013, Office 365 Other repositories (Hummingbird, EMC, Interwoven) Structured content - Databases 3. Intelligent Migration of existing content • File Shares, SharePoint, to other targets 4. Search • Inject taxonomy & classification Rules into SharePoint Search Index or other indices
  • 10. Clients
  • 11. Scenario • Enterprise Organization • Implementing SharePoint 2013 Platform (for Collaboration, EDRMS & Search) • 500 employees – with 50% Knowledge Workers @ $80K / year • Content Repositories (File shares, Legacy DMS/RMS, SharePoint 2010 – without content types) • 100,000 files in SharePoint and 250,000 files on File share
  • 12. Products - conceptClassifier 1. conceptSearch • under pins core functionality (crawl, index) 2. conceptIndexManager • overview (file shares, websites, EDRMS-hummingbird, SharePoint, databases) 3. conceptTaxonomyManager • Holds taxonomy, Allows you to tune/train system to accurately classify 4. conceptTaxonomyWorkflow • Upon classification – Email, Move, Copy, (file share, SharePoint), perform a custom Action All SOA complaint – web services
  • 13. Index Manager
  • 14. conceptClassifier • Two flavours • SharePoint • Non SharePoint • Classify objects • SharePoint = Auto-tag/pre-populates Managed Metadata • Non-SharePoint = classification data in CS database • 250, 000 documents within 24 hours • Can scale up and out
  • 15. conceptTaxonomyManager • Allows you to load multiple taxonomies/controlled vocabularies/ term sets • Allows you to generate semantic metadata • Multiple languages • Generate clues – it tells you the words you use in enterprise • “Training of the system” – • Lots of professional services
  • 16. Taxonomy Management SharePoint
  • 17. Taxonomy Manager
  • 18. conceptTaxonomyWorkflow • OOB Actions • File Share to File Share • File Share to SharePoint • Any custom Workflow Plugin • .NET Code • Take object and classification data and “DO Something”
  • 19. Taxonomy Workflow
  • 20. Typical Architecture SharePoint
  • 21. Migration Scenario SharePoint • File Share to File Share • File Share to SharePoint • SharePoint to SharePoint • Custom Action = object and classification data sent to any other repository (.NET code and web services)
  • 22. Real World Solutions • Solution1: Intelligent Migration • conceptClassifier • conceptTaxonomyWorkflow • Solution 2: Information Management • Classify information, Content Type Updating, Populate Metadata, Route • Solution 3: Enterprise Classification • eDiscovery/ATIP • Improve Search – Add metadata to Term Store and Microsoft Search takes care of the rest
  • 23. Real World Business Drivers ROI impact of key value drivers Average of 58 responses; 10 = highest impact The primary research collected in this project demonstrates: 1 2 3 4 5 6 7 8.02 8 7.97 7.93 Shorter process cycle time • • • There are a broad range of benefits spanning the categories of IT, process, and business impact, all of which have moderate to high levels of business impact. The leading ROI value drivers are related to processes and effective decision making. The value of process and IT drivers are manifested via their business impact. 8 Simplified data entry/access Automation of manual activities Better decision making 7.29 7.28 6.95 6.71 6.67 6.67 6.45 6.17 6.12 6.1 Reduction in errors/rework Faster decision making Lower cost from self-service Reduction in phone/email/mail Simplified reporting Productivity from improved search Lower cost for extending LOB systems Centralized access control Reduced coding to deploy solutions Less training for LOB systems Pique Solutions 9
  • 24. Real World Problems Problem Migration Search Records Management Data Privacy Protection •60% of stored documents are obsolete •50% of documents are duplicates •Requires resources to identify what should/not be migrated Solution Benefit •“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 •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 •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 •Eliminate duplicate documents •Identify privacy data exposures •Identify and declare records that were not previously identified •Identify high value content •Migrating required content to a structure •Eliminate manual tagging & replace with automatic identification of multiword concepts •Provide guided navigation via the taxonomy structure (i.e. concepts) •Go beyond dynamic clustering with conceptual clustering based on the taxonomies •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
  • 25. Real World Savings - LOB Migration •84% of Migration Projects Fail (Bloor) •70% of migration projects reported schedule overruns of about 30% while 64% reported average budget overruns of 16% (Hitachi Data Systems) Search Records Identification •Estimates indicate the average knowledge professional spends 2.5 hours per day searching for information (IDC) •It costs an organization $180 per document to recreate it when it is not tagged correctly and cannot be found (IDC) •Highly trained information specialists will agree on metadata tags only 33%50% of the time (Cyril Cleverdon) rendering the information unavailable in search •Annual losses for a Fortune 1000 company with one million files is $5 million dollars to replace and file correctly •Eliminating manual tagging $4.00 - $7.04 per document Data Privacy •Average cost of a data privacy exposure is $225K $35M (Ponemon Institute) •Average loss of brand for a data exposure ranges from $184M to $330+M representing a 17%-31% decline in market share (Ponemon Institute) And the total is……
  • 26. Real World Savings Business Process • The Business Solutions • Search • Records Management • Migration • Data Security • eDiscovery/Litigation Support • Enterprise Information Governance • The Technology Solutions • Eliminate end user tagging • Auto-classify content from diverse repositories • Taxonomy/Term Store native integration • Weeks not months Pique Solutions
  • 27. Show me the $$ (Savings) Task Assumptions Cost Savings $ (20%) Remove User Tagging 5 tags per document ; 175K documents or 50% of total 1215 hours = 5.8 staff *80K ~467K Time Wasted Searching vs. Finding 15-35% time finding information (IDC 2004) 50% time, 50% better search ~125K Cost of Reworking Information $5k/person (IDC 2004) Opportunity costs $15,600 / person (IDC 2004) Migration By Volume: 100K documents =~71GB = $15K By User = $50/person ~125K Content Type Updating Manual efforts http://www.kmworld.com/Articles/Editorial/Features/The-high-cost-of-not-finding-information-9534.aspx Taxonomy Development 500 term –term set
  • 28. Real World Savings 1. Classify Content in Multiple repositories 2. Migration of content to SharePoint • Content Type Updating, Populate Metadata, Route 3. Improve Search • Add metadata to Term Store and Microsoft Search takes care of the rest 4. RIM Lifecycle Management 5. Information Governance • eDiscovery/ATIP • Apply Policy - Remove duplicates, remove sensitive information (credit card, SIN, etc.)
  • 29. Real World Savings 1. Classify Content in Multiple repositories 2. Migration of content (by volume) 3. Improve Search • Add metadata to Term Store and MS Search takes care of the rest 4. RIM Lifecycle Management 5. Information Governance • Risk Mitigation • eDiscovery/ATIP
  • 30. Demo SharePoint 2010, 2013, or O365 Environment
  • 31. Key Takeaways
  • 32. Key Takeaways • Classify Content - conceptClassifier • • • • File shares, SharePoint, websites , databases, Email on file shares EDRMS Can write a connector – to any source Once content is classified accurately – you can action it • Search - conceptSearch • Automated Query Expansion • Insert Taxonomy/clues into Index (normalization of vocabulary) improves Search • Intelligent Migrate Content • Privacy, Security, Prevention of Information Leakage
  • 33. Key Takeaways • Taxonomy Management = conceptTaxonomyManager • Leverages SharePoint 2010/13 Term store • Manage taxonomies in Concept Searching database • Many clue types • Standard, Case-Sensitive, Phonetic • RegEx, Required Class, Class Boost, Language • Metadata (file properties) • Languages • Afrikaans, Danish, Dutch, English, Finnish, French, German, Hungarian, • Italian, Norwegian, Portuguese, Romanian, Spanish, Swedish, Welsh
  • 34. Possible PoC Projects 1. Classification of Files shares for pre-migration • 1TB of data • 3-4 metadata properties 2. Auto Classify content within File Shares, ERRMS, SharePoint • Enable content to be classified automatically • Taxonomy management – improve OOB search within SharePoint 3. File share to Target X 1. Classify Content 2. Route to File Share / SharePoint / EDRMS repository / Other target
  • 35. Questions