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Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint
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Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint

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Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint Presentation Transcript

  • Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint Juan J. Celaya COMPU-DATA International, LLC jcelaya@cdlac.com Twitter = JuanJCelaya www.cdlac.com
  • Welcome to Houston SharePoint Saturday Thank you for being a part of the first ever SharePoint Saturday for the greater Houston area! • Please turn off all electronic devices or set them to vibrate. • If you must take a phone call, please do so in the hall so as not to disturb others. • Thanks to our Platinum Sponsors:
  • Automatic - Metadata Tagging & Classification COMPU-DATA International, LLC (“CDI”) specializes in Enterprise Content Management (ECM), Information Organization & Access (IOA) and Business Process Automation (BPA) delivering specific products, services and solutions. What we solve 1. The inability to find relevant and precise information 2. Inefficiencies that exist in manually tagging records and its effects in retention 3. The burden of organizing records from diverse repositories into a single interface 4. Problems with implementations that address Privacy or Confidential business information exposure 5. Failures in the successful implementation of distributed capture systems 6. Increasing costs due to failures in process automation
  • Automatic - Metadata Tagging & Classification Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint® In support of Data Transparency, Security, Search Precision and Privacy For solutions in Information Management, Records Management and eDiscovery
  • Automatic - Metadata Tagging & Classification Overview • Background • Problem • Solution • Approach
  • Automatic - Metadata Tagging & Classification Background DoD Directive 8320.02 Challenge Data Sharing in a Net-Centric Department of Defense Paragraph 4.2: “Data assets shall be made visible by creating and associating metadata (“tagging”), including discovery metadata, for each asset.”
  • Automatic - Metadata Tagging & Classification Background Drive resolution of capability gaps across $6.9B HMO with 75 locations Findability Records Management Declaration Data Privacy and Security Research support for Veteran Administration in relation to Veteran Claims Post Traumatic Stress Disorder Agent Orange Classified & Unclassified Information
  • Automatic - Metadata Tagging & Classification Problem
  • Automatic - Metadata Tagging & Classification Problem Capability Gap Communication of Relevant Information Access to Distributed Electronic Information Security and Privacy Access Rights Records Retention Code Server Content with Metadata Appropriate Metadata, Document Library 1 Document Library 2 Tagging Retention Codes, and Rights Management Templates Document Library 3 Document Library 4
  • Automatic - Metadata Tagging & Classification Problem Capability Gap Communication of Relevant Information Access to Distributed Electronic Information Security and Privacy Failure to Tag Content to Organizational Standards Lack of Information Transparency Becomes a Limiting Factor Increasing Volume of Sensitive Information Exposure Events Increase Failure to Find Information Non-Compliance with Records Management Policies Affect the Organization in that Organizational Confidential & Sensitive Information Revealed Personally Identifiable Information (PII) and Protected Health Information (PHI) data exposure events Time Gap between Information Requests & Discovery is Directly Proportional to Volume of Data Assets Information not Preserved per Regulatory Guidelines
  • Automatic - Metadata Tagging & Classification Problem Is it possible to tag every asset created? Is it possible to properly tag every asset? (Semantic, Records Retention and Security Metadata) Not by a human being!
  • Automatic - Metadata Tagging & Classification Problem Other Manual Metadata Tagging Problems Created from a subjective frame of reference May not be in line with corporate governance Limited use of templates to populate metadata Limits document transparency in an ECM environment Cost in-effective Ineffective Capture X Manage X Store X Preserve X Deliver
  • Automatic - Metadata Tagging & Classification Solution
  • Automatic - Metadata Tagging & Classification Solution Using Metadata to reduce Data Exposure Events Enforce Information & Record Management Policies and simultaneously Improving Search Precision Automatically!
  • Automatic - Metadata Tagging & Classification Solution Metadata Drives Content Content Types Types which Drives the Auto- (based on) Application of RMS Templates Records Retention Schedule Taxonomies COBRA Davis-Bacon Act Employee Polygraph Protection Act of 1988 Automatically tag content Equal Employment Opportunity Laws upon upload to document Employee Retirement Income Security Act Fair Credit Reporting Act libraries using organizational Fair Labor Reporting Act Family and Medical Leave Act metadata – PII, PHI, and Health Insurance and Portability Accountability Act sensitive information Immigration and Reform Control Act Lilly Ledbetter Fair Pay Act Once tagged Microsoft Office National Labor Relations Act Omnibus Transportation Employee Testing Act documents containing PII or Occupational Safety and Health Administration PHI can be “locked-down” Paperwork Reduction Act of 1980 Sarbanes-Oxley Act using Window Rights Uniformed Services Employment and Reemployment Rights Act Walsh-Healey Act Management Services (RMS) and PDFs can be locked down Data Privacy and Security Taxonomies using customized iFilters on Business Unit and Functional Taxonomies the MOSS server
  • Automatic - Metadata Tagging & Classification Solution Metadata Drives Content Types Content Types which Drives Records (based on) Management Records Retention Schedule Taxonomies COBRA Davis-Bacon Act Automatically tag documents Employee Polygraph Protection Act of 1988 with Record Policy Codes Equal Employment Opportunity Laws Employee Retirement Income Security Act based upon semantic content Fair Credit Reporting Act contained in the documents Fair Labor Reporting Act Family and Medical Leave Act Automate short-term storage Health Insurance and Portability Accountability Act Immigration and Reform Control Act and long-term data Lilly Ledbetter Fair Pay Act National Labor Relations Act preservation Omnibus Transportation Employee Testing Act Enforce rules without Occupational Safety and Health Administration Paperwork Reduction Act of 1980 depending on the end users Sarbanes-Oxley Act Uniformed Services Employment and Reemployment Rights Act Rules are applied in the same Walsh-Healey Act manner every time all the time Data Privacy and Security Taxonomies regardless of the data source Business Unit and Functional Taxonomies (Consistency)
  • Automatic - Metadata Tagging & Classification Solution Metadata Tagging Drives Search Content Types Precision (based on) Records Retention Schedule Taxonomies Increase the value of COBRA Davis-Bacon Act unstructured and structured Employee Polygraph Protection Act of 1988 Equal Employment Opportunity Laws information Employee Retirement Income Security Act Eliminate non-existent or Fair Credit Reporting Act Fair Labor Reporting Act inconsistent metadata tagging Family and Medical Leave Act Health Insurance and Portability Accountability Act by end users Immigration and Reform Control Act Lilly Ledbetter Fair Pay Act Significantly decrease costs National Labor Relations Act associated with manual Omnibus Transportation Employee Testing Act Occupational Safety and Health Administration metadata tagging Paperwork Reduction Act of 1980 Sarbanes-Oxley Act Enable workflow processes Uniformed Services Employment and Reemployment Rights Act through automatic semantic Walsh-Healey Act metadata tagging into Data Privacy and Security Taxonomies SharePoint content types Business Unit and Functional Taxonomies Dramatically boost Enterprise Search Precision
  • Automatic - Metadata Tagging & Classification Solution Taxonomy Management Enabling the Automatic Meta-tagging and Auto-Classification of Documents and Records Manually Created Clues associated with “Weather” Metadata
  • Automatic - Metadata Tagging & Classification Solution Automatic Metadata Generation Expand the clues with the use of highly relevant content Automatically Generated Clues associated with “Weather”
  • Automatic - Metadata Tagging & Classification Solution Automatic Metadata Generation The relevant semantic data linked results in more actionable information Highly relevant metadata generated by Taxonomy Manager added to original clue set for the concept of “Weather”
  • Automatic - Metadata Tagging & Classification Solution Automatic Meta-tagging
  • Automatic - Metadata Tagging & Classification Solution Automatic Meta-tagging in Action!
  • Automatic - Metadata Tagging & Classification Solution Automatic Meta-tagging in Action!
  • Automatic - Metadata Tagging & Classification Solution Automatic Meta-tagging in Action!
  • Automatic - Metadata Tagging & Classification Solution Auto-Classification
  • Automatic - Metadata Tagging & Classification Solution Taxonomy Browsing Search within folder using enterprise search while filtering across metadata that has been automatically tagged to documents and records Taxonomies from Taxonomy Manager displayed within SharePoint Newsletter 0102 is 1 of 38 documents that have been automatically classified to the Weather folder and tagged with the concept of “Turbulence Encounter”
  • Automatic - Metadata Tagging & Classification Solution Facetted Searching Weather and Windshear or Thunderstorms are 2 of 5 pieces of metadata that were automatically tagged to the document titled “Newsletter 01-02” Selecting “Windshear or Thunderstorms” generates a result set on the next slide
  • Automatic - Metadata Tagging & Classification Solution Facetted Searching At the intersection of two pieces of metadata, “Weather” and “Windshear or Thunderstorms”, resides the document entitled “Newsletter 0102” In addition there are 36 other documents that also have those two compound term meta-tags that were generated with Taxonomy Manager New facets are dynamically generated based upon the new result set of 36 documents that reside at the intersection of “Weather” and “Windshear or Thunderstorms”
  • Automatic - Metadata Tagging & Classification Solution RSS Feeds
  • Automatic - Metadata Tagging & Classification Solution RSS Feeds
  • Automatic - Metadata Tagging & Classification Approach
  • Automatic - Metadata Tagging & Classification Approach When building a Taxonomy Address business issues that cause problems (costs) Search/Findability Data Exposure Events SOX compliance – Retention! Do NOT make it an academic exercise Priority Start with the one that causes the most pain at the executive level Legal issues and guidelines that affect the business You don’t need a lot of people….
  • Automatic - Metadata Tagging & Classification Approach Outcome Due to the Use of Metadata All information is automatically tagged resulting in the automatic filing of information based on organizational records management policies All information is retrievable using concepts (high- precision) instead of key-words (low-precision) Reading, tagging and information filing costs are significantly reduced if not eliminated Information retrieval costs are dramatically reduced Consistent results vs. manual tagging
  • Automatic - Metadata Tagging & Classification Approach Compliance Outcomes using Metadata in the Federal Sector Compliance with DoD Directive 8320.02 Data Transparency Compliance with DoD Directive 8015.02 Record Management – Gov. equivalent SOX Compliance with DoD Privacy Act Program Compliance with HIPAA & JCAHO Data Privacy & Security Standards HIPAA – Health Insurance Portability & Accountability Act JCAHO – Joint Commission on the Accreditation of Healthcare Organizations
  • Automatic - Metadata Tagging & Classification Implementation Workflow
  • Session Evaluation • Please complete and turn in your Session Evaluation Form so we can improve future events. • Presenter: – Juan J. Celaya • Session Name: – Automatic:Metadata Tagging & Classification
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