3 25 11 Term Store Best Practices

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Overview of how to improve records management and findability using SharePoint 2010, EMM, Term Store and Content Types and ConceptClassifier for SharePoint.

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  • Traditional search assumes the end user knows what they are looking for, or must enter the ‘right’ combination of words to get the ‘right’ result.Knowledge workers need to identify content in the context of what they are seeking. The fundamental problem with search solutions is that they are based on an index of single words. Yet most queries are expressed in short patterns of words and not single words in isolation – which are highly ambiguous. In the example above, a search engine would identify all the documents that contained the words: triple, heart, bypass instead of documents that contained the concept of ‘triple heart bypass’. Since the concept has been identified, other documents that have related concepts will be identified even if they do not contain that exact phrase. The metadata generation issue is increasingly a growing concern in enterprises. Not only for search but also for records management, compliance, and enterprise content management. A comprehensive approach requires more than syntactic metadata and requiring end users to add rich metadata is haphazard and subjective at best. Since conceptClassifier for SharePoint is no longer restricted to keyword identification, compound term metadata can be automatically generated either when the content is created or ingested. The generation of metadata based on concepts extracts compound terms and keywords from a document or corpus of documents that are highly correlated to a particular concept. By identifying the most significant patterns in any text, these compound terms can then be used to generate non-subjective metadata based on an understanding of conceptual meaning. Compound term processing can address many challenges facing large enterprises and provide many benefits. Identification of concepts within a large corpus of information removes the ambiguity in search, eliminates inconsistent meta-tagging, and automatic classification and taxonomy management based on concept identification simplifies development and on-going maintenance.  
  • It is important to note that metadata, auto-classification, and taxonomies are not applications – the business value of these tools are often integrated with other solutions – such as the offerings of the other participants in this panelLet’s look at where these tools can compliment other solutions and improve business processesCLICK: Migration:With the vast amounts of content - moving all content doesn’t make sense and using valuable resources to identify what should/should not be migrated isn’t a good use of time or moneyBefore the migration you can use these technologies to: Eliminate duplicate documentsIdentify documents that contain confidential or privacy dataIdentify and declare records Identify high value contentSavings: We had one client who needed to manually tag 45K marketing documents and estimated that it would take 6 months will 2 full-time people – with our tools it took 2 weeksCLICK Search:The age old problem is how to get end users to tag content – it’s estimated that less 50% of content is correctly indexed, meta tagged or efficiently searchable – it isn’t about what search engine you useStatistics still claim that end users spend 15% of their time duplicating information, 25% searching, and 40% can’t find what they need to do their jobsAutomatic generation of conceptual metadata removes the end user from the tagging process HUMANS WON’T TAG CONTENT THROUGH FORMS, PICKLISTS, DROP DOWNS BUT WE WILL ALWAYS FIND WAYS TO AVOID TAGGINGContent, once tagged can be provided to any search engine index to deliver more accurate search resultsUsing the taxonomy users can more efficiently find relevant information via the hierarchical structure Savings: 2.5 hours per day per userCLICK Records Management:The problem cited most frequently is inconsistent end user tagging in the declaration of recordsWith metadata generation and a taxonomy that mirrors the file plan – documents can be automatically declared records based on the concepts and descriptors within the documentBased on custom Content Types in SharePoint the document can be declared a record and routed to the RM repository Savings: $4 - $7.04 per document recordCLICK Data Privacy ProtectionTaxonomy(s) can be created to identify any organizationally defined confidential information When content is created or ingested the document can be identified as containing confidential information and using Content Type updating the document can be routed to a secure location and locked down using Windows Rights ManagementCost Avoidance: Average cost of a data exposure is $225K - $35 million
  • Can have multiple instances of managed Metadata Services – ideal approach SharePoint 2010 ElementCommentsSite Collection/Site StructureCan be organized by a hierarchical taxonomy structureDocument Library StructureCan be organized by a hierarchical taxonomy structureColumnsWhere terms are applied to content in Document Libraries and ListsTermA metadata valueTerm SetHierarchical metadata with valuesManaged MetadataSP 2010’s ability to manage terms and term sets outside of columnsKeywordsAllows to add metadata from Term Sets or create new keywordContent TypesAbility to manage metadata associated with particular types of contentis to have an ‘Enterprise’ taxonomy and then could have multiple ‘local’ or ‘regional’ taxonomiesGroups are the security boundary that provides the ability to have groups of users who will manage themAlways use a core Managed Metadata Service term store for the enterprise taxonomy• Allow local Managed Metadata Services for isolated, locally managed term stores• Always use synonyms when defining terms, consistent content tagging is essential for content management and for driving findability• Use term translation to support other languages for the term• Avoid random or haphazard tagging due to unintelligible terms• Enable managed keywords for user-driven freeform tagging of content• Ensure that term sets are evolved according to best practices• Define and enforce a policy for reviewing open term sets for improper usageNote that search do not comprise term synonyms or translations when searching, it only finds the stored key term. The same applies to faceted search – or 'refinement panels' as they are called.You can have multiple Term Set stores and Content Type Hub inventories in SharePoint 2010. This allows for combining both enterprise definitions and local definitions to support both shared and isolated taxonomy configurations. See Plan to share terminology and content types on Technet.
  • The Only Microsoft Solution that Runs Natively in ... FAST Search, SharePoint 2007, 2010, Windows Server R2 FCI, and Microsoft Office conceptClassifier provides the tools to rapidly build and easily manage unstructured content. Providing automatic conceptual metadata generation, automated classification and taxonomy management organizations can harness the power of content to not only improve findability within the FAST Search product suite, but drive additional business processes such as records management, compliance, and enforce governance.   The Only FAST Search Solution that ... Automatically Generates Conceptual Metadata Utilizing our unique concept identification and extraction capabilities, conceptClassifier’s statistical engine can identify out-of-the box all the meaningful concepts resident within an organization’s own information repositories and automatically generate semantic metadata that is unique to organization and their nomenclature. The ability to automatically generate conceptual multi-word term metadata and placing those terms in the FAST Search index, the search can be performed with a higher degree of accuracy because the ambiguity inherent in single words is no longer a problem.  Utilizing the Concept Searching technology framework, end users can now search on concepts, delivering a multi-dimensional view of relevant information and easily identify the relationships between content assets that otherwise may not have been found.   The Only FAST Search Solution that ... Eliminates Manual Metadata Tagging The Only FAST Search Solution that... Delivers Innovative, Intuitive, & Rapidly Deployed Taxonomy Management Managed by Business Users 
  • BY ADDRESSING THE TECHNOLOGY AND PROCESS INSTEAD OF THE HUMAN BEHAVIOR ORGANIZATIONS CAN IMPROVE SEARCH OUTCOMES, BRING ABOUT COMPLIANCE WITH INFORMATION AND RECORDS MANAGEMENT POLICIES AND DECREASE POTENTIAL DATA EXPOSURE EVENTS.IN THIS SCENARIO THE CLIENT IS USING SHAREPOINT (BUT IT CAN BE ANY REPOSITORY) THE END USER SIMPLY LOADS A DOCUMENT OR SET OF DOCUMENTS INTO SHAREPOINTCONCEPTCLASSIFIER AUTOMATICALLY APPLIES CONCEPTUAL METADATA FOUND WITHIN THE DOCUMENT SO IT CAN BE USED TO IMPROVE SEARCH, WHERE APPROPRIATE THE CORRECT CONTENT TYPE IS APPLIED TO ENABLE WINDOWS RIGHTS MANAGEMENT, KICK OFF WORKFLOWS, AND APPLY RECORDS RETENTION CODES FOR STORAGE AND PRESERVATION.FOR CONTENT RESIDING IN ARCHIVE AND BACKUP SYSTEMS CONCEPTCLASSIFIER APPLIES THE SAME CATEGORIES OF METADATA WITHOUT ANY END-USER INTERVENTION.
  • On this slide we content enters the MOSS environment either from multiple sources. Once in that environment and event handler triggers conceptClassifier for SharePoint to apply metadata to each data asset based upon the organizational metadata environment maintained in Taxonomy Manager. The metadata environment maintained in Taxonomy manager can include both organizational created metadata and third party metadata that has been aligned to organizational functions, data privacy and security guidelines, and records retention codes. Once metadata has been applied by conceptClassifier for SharePoint Custom Content Types that have been aligned to specific metadata tags are automatically applied. These two critical steps (automatic application of both metadata and Custom Content Types) provide the following value to organizations: Organizations can discern in real time “what is a document” and “what is a record” and can immediately take action relating to ensuring that declared records are stored in the right location and preserved for the correct period of time; Individual and group access permissions can be automatically applied to data assets/documents based on Custom Content Type; and, Data assets/documents can be automatically migrated to the appropriate document library for the automatic application of Windows Rights Management services to control data usage (i.e. can be viewed but not downloaded, e-mailed, printed, etc…).By automating the metadata and content type application processes organizations not only provide transparency and findability for their end-users, they can also ensure that appropriate document access permissions are applied across the enterprise while also controlling how documents are by end-users who have been granted access. In summary – Concept Searching’s enabling technology improves findability and reduces costs by enabling automated compliance with organizational e-Discovery, Records Management, and Information Management (data privacy and security) guidelines.
  • On this slide data assets and documents that have been automatically tagged with metadata and custom content types have been automatically migrated to document libraries based on their custom content type. Based on organizational data privacy and security guidelines document libraries containing sensitive information are now only accessible to certain individuals and groups and each library contains content where Windows Rights Management services have been applied to control how the documents in a particular library are used. When these documents are “checked-out” a key is issued that allows the end-user to access and use the data asset/document in a manner that has been pre-approved by the organization. This of course occurs after the Active Directory-Rights Management Services (AD-RMS) database and server already communicated with the MOSS farm and both publishing and user license credentials have been established and provisioned.For individuals who may attempt to access the SharePoint Content Database directly and by-pass AD-RMS protected content the linking of Custom Content Types to SharePoint Security Services prevents un-authorized users “back door” access to organizational content.
  • 3 25 11 Term Store Best Practices

    1. 1. Don Miller is a senior executive at Concept Searching with over 20 years experience in knowledge management. He is a frequent speaker about Records Management and Information Architecture problems and solutions. Don has been a guest speaker at Taxonomy Boot Camp, Management Electronic Records and numerous SharePoint events about information organization and records management. <br />donm@conceptsearching.com<br />408-828-3400<br />The Term Store Management Company<br />Enterprise Class Taxonomy Management and Auto-classification -<br />Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint<br />
    2. 2. Agenda<br />Introductions<br />Company Overview, Unique Differentiator, Use Cases<br />The cost and ROI of metadata for Records Management and Findability<br />SharePoint 2010<br />Enterprise Metadata Management Service <br />Term Store Basics <br />Enterprise Taxonomy and Auto Classification<br />Product Screen Shots<br />Demo of conceptClassifier for SharePoint 2010<br />Show native integration into SharePoint 2010 for Records Management and automatic content type updating<br />Dynamic guided navigation within the search platform<br />Show enterprise Taxonomy Management and auto-classification capabilities<br />Building out new Taxonomies/Term Sets<br />Term Store Management<br />Enterprise Taxonomy Management<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    3. 3. Concept Searching, Inc.<br /><ul><li>Company founded in 2002
    4. 4. Product launched in 2003
    5. 5. Focus on management of structured and unstructured information
    6. 6. Technology
    7. 7. Automatic concept identification, content tagging, auto-classification, taxonomy management
    8. 8. Only statistical vendor that can extract conceptual metadata
    9. 9. 2009, 2010, 2011 ‘100 Companies that Matter in KM’ (KM World Magazine)
    10. 10. KMWorld ‘Trend Setting Product’ of 2009, 2010
    11. 11. Locations: US, UK, & South Africa
    12. 12. Client base: Fortune 500/1000 organizations
    13. 13. Managed Partner under Microsoft global ISV Program - “go to partner” for SharePoint 2010 Term Store Management
    14. 14. Microsoft Enterprise Search ISV , FAST Partner
    15. 15. Enterprise Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    16. 16. Automated Multi Word Term Suggestions for Term Store<br /><ul><li>ConceptSearching’s unique statistical concept identification underpins all technologies
    17. 17. Multi word suggestion is explicitly more valuable than single term suggestion algorithms</li></ul>Concept Searching provides Automatic Concept Term Extraction <br />Triple<br />Baseball<br />Three<br />Heart<br />Organ<br />Center<br />Bypass<br />Highway<br />Avoid<br /><ul><li>conceptClassifier will generate conceptualmetadata by extracting multi-word terms that identifies ‘triple heart bypass’ as a concept as opposed to single keywords
    18. 18. Metadata can be used by any search engine index or any application/process that uses metadata</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    19. 19. Enterprise Class Product Suite - Deployment Case Studies<br /><ul><li>USAF Medical Service
    20. 20. Global Deployments
    21. 21. 70,000 Users
    22. 22. LexisNexis
    23. 23. FAST
    24. 24. Multi User Distributed Taxonomy Management Architecture
    25. 25. Xerox
    26. 26. E Discovery
    27. 27. 150 Million Documents
    28. 28. Market Research
    29. 29. FAST
    30. 30. WWW
    31. 31. Logica
    32. 32. FAST
    33. 33. 40,000 Users
    34. 34. CAL ISO & MIDWEST ISO
    35. 35. FAST
    36. 36. WWW
    37. 37. Booz and Company
    38. 38. Taxonomy Management
    39. 39. Emerson Climate Technologies
    40. 40. Enterprise Deployment
    41. 41. BP
    42. 42. Enterprise Deployment
    43. 43. Parsons Brinckerhoff
    44. 44. FAST
    45. 45. Global Deployment 40,000
    46. 46. CPSC Enterprise wide
    47. 47. FAST
    48. 48. Enterprise Deployment
    49. 49. National Transportation Safety Board
    50. 50. FAST
    51. 51. Enterprise Deployment
    52. 52. Health and Human Services
    53. 53. FAST
    54. 54. Enterprise Deployment
    55. 55. Southern Union Group
    56. 56. FAST</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    57. 57. What Is poor Metadata (Lack of structure) costing you?<br />Data Privacy Protection<br />Search<br />Records Management<br />Pre Migration/Collaboration<br /><ul><li>Average cost per exposed record is $197 and ranges from $90-$305 per record
    58. 58. 70% of breaches are due to a mistake or malicious intent by an organization’s own staff
    59. 59. “It’s not about better search”
    60. 60. Less than 50% of content is correctly indexed, meta tagged or efficiently searchable
    61. 61. 85% of relevant documents are never retrieved in search
    62. 62. 67% of data loss in Records Management is due to end user error
    63. 63. It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found
    64. 64. 60% of stored documents are obsolete
    65. 65. 50% of documents are duplicates
    66. 66. Requires resources to identify what should/not be migrated</li></ul>Problem<br /><ul><li>Identify any type of organizationally defined privacy data
    67. 67. Combines pattern matching with associated vocabulary
    68. 68. Automatic Content Type updating enabling workflows and rights management
    69. 69. Eliminate inconsistent end user tagging
    70. 70. Automatically declare documents of record based on vocabulary and retention codes
    71. 71. Automatically change the Content Type and route to the Records Management repository
    72. 72. Eliminate duplicate documents
    73. 73. Identify privacy data exposures
    74. 74. Identify and declare records that were not previously identified
    75. 75. Notify users of high value content
    76. 76. Migrating required content to a structure
    77. 77. Eliminate manual tagging & replace with automatic identification of multi-word concepts
    78. 78. Provide guided navigation via the taxonomy structure (i.e. concepts)
    79. 79. Go beyond dynamic clustering with conceptual clustering based on the taxonomies</li></ul>Solution<br /><ul><li>Average cost runs from $225K to $35M
    80. 80. Savings of $4.00 - $7.04 per record by eliminating manual tagging
    81. 81. Ensures compliance and reduces potential litigation exposures
    82. 82. Taxonomy navigation is 36% - 48% faster
    83. 83. Savings 2.5 hours per user per day
    84. 84. Reduces migration costs
    85. 85. Ensures compliance and protection of content assets
    86. 86. Easy end user updates</li></ul>Benefit<br />
    87. 87. A manual metadata approach will fail 95%+ of the time<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    88. 88. conceptClassifer for SharePoint 2010 and the Enterprise, provides an automated approach to apply metadata and content types for immediate ROI and business value<br /><ul><li>Create enterprise automated metadata framework/model
    89. 89. Average return on investment minimum of 38% and runs as high as 600% (IDC)
    90. 90. Apply consistent meaningful metadata to enterprise content
    91. 91. Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC)
    92. 92. Guide users to relevant content with taxonomy navigation
    93. 93. Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais)
    94. 94. 100% “Recall” of content, 35% Faster access to content “Precision”
    95. 95. Use automatic conceptual metadata generation to improve Records Management
    96. 96. Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)
    97. 97. Improve compliance processes, eliminate potential privacy exposures</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    98. 98. Microsoft’s approach to solving the metadata problem for Records Management, Governance Policies, Sensitive Information Removal and Findability:<br />Content Types, The Term Store <br />and Enterprise Managed <br />Metadata Services <br />3/24/2011<br />
    99. 99. What is a content type<br />A Content Types is a means to apply structure to unstructured or structured content with in SharePoint. Content Types inherit their parent content types. <br />This is usually a combination of a term or terms from a single or multiple term sets. <br />Terms are metadata and metadata is information about information. <br />Terms can also include governance and retention code policies and also can be for the sole purpose of improved findability<br />However, it is best to align Content Types with business goals and business use cases.<br />
    100. 100. Introducing EMM, The Term Store and Term Store Management Definitions<br />SharePoint 2010 Enterprise Managed Metadata Service <br />Concept Classifier for SharePoint 2010 <br />Term Store Management<br />Auto Classification<br />Content Type Updating<br />SharePoint 2010 Farm<br />Subscription Service<br />Content Type Hub<br />Term Store<br />Site Collection<br />Records Library<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    101. 101. The Managed Metadata Service<br />Managed Metadata Service<br />Manages Enterprise Content Types via the Content Type Hub<br />Manages Term Store<br />Term Sets (taxonomies) and terms can be shared across multiple SharePoint site collections<br />Multiple manage metadata services can be created <br />Enables search filtering<br />Two types of terms: <br />Managed terms – pre-defined by an enterprise administrator and may be hierarchical. Surfaced in the "managed metadata" column type<br />Managed keywords – non-hierarchical words or phrases that have been added to SharePoint 2010 items by users (folksonomy)<br />Enterprise Managed Metadata Service<br />30,000 Terms per Term Set <br />(1 Taxonomy)<br />1,000 Term Sets<br />Tested to 1,000,000 Preferred Terms <br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    102. 102. SharePoint 2010 Managed Metadata Service Considerations<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    103. 103. File Share or Directory Structures<br />Database fields/tables<br />Excel spreadsheet <br />File Plan – Especially if using for records management<br />Search Analytics <br />Topic Maps<br />Card Sorting – (Open & Closed)<br />Subject Matter Experts<br />Free industry standard taxonomies<br />Wikipedia – “Industry classification” or <br />“Global Industry Classification Standard”<br />WWW directory structure<br />Tag Clouds – Flickr, Del.icio.us, Technorati,<br />ConceptSearching – Free Taxonomies <br />Hard Core - ANSI/NISO Z39.19-2005<br />What/where do I find good examples to use to build out term sets and terms<br />
    104. 104. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010<br />Term Set<br />Parent Term<br />Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values<br />Child Term<br />Grand Child Term<br />A content type can contain one or many taxonomies based on specific business user requirement. The values can shown as columns or can be hidden from users for administrative or governance purposes only.<br />
    105. 105. Traditional manual approach is subjective, cumbersome and overwhelming<br />End user must select values from multiple term sets. Up to 30,000 values per term set and 1,000 term sets per term store. Manual approach is impractical.<br />
    106. 106. ConceptClassifier for <br />SharePoint 2010<br />An automated solution for applying metadata and providing term store management to enhance SharePoint 2010 capabilities for Records Management, Governance Policies, Rights Management, Sensitive Information Removal and Findability.<br />3/24/2011<br />
    107. 107. conceptClassifier provides a native integration into Term Store<br />3/24/2011<br />
    108. 108. Enterprise Taxonomy Management and Auto-classification<br /><ul><li>Multi User Distributed Branch and Term Support for Enterprise
    109. 109. Native Term Store Integration for SharePoint 2010
    110. 110. Accelerate building out taxonomies by 75% with automatic Term/Clue Suggestion
    111. 111. Enables the ability for information architects to build model and validate
    112. 112. Automatic Term Boosting for FAST/Search Platforms
    113. 113. Pragmatic Ontology Features for subject matter experts (You don’t need to be a librarian)
    114. 114. Broad to Narrow
    115. 115. Preferred Term
    116. 116. Non preferred terms
    117. 117. Poly hierarchies – Not supported in Term Store
    118. 118. Relations – Not supported in Term Store</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    119. 119. conceptClassifier for SharePoint 2010 drives immediate value for end users for Search, Records Management and Sensitive Information Removal<br />conceptClassifier for SharePoint 2010<br /><ul><li>Automatically applies Metadata
    120. 120. Automatically Applies Content Types
    121. 121. Auto Applies Retention Code Policies
    122. 122. Automatically applies Windows Rights Management Policies
    123. 123. Automatic Term Boosting for FAST
    124. 124. Pulls hierarchy directly from Term Store, therefore updates are immediate and accurate for guided taxonomy navigation in FAST</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    125. 125. conceptClassifier for FAST Search<br /><ul><li>Improves search outcomes by placing conceptual metadata in the FAST Search index to increase relevancy of search results
    126. 126. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature
    127. 127. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
    128. 128. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies
    129. 129. Improves faceted search results as facets are based on concepts aligned with the taxonomy
    130. 130. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)
    131. 131. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching
    132. 132. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
    133. 133. Automatically tags content with both vocabulary and retention codes and respects SharePoint security that could prevent access to the document once it has been declared a record </li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    134. 134. Product Screen Shots<br />3/24/2011<br />
    135. 135. Traditional manual approach is subjective, cumbersome and ineffective<br />End user must select values from multiple term sets. Up to 30,000 values per term set and 1,000 term sets per term store. Manual approach is impractical.<br />
    136. 136. An automated approach ensures accurate Records Management, Sensitive Information Removal and improved Search/Findability<br />Metadata is automatically applied to content by ConceptClassifier via TaxonomyManager. Content Type Updater can take it a step further and can modify content type to redirect document/object to a different content type or migrate it to another site collection or document library. In this example the documents are being changed from document content type to PII or Records Cetner Content Type.<br />
    137. 137. Term Store Management is provided by Taxonomy Manager and ConceptClassifier<br />TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010 and what new terms to add to the term store<br />Deep capabilities to build out rules classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting<br />
    138. 138. An automated approach ensures accurate Records Management, Sensitive Information Removal and improved Search/Findability<br />The documents with 10 in front of them have had their content types updated. In this example the documents are being changed from document content type to PII or Records Cetner Content Type. They could have also been moved to a different folder if that was the desired outcome.<br />
    139. 139. conceptClassifier for FAST and SharePoint 2010 Search<br />conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST<br />Multi value select with in a term set is the single fastest approach you can provide for end users to get access to the correct content. It is just like picking values when you are on Best Buy or Amazon but it is with your personalized corporate term set vocabulary.<br />
    140. 140. Set proper expectations<br />Select a business unit to begin term set building and classification approaches (Manual vs. Automated) within SharePoint<br />Manual – No more than 3 tags<br />Manage scope, don’t try to boil ocean<br />Focus on value<br />Focus on the key constituents that you can show immediate value<br />Search or Findability<br />Records Management<br />Focus on Use Cases<br />Understand how and why they will use term sets and how they will apply metadata<br />Define Governance (See partner presentation from PPC on governance)<br />Roles, responsibilities, policies, and procedures<br />Reconfirm expectations, it is a Marathon not a Sprint<br />Taxonomy development is an iterative and on-going effort<br />It changes and evolves just like your content and terminology<br />Add new business units or users after successful feedback from initial term set sponsors<br />Best practices for Term Store Development and applying metadata in SharePoint 2010 for Records Management and Findability<br />28<br />How To Guide for Taxonomies in SharePoint<br />28<br />
    141. 141. Demo<br />3/24/2011<br />
    142. 142. In Summary we are an Enterprise Metadata Management Product Suite<br />
    143. 143. Thank you<br />Don Miller 408-828-3400<br />donm@conceptsearching.com<br />
    144. 144. Planning<br />3/24/2011<br />
    145. 145. Determine Key Term Sets <br />Think about audience, business needs, content types<br />Focus on immediate needs, build out term set<br />Ask for immediate feedback<br />Governance for Tagging<br />Vision and Executive Sponsorship<br />Roles and responsibilities – Committee of one<br />Policies and procedures – Committee of one<br />Adoptability<br />Communication – Mandated process?<br />Education and Training – How much time to ensure adoption<br />Maximum of 3-5 manual tags<br />Internal Promotion<br />Tag off - Total number of tags per business unit or group<br />Show total number of retention code policies as a before and after <br />Showing ROI <br />The Stop Watch Test<br />Governance Applications<br />Executive Feedback – Tuning exercise<br />Initial Planning:<br />
    146. 146. Categorization Schemas<br />Hardest<br />Easiest<br />How To Guide for Taxonomies in SharePoint<br />34<br />
    147. 147. Records Management Use Cases<br />
    148. 148. Information and Records Management Capability Gaps<br />Problems<br /><ul><li>Lack of Information Transparency
    149. 149. Government and Private Sector directives to tag content for retrieval
    150. 150. Untagged Data Assets = Untapped Resources
    151. 151. Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets
    152. 152. Non-Compliance with Records Management Policies
    153. 153. Sarbanes-Oxley and Government RM Retention Schedules
    154. 154. Data Stored in Wrong Location
    155. 155. Information not Preserved in Accordance with Regulatory Guidelines
    156. 156. Increasing Volume of Unplanned Data Exposure Events
    157. 157. Privacy Act Program (PII), Protected Health Information (PHI), HIPAA, Payment Card Industry (PCI), etc…
    158. 158. Organizational Confidential and Sensitive Information</li></ul>www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    159. 159. Why is this Difficult?<br />Human Factors<br /><ul><li>Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems</li></ul>Access Rights<br />Records Retention Code<br />Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates<br />Metadata Tagging<br />Document Library 1<br />Document Library 2<br />Document Library 3<br />Document Library 4<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    160. 160. Why is this Difficult?<br />Human Factors<br /><ul><li>Physical or CognitiveProperties of an Individual or Human Social Behavior which Influence Functioning of Technological Systems
    161. 161. Limiting Factor = Human Behavior</li></ul>Access Rights<br />Records Retention Code<br />Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates<br />Metadata Tagging<br />Document Library 1<br />Document Library 2<br />Document Library 3<br />Document Library 4<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    162. 162. How do Organization’s Typically Address These Capability Gaps<br />Alternatives<br /><ul><li>Customize system interface to force manual application of metadata
    163. 163. Pros: data assets now have metadata
    164. 164. Cons: high customization costs, increase in end-user labor costs, less end-user productivity, non-standardized application of metadata across enterprise
    165. 165. Hire temporary staff to add metadata to data assets
    166. 166. Pros: data assets now have metadata
    167. 167. Cons: temporary staff = $$$$$ and results in non-standardized tagging
    168. 168. Acknowledge that it is a problem and do nothing</li></ul>www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    169. 169. Security<br />Metadata, Auto-classification, Taxonomies Drive Business Value<br />Semantic Metadata Tagging<br />Increase Information Retrieval Precision for Search<br />Records Retention Code Tagging<br />Concept Classifier<br />Automatic Content Type Updating<br />Records <br />Management<br />Confidential <br />Secure Data<br />Appropriate Storage & Preservation<br />Tagged for Search<br />Collaboration<br />Portal<br />www.conceptsearching.com<br />Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />
    170. 170. How does Concept Searching Close IM and RM Capability Gaps<br />Leveraging Metadata as an Enabling Asset<br /><ul><li>Uses Taxonomy Manager to create and manage organizational taxonomies, ontologies, and metadata environment;
    171. 171. Employs conceptClassifier for SharePoint as an Automated Metadata Population Service;
    172. 172. Applies content types base on metadata;
    173. 173. Uses content types derived from metadata to drive individual and group access to data assets using inherent SharePoint Security;
    174. 174. Uses content types derived from metadata to drive migration of data assets to proper document libraries where RMS templates are automatically applied to restrict data asset usage.</li></ul>Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com <br />www.conceptsearching.com<br />
    175. 175. Concept Searching in MOSS and Windows Server<br />
    176. 176. SharePoint Server Security and AD-RMS in MOSS<br />

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