Effective Information Governance Results in High Value to Your Organization Webinar


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Information governance is emerging as a critical discipline. The overarching enterprise information governance structure allows staff to work in the most efficient and effective way possible, by giving them access to information assets in a controlled and secure manner. A key component is ease of use and transparency. If governance or information management controls are too difficult, they will fail. If they are weak or non-existent, the organization faces high risk due to non-compliance, litigation, and poor decision making.

PPC and Concept Searching will discuss how information governance can be deployed to create an accountability framework to achieve organizational objectives in the valuation, creation, storage, use, archiving and deletion of information, and how Concept Searching technologies can be used to compliment a highly effective information governance strategy.

What you will take away from this session:
• How to develop taxonomies for structuring information that are effective, easy to create, maintain, and manage
• Learn how to create structures to deploy an effective information lifecycle management strategy
• How to expand your taxonomy by starting small and keeping it manageable, and introducing a continuous review process
• Understand the ROI of taxonomies and information governance to quantify the benefits to the organization
• Learn how to identify relevant, quantifiable business outcomes that taxonomy and information governance deliver

Heather McAuliffe, Principal - Content Strategist at PPC
Don Miller, Vice President of Sales at Concept Searching

Published in: Technology, Education
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Effective Information Governance Results in High Value to Your Organization Webinar

  1. 1. Effective Information Governance Results in High Value to Your Organization Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch Heather McAuliffe Content Strategist PPC heather.mcauliffe@ppc.com Twitter @ppc
  2. 2. Expert Speakers Heather McAuliffe – Content Strategist at PPC has over 15 years’ experience in information and knowledge management. She has proven success in managing highly complex IT business implementations, including design, development, implementation and support of technology applications, communications, strategy, governance and policy. 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. 3. Agenda • PPC • Information Governance • Tips for Building an Effective Business Taxonomy • Taxonomy-Related Standards • Industry-Recognized Taxonomies • Metrics, KPIs and Business Outcomes = Return on Investment • Concept Searching • Issues and Processes • Unique Approach • Smart Content Framework™ • Use Cases • Demonstration • Next Steps
  4. 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 ‘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 • 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 SharePoint The Global Leader in Managed Metadata Solutions
  5. 5. PPC Corporate Overview
  6. 6. PPC Representative Client Base
  7. 7. Information Governance Source: Gartner (July 2013)
  8. 8. • Identifies critical business processes and desired business outcomes that hinge on effective information governance • Identifies LOB Leaders • Links Information Governance to IT Governance and Governance Initiatives • Establishes Standards and Policies for Information Governance Source: EDRM.net Information Governance
  9. 9. Tips for Building an Effective Business Taxonomy The Stakeholders • Governance Board – defines the strategy and guidelines • Taxonomy Team • Content Managers/Administrators • Content Owners • Users The Content • Content Inventory • More Content Means More Tagging, therefore Archive! • Content Items May Have Multiple Categories, But Every Piece of Content Has at least One Correct Category (Avoid “Other” or “Miscellaneous”) • 2-click Rule (Minimize the number of Clicks to Retrieve Desired Content) • Allow Flexibility and Redundancy • Content Lifecycle – Review the Taxonomy Periodically Taxonomy Tips • Simplicity Rules! • Starting with a Content Inventory will help you to understand all of the facets of your content • Limit the number of Top-Level Categories (about 10 or fewer) and two to 3 levels deep • Identify quantifiable, measurable business outcomes that are affected by Business Taxonomies • Seek out existing schemas that are readily available and evaluate whether they are appropriate for your organization • Understand Your Audience, the Publishers, the Platform You are Working On, the Content and Any Limitations, Guidelines, Business Rules or Information Governance that Applies • Plan on regular maintenance and vocabulary control BEFORE you start creating a taxonomy – this is a continuous exercise!
  10. 10. Taxonomy-Related Standards • No ISO Taxonomy Standards • Many Standards on Metadata, Thesauri, and Other Information Structures – Technical Committee (TC) 46 and Subcommittee 9 • Important Standards • ISO 25964 – the International Standard for Thesauri and Interoperability with Other Vocabula. Part 1 deals with the use of Thesauri for information retrieval and was published in August 2011. It includes a data model and XML Schema that can form the basis of a structured approach to taxonomy creation. Part 2 describes, compares and contrasts the elements and features of these vocabularies that are implicated when interoperability is needed. It gives recommendations for the establishment and maintenance of mappings between multiple thesauri, or between thesauri and other types of vocabularies. • ANSI/NISO Z39.19 - Guidelines for the Construction, Format, and Management of Monolingual Controlled Vocabularies – Revised 2010 • International Standard Industrial Classification (ISIC Rev. 4) • North American Industry Classification System (NAICS) (replaced the SIC System) • Australia and New Zealand Standard Industrial Classification (ANZSIC)
  11. 11. • W3C • OWL – Web Ontology Language • RDF – Resource Description Format • Topic Maps • SKOS – Simple Knowledge Organization Systems • SKOS 2 DCMI • TURTLE – Terse RDF Triple Language • Linked Data • WSDL (Web Service Description Language) • Dublin Core Metadata Initiative (DCMI) • Networked Knowledge Organization Systems (NKOS) Taxonomy-Related Standards
  12. 12. Industry-Recognized Taxonomies: Thomson Reuters • Thomson Reuters Business Classification • Open Calais
  13. 13. Industry-Recognized Taxonomies: Linked Data
  14. 14. Industry-Recognized Taxonomies: MeSH
  15. 15. Metrics, KPIs and Business Outcomes = Return on Investment • Proactive Management of Information Growth • Reduces Information-Related Costs • Ensures Seamless Access to Information • Creates a Repeatable e-Discovery Process • Enhances Usability and Improves Findability - therefore Reduces Wasted Productivity because of the Time Spent to Find Relevant Context and Content • Increase efficiency and productivity • Easily accessed and used by knowledge workers - encourages contribution of individual knowledge • Embedded into business processes not as an ‘add-on’ • Serves as organizational communication as well as specific Communities of Interest • Organizational control over content while maintaining fluidity of information flow • Compliance and security of content objects • Environment – on-premise, cloud, hybrid • Cost-efficient, easy to maintain and manage • Ability to quantify results – both soft and hard • Reduction in email, Identify project bottlenecks • More quickly resolve failures in business process
  16. 16. Compliance and Governance – Issues • New statutes, scandals, and litigation have elevated compliance and governance issues • Traditionally considered a low priority • Now regarded as a corporate objective impacting diverse groups with the organization • Estimated that less than 50% of content is correctly indexed • Average cost of tagging an item ranges from $4 to $7 • Convoluted and often complex end user tagging procedures have made governance almost impossible to enforce • Functional roles impacted by compliance and governance are pervasive • Human Resources, Legal, Records Management, Engineering, and Product Development
  17. 17. Compliance and Governance – Processes • Establish the information framework that can deliver • Availability of information • Usability of information • Integrity of information • Security of information • Business imperatives • Eliminate the burden of end-user tagging as well as errors and costs • Respond more quickly to change and address new mandates • Reduce unnecessary complexity and subsequent costs due to a lack of preparedness • Increase the quality of information for decision making
  18. 18. • 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 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 Unique Approach
  19. 19. Manual Tagging is a Behavior Modification Problem conceptClassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration • conceptClassifier increases productivity, improves ‘Findability’, automates ‘Governance’, migrates content • Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform • Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 • Improves SharePoint Portal Adoption • Aligns content with governance polices and federally mandated requirements • Intelligently migrates content into and out of SharePoint • Mitigates Risk • Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving eDiscovery audit capabilities and ensuring alignment with content retention policies • Lowers cost of Administration • Leverages native integration to Microsoft stack, manages migration of GUIDS • Lowers cost of ownership to build out and administer EMM/Term Store • Intelligent content migration • Intuitive user interface for easy product adoption
  20. 20. • Metadata driven application and enforcement of policies - conceptClassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. 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 sites and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Solr, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise. Smart Content Framework™ Sum of parts is greater than whole
  21. 21. Smart Content Framework™ for Information Governance “Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective, efficient use of information in enabling an organization to achieve its goals.” Gartner Information Governance
  22. 22. The Challenges • Less than 50% of content is correctly indexed, meta tagged or efficiently searchable (IDC) • Highly trained information specialists will agree on meta tags only 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) The Benefits • Early detection of non-compliance issues for remediation • Reduce costs associated with the inability to find information • Eliminate costs associated with tagging and mis-tagging Building Block #3: Governance
  23. 23. • Provide structure to social media applications • Collaboration portals - internal, shared or external • Improves search outcomes by providing insight into content • Groups similar users, concepts, or content together • Automatically tags content based on concepts as well as supports folksonomies • Identifies people with expertise, knowledge or interest in a topic Can be embedded in the workflow of everyday activities • Gain insight through classification of blog entries, COIs, knowledge portals to identify key trends, common threads, and pulse of internal/external audiences • Aggregation and organization for any application that relies on documentation, such as training, procedures, occupational safety, and HR • Manage and reduce the resource overhead to vet all entries through auto-classification and concept extraction • Automatically identify any type of organizationally defined confidential or privacy information before it is posted, and route to an appropriate repository for disposition • Proactively identify bottlenecks and business process failures in real time Benefits of conceptClassifier
  24. 24. Use Cases • Global professional services firm providing IT, project management, and consulting services • Objective: Increase utilization of internal human resources • Over 39,000 employees across 36 countries • Deployed conceptClassifier on internal portal to achieve • Expert identification • Identify in-house consultants as opposed to outsourcing • Increased internal utilization of staff by 10% Professional Services Firm Energy Company • Multi-national oil and gas company • Objective: Improve research outcomes and reduce efforts for geological decision making • Global project to improve geological decision making and research outcomes • 5,000 research personnel • Deployed conceptClassifier with FAST search, SharePoint 2010 • Customer estimates savings in excess of several million dollars per year
  25. 25. Demonstration
  26. 26. What’s the End Result? • Concept Searching’s expertise in semantic metadata generation, auto-classification, and taxonomy management, and PPC’s experience in leading taxonomy, content, and management information initiatives • Intelligent metadata-enabled solutions to address key challenges in enterprise search across disperse boundaries – information governance, records management, data privacy, migration, and content management in secure and complex environments For a comprehensive demo of the combined solution and discussion of expected ROI, please contact Don Miller at Concept Searching or Heather McAuliffe at PPC
  27. 27. Thank You Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch Heather McAuliffe Content Strategist PPC heather.mcauliffe@ppc.com Twitter @ppc