How To Address Records Management in Office 365


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This month’s webinar will be focusing on Records Management challenges in Office 365 and hybrid environments. Learn why you don’t want to use Office 365 as a records repository, but why you do want to address records declaration in the cloud to ensure enterprise wide information governance.

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How To Address Records Management in Office 365

  1. 1. How To Address Records Management in Office 365 Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch
  2. 2. Agenda • Office 365 • Not a Records Repository • Records Declaration in the Cloud • Ensure Enterprise-wide Information Governance • Corporate Memory and Behavior • Our Approach • Demonstration
  3. 3. • 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
  4. 4. “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
  5. 5. 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 the Organization’s Workflow • Easily Integrated into End Users’ Daily Activities • Transparent
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. Metadata driven application and enforcement of policies to achieve Information Governance Smart Content Framework™ Sum of Parts is Greater than Whole
  10. 10. • 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
  11. 11. Demonstration
  12. 12. Next How To Webinar How To Use Taxonomies and the Term Store Office 365 Date: Wednesday, June 11th Time: 11:30 - 11:45 AM EDT Discover the metadata advantage that provides consistency, transparency, and manageability regardless of your environment. Find out why metadata matters and is the critical component in developing an enterprise wide information governance plan. See how to set-up taxonomies and natively integrate with the Term Store. Learn how it impacts search, records identification, security, migration, legal, collaboration, social, and text analytics. See how it works in this 15 minute webinar. Speaker: John Challis, Founder and CEO/CTO of Concept Searching To Register:
  13. 13. Thank You Find recordings of all the product webinars in our How To series on our website here Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch