How To Migrate to Office 365. You have questions? We have answers.


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Migration is typically not a favorite task of IT administrators or end users, and can wreak havoc with budgets. Most projects are prone to failure.

But, most migration projects don’t use highly specialized technologies to automatically generate semantic metadata based on specific concepts within content, auto-classify the content, and provide powerful taxonomy tools to accurately migrate content by concepts, identify records that were never declared, and confidential or data privacy information that was never secured. As a result, content is intelligently migrated instead of just moving it to a different location.

We call our solution Intelligent Migration.

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How To Migrate to Office 365. You have questions? We have answers.

  1. 1. How To Migrate to Office 365 You have the Questions We have the Answers Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch
  2. 2. Agenda • Why most migration projects are prone to failure • How To use specialized technologies to automatically generate semantic metadata • Concepts within content • Auto-classify content • Accurately migrate content by concepts • Identify records never declared • Identify confidential or data privacy information never secured • Our solution - Intelligent Migration for Office 365
  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. Metadata driven application and enforcement of policies to achieve Information Governance Smart Content Framework™ Sum of parts is greater than whole
  5. 5. • 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 Building an Information Governance Concept Index
  6. 6. A manual metadata approach will fail 95%+ of the time Issue Organizational Impact Inconsistent Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization (IDC) Subjective Highly trained information specialists will agree on meta tags between 33%-50% of the time (C. Cleverdon) Cumbersome - expensive 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 mistagged content (Hoovers) Malicious compliance End users select first value in list (Perspectives on Metadata, Sarah Courier) No perceived value for end user What’s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non-conformance to policies What have you seen Metadata will continue to be a problem due to inconsistent human behavior Metadata and Information Governance?
  7. 7. The Typical Migration Approach • Compliance objectives need to be met, and a typical loop hole is in the migration process • Simply moving documents from one repository is not enough • Content that was typically unmanaged will remain unmanaged • Results in exposing an organization to risk • Information cannot be managed from inception to deletion without comprehensive metadata associated with the content • Migration of unstructured content can be laborious and time consuming • Documents can exist in multiple places at the same time, different revisions of the same document exist, some documents should be deleted, and others should be archived • There may be records that were never declared, as well as confidential or privacy information that will not be identified when migrated • From an information governance approach, mass moving content results in the same problem of mismanaged content
  8. 8. Migration – The Hidden Costs • 84% of data migration projects fail (Bloor) • 72% of organizations delay migration because it is too risky (Bloor) • 70% of projects reported schedule overruns of about 30% while 64% reported average budget overruns of 16% (Hitachi Data Systems) • In an Enterprise Strategy Group survey, 39% perform data migration on a weekly or monthly basis • Major risks identified in migration included unexpected or extended downtime, budget overruns, customer impact (Hitachi Data Systems) • Survey respondents rely on end users to validate whether their data migration was successful or not (Enterprise Strategy Group)
  9. 9. The Intelligent Migration Approach • To migrate document collections effectively, the text content of each document needs to be searched to determine its value • Cannot be done manually • Volume is too high • Consistency of human decision making is unreliable and costly • If manually processed, the security rights of the documents as they are moved to their new location must be applied • General migration tools cannot safeguard document confidentiality because they do not make intelligent taxonomy workflow decisions • As content is migrated it is analyzed for organizationally defined descriptors and vocabularies • Automatically classify the content to taxonomies or the SharePoint Term Store • Automatically apply organizationally defined workflows to process the content to the appropriate repository for review and disposition
  10. 10. • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) • 100% “Recall” of content, 35% Faster access to content “Precision” • Use automatic conceptual metadata generation to improve Records Management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures 1. Create concept index from your content 2. Model and Validate 3. Automate Tagging 4. Findability 5. Business Processes 6. Records Management and PII 7. Life Cycle Management conceptClassifier for SharePoint provides an automated metadata approach for an immediate ROI and enforces Information Governance How Intelligent Migration Impacts Content Lifecycle Management
  11. 11. Elements of The Intelligent Migration Approach • Index Content • File Shares to File Shares, File Share to SharePoint • SharePoint to SharePoint • Custom Action – from any other repository (.NET code and Web services) • Plug in architecture to custom develop content sources and destination sources • Connect to Concept Searching taxonomies or the SharePoint Term Store • Train system to accurately classify content using clues, multi-word concepts, rules, and metadata clues – file properties, file path, keywords, dates, etc. • Set up rules for workflow • Automatically generate semantic metadata, auto-classify and route to appropriate SharePoint site, library, or folder
  12. 12. What Intelligent Migration Looks Like
  13. 13. Demonstration
  14. 14. Next How To Webinar How To Eliminate Data Exposures in Office 365 Date: Wednesday, April 16th Time: 11:30 - 11:45 AM EDT Most Office 365 organizations think they are safe because they are ‘only’ using collaboration in the cloud. Think again. Join us to understand the challenge of cyber security and see how we solve it. conceptClassifier for Office 365 identifies unknown security or confidential exposures in real time from diverse repositories. Use stand-alone or integrate with your security package. We invite you to see how it works. Speaker: John Challis, Founder and CEO/CTO of Concept Searching To Register:
  15. 15. 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