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Solve Records Management Challenges in Weeks Not Years Webinar


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Learn how one of our clients, with 72,000 SharePoint site collections and 5,300 retention codes, has eliminated end user tagging for over 80,000 business users. Join Concept Searching and find out how …

Learn how one of our clients, with 72,000 SharePoint site collections and 5,300 retention codes, has eliminated end user tagging for over 80,000 business users. Join Concept Searching and find out how in this informative webinar.

Learn how to address Records Management in SharePoint and Office 365. conceptClassifier for SharePoint and conceptClassifier for Office 365 work with your existing records management application to automatically declare and route documents of records, eliminating the need for end user tagging. Simple to deploy and manage.

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  • 1. Solve Records Management Challenges in Weeks Not Years Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch Graham Sibley CEO Collabware Twitter @collabware
  • 2. Expert Speakers Graham Sibley – CEO at Collabware started the company with the goal of transforming the enterprise content management software industry through new ideas and approaches to traditional problems. He has over 15 years’ experience and proven success in information management technology, SharePoint solution architecture and user experience design. 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.
  • 3. Agenda • Concept Searching • Corporate Memory and Behaviour • Manual Tagging Failings • Intelligent Records Identification • Our Approach • Demonstration • Collabware • Compliance Challenges • Success Strategies • Demonstration • Next Steps
  • 4. • 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, 2014 ‘100 Companies that Matter in KM’ KMWorld and Trend Setting product of 2009, 2010, 2011, 2012, 2013 • 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 • Microsoft Business-Critical SharePoint program partner, Gold Certification in Application Development • Smart Content Framework™ for Information Governance comprising • Five Building Blocks for success • Product Platforms: conceptClassifier for SharePoint, conceptClassifier for Office 365, conceptClassifier, and Concept Searching Technology The Global Leader in Managed Metadata Solutions
  • 5. “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
  • 6. 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 an Organization’s Workflow • Easily Integrated into End Users’ Daily Activities • Transparent
  • 7. Manual Metadata Approach Fails 95% of the Time • Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable, rendering it unusable to the organization (IDC) • Highly trained Information Specialists will agree on meta tags between 33% - 50% of the time (C. Cleverdon) • 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) • End users select first value in list (Sarah Courier) • End users create documents, do not see value for organization, nor risks associated with litigation and non-conformance to policies • Metadata will continue to be a problem, due to inconsistent human behavior
  • 8. Our Approach • conceptClassifier • Automates the Tagging Process • Removes the Behavior Modification Issue of Manual Tagging • Increases Productivity • Improves Findability • Automates Governance • Migrates Content • Organizes Intellectual Assets • Mitigates Risk • Lowers Cost of Administration
  • 9. Intelligent Records Identification • Develop a Taxonomy that Mirrors the File Plan • Content will be Auto-classified • Identify and Assign Correct Record Identifiers and Descriptors • Automatically Route to the Records Management Platform • Identify Documents of Record • Automatically Tag with Retention Codes • Automatically Apply Content Types • Records Identification – Not Records Management
  • 10. Metadata driven application and enforcement of policies to achieve Information Governance Smart Content Framework™ Sum of Parts is Greater than Whole
  • 11. “The metadata infrastructure provides the critical glue that binds the information infrastructure to the underlying IT infrastructure. Sound information governance practices would take advantage of the metadata infrastructure to ensure that content and data are managed consistently and adhere to written policies, across on-premise and cloud based environments.” 2010 IDC Digital Universe Study Advantages • Ability to develop a single repository of organizationally relevant metadata to be made available to any application that requires the use of metadata • Elimination of costs and errors associated with end user tagging • Normalization of content across functional and geographic boundaries to remove ambiguity in vocabulary • Metadata managed and changed in one place • Ability to apply policy consistently across diverse repositories and applications • Provides flexibility to rapidly make changes to the repository for regulatory compliance where changes are immediately available for use by applications Metadata
  • 12. Insight “Automated tools for handling the flood of information are the only solution to coping with the increasing demands for compliance, more targeted discovery and better business intelligence. IDC Advantages • Provides the ability to find and deliver the most relevant and granular results from large, heterogeneous repositories • Provides access to relevant knowledge assets that typically would not be found • Reduces duplication of content • Makes content available for re-use and re-purposing instead of recreating it • Removes ambiguity in search • Compliance and security of content assets • Improves any interactive metadata application such as search, eDiscovery, litigation support, FOIA, text analytics, social tagging, and collaboration 12
  • 13. Risk “More than 100,000 international laws and regulations are potentially relevant to Forbes Global 1000 companies – ranging from financial disclosure requirements to standards for data retention and privacy. Additionally, many of these regulations are evolving and often vary or even contradict one another across borders and jurisdictions.” Lorrie Luellig, Of counsel, Ryley Carlock & Applewhite, PC 13 Advantages Risk is different for every organization – regulatory, intellectual property protection, cyber security, eDiscovery, data retention, even the use of information in unintended ways • The ability to effectively identify and validate the ‘risk’ factor • Cost versus Benefit – you may want to assume risk in certain instances • Provides the ability to identify risk – known and unknown – while weighing information value • Proactively addresses and reduces risk factors through the use of business processes and technology • Integrated into an organization’s enterprise objectives or functional objectives
  • 14. Policy “Sound information governance practices and tools would enable organizations to align their data retention, acceptable use and communication, data privacy, records management, and information security policies, processes, and technical controls.” Worldwide Governance, Risk, and Compliance Infrastructure 2010-2014 Advantages Policy is driven by the organization – people – not by applications • Requires the appropriate and individualized approach for the disposition of diverse content • Includes identifying where the content resides, cleansing the content, identifying the relationship between content, then defining the policies • Key component is business user responsibilities and adaptability of users to follow new procedures – so elimination of end user tagging • Provides the infrastructure processes where content is relevant, protected, archived, or deleted 14
  • 15. Action Action as a pillar in the Smart Content Framework™ is the execution and interactive management of the policies and subsequent processes that ensures all unstructured and semi-structured content is processed in a manner that achieves the Information Governance objectives. Advantages • Fulfils the defined organizational policies that reduce risk and enable effective management of all semi-structured and unstructured content • Enforceable and adopted by business users • Facilitates and improves business processes • Quantifiable and able to be measured 15
  • 16. Situation: • Budget of $6.9 billion • Over 60,000 users • Runs 75 hospitals and clinics providing care to more than 2.6 million beneficiaries Challenge: • Data Privacy • Intelligent Migration • Before and after • Records Management • 72,000 Site Collections, 5,300 retention codes, classify 200,000 documents per hour with minimum resources Solution: • conceptClassifier for SharePoint platform Benefits: • Automatic tagging based on organizational vocabulary and descriptors • Automatic routing and the ability to change the SharePoint content type • Eliminated manual tagging, removes from unauthorized access and portability • No security exposures or breaches in 4 years “Concept Searching’s Taxonomy Manager provides our Subject Matter Experts with a user friendly web interface enabling the development of controlled vocabularies that can be used to filter search results and auto- classify content to folder structures.” J.D. Whitlock, Lt Col, USAF, MSC, CPHIMS Air Force Medical Service Read the Case Study Building Blocks Metadata, Insight, Policy
  • 17. • Concept Searching’s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching has a unique approach to ensure success • conceptClassifier for SharePoint 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. Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid Build an Information Governance Concept Index
  • 18. Concept Searching Demonstration
  • 19. Collabware Enterprise Records Management Software for SharePoint Founded in May, 2010 to develop and publish software that will solve enterprise compliance needs while addressing the user adoption problem. The secret sauce is: • Focus on user experience • Simple • Seamless • Transparent Vancouver, British Columbia (headquarters) Boston, Massachusetts
  • 20. Collabware Fast Facts • Operating around the world with customers located in: • United States and Canada • Europe • Africa • Asia • Australia • Supporting both small and large customers across many industries: • Public Sector • Energy, Utilities, and Mining • Health and Pharmaceutical • Financial and Insurance Named to KMWorld 100 Companies That Matter in Knowledge Management – March 2014 Featured in “Market Overview: Information Governance For The Microsoft SharePoint Ecosystem, Q1 2014” – February 2014 Featured in “Ecosystem Partners That Can Help You Mind Six Gaps in SharePoint” – October 2012
  • 21. Compliance Challenges People • Poor Adoption • End-User Burden • Lack of Process Alignment • Minimal Records Captured • Inaccurate Classification • Manual = Mistakes • Change Management • Forced Adoption of File Plan Technology • Separate Environments • Collaboration • Records Management • Results in Siloing Effect • Poor User Experience • Negative Effect on Adoption • End-User Frustration • Circumventing
  • 22. • Focus on User Adoption • Automated Identification • Automated Classification • Automated Declaration • Align to Business Processes • Integrated Records Management • Subject Files and Case Files • Passive Participation in Compliance Activities • Integrate Technologies • One Access Point for Electronic and Physical • Simplified User Experience • Simple, Seamless, and Transparent Success Strategies
  • 23. Collabware CLM Demonstration
  • 24. What’s the End Result? The Collabware CLM and Concept Searching conceptClassifier for SharePoint solution enables governance and compliance processes to establish an information framework that ensures the availability, usability, integrity, and security of enterprises’ information • Combined leading-edge technologies • Industry-unique, end-to-end content lifecycle management solution • Automates everything for the end user – content tagging, metadata generation, record classification, record declaration, record policy application • Find full details here For a comprehensive demo of the combined solution and discussion of expected ROI, please contact Don Miller at Concept Searching or Graham Sibley at Collabware
  • 25. Thank You Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch Graham Sibley CEO Collabware Twitter @collabware