Intelligent Compliance to Optimize Energy Sector Enterprise Content Management Webinar


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We explored how SharePoint can be enhanced to establish an ECM framework that ensures the availability, usability, integrity, and security of an enterprise’s information, and enables information consumers to:
• Find trusted and relevant information regarding health and safety, asset maintenance, and compliance guidelines such as OSHA, for key information for decision making
• Ensure accurate records management, regulatory compliance, and improve eDiscovery, and litigation support processes
• Identify and secure potential confidential or sensitive information exposures
• Rapidly address unexpected failures in processes, such as pipeline leaks or natural disasters
• Enable multinational content asset protection and authorization to assets
• Automate application and enforcement of policies
• Quickly react to deploy project-based hybrid cloud and on-premise collaborative solutions

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Intelligent Compliance to Optimize Energy Sector Enterprise Content Management Webinar

  1. 1. Intelligent Compliance to Optimize Energy Sector Enterprise Content Management Adam Hutchinson Vice President - Oil and Gas Solutions Stonebridge Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch
  2. 2. Expert Speakers 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. Don enjoys helping companies to improve access to unstructured information. Adam Hutchinson – Vice President of Oil and Gas Solutions at Stonebridge has 16 years’ experience in the oil and gas industry. Before joining Stonebridge, he was an asset manager at BHP Billiton, and prior to that he was at Chesapeake Energy, as a director of technology management enabling E&P and midstream operations, and at Accenture as a manager in the resources market unit.
  3. 3. Agenda • Introductions • Stonebridge • Oil and Gas Industry Challenges • Records Management • Leveraging Workflows • Best Practices • Concept Searching • Unique Approach • Manual Approach = Failure • Use Cases • Demonstration
  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 Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 • 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. Stonebridge Overview Stonebridge is a business and technology consulting firm focused on helping organizations get better results from their people, processes and technology. Our clients look to us as a strategic partner with a shared commitment to achieving their business objectives and maximizing business performance. Corporate Background Partners and Alliances • Founded in 1995 • Privately held/Associate-owned • 100+ Associates • Offices in Tulsa, OKC, Dallas and Houston • Average experience per consultant: 10+ years • Dedicated Oil and Gas Practice
  6. 6. Stonebridge Oil and Gas Solutions Our Focus To provide industry-specific business consulting services that enable greater operational and process efficiencies throughout the resource play development. Our deep knowledge of the Oil and Gas industry allows us to work collaboratively with clients and solve business problems with innovative technology solutions.
  7. 7. Representative Energy Sector Clientele
  8. 8. Stonebridge Competencies WELL & PIPELINE LIFECYCLE BUSINESS INTELLIGENCE PORTALS & ECM APPLICATION DEVELOPMENT & SUPPORT O&G Software Analysis/ Evaluation Dashboards & Scorecards Document/Records Management Database Services Implementation Services/ Specialized Resourcing Reporting & Analysis SharePoint Enablement .NET Development Services Data Management Data Warehousing, Information & Master Data Architecture Search-Driven Solution Development Forms & Workflow Development
  9. 9. Oil and Gas Industry Challenges The Shale Revolution’s Impact on Data Management • “Startup and Flip” Strategy • Horizontal Drilling = More Time-Based Files • Mergers and Acquisitions • Changing Workforce Demographics . . . as a result, an explosion in unstructured data assets and renewed focus on search-driven ECM as part of data management strategy and best practices . . .
  10. 10. What is Records Management? • Records Management is the control of records throughout their lifecycle from creation to destruction Importance • Documents are at the center of everything we do; strategy, development, operations and compliance • How we manage documents directly affects our ability to compete and comply; improving our efficiency Create Store Access Retain Destruct • Know what records you create or receive • Ensure records are properly stored • Utilize tool • Provide identifying information • Set security for sensitive information • Per Petroleum Retention Policy • Ensures records remain usable, reliable and accessible through their retention term • Dispose appropriately when retention term is met Data Management
  11. 11. Slide 11 The Lifecycle of Controlled Documents Controlled Documents must be: • Assigned a review period • Formatted per document templates • Numbered documents • Distributed per designated paths Create/Update Review & Approve StoreDistribute Publish Workflows
  12. 12. Slide 12 Function Example Drilling IADC Morning Reports HSEC SPPC Plans Wetlands Replacement Land Farmout Agreements Reclamation Procedures Subsurface Unit Surveys Well logs Operations Gas Emissions MSDS and OSHA Compliance Regulatory NORM Reporting Wetland Permits Oil and Gas Compliance Documents
  13. 13. • Concept Searching’s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms • conceptClassifier will generate conceptual metadata by extracting multi-word terms that identify ‘triple heart bypass’ as a concept as opposed to single keywords • conceptTaxonomyManager uses statistical concept identification to provide real-time feedback during the process of building, testing, refining, and deploying taxonomies • 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 that Ensures Success
  14. 14. • 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, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise. Smart Content Framework™ Sum of parts is greater than whole
  15. 15. 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
  16. 16. 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 mis-tagged 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. The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure. Manual Approach Leads to Failure
  17. 17. • 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. Model and Validate 2. Automate Tagging 3. Findability 4. Business Processes 5. Records Management and PII 6. Life Cycle Management conceptClassifier for SharePoint 2010, 2013, and Office 365 provides an automated metadata approach for an immediate ROI and drives business value Accurate Approach
  18. 18. • Customer locations and sub-industry • Africa, Australia, Malaysia, the UK, Europe, the US, and Canada • Natural gas, petroleum, wind energy, mineral and rare earth mining, and energy regulatory bodies • Industry Challenges • Change in the economic climate • Increased pressure from shareholders • More stringent regulatory requirements • Environmental issues • Ability to maintain competitive advantages • Information Challenges • Findability • Data privacy and security • Records Management Energy Sector Challenges
  19. 19. • Find trusted and relevant information regarding health and safety, asset maintenance, and compliance guidelines such as OSHA, for key information for decision making • Ensure accurate records management, regulatory compliance, and improve eDiscovery, and litigation support processes • Identify and secure potential confidential or sensitive information exposures • Automate application and enforcement of policies • Quickly react to deploy project-based hybrid cloud and on-premise collaborative solutions Energy Sector Solutions to Establish an ECM Framework
  20. 20. Applying consistent corporate policies for document destruction and content life cycle management for a leading pipeline company • A leading North American provider of pipeline, facilities, fabrication, maintenance, and integrity services to world renowned companies, delivering energy safely • Focusing on energy services ranging from upstream production, processing and gathering facilities to high-pressure transmission and distribution lines • Using SharePoint 2013 the challenge was the application of inconsistent metadata • Using conceptClassifier for SharePoint, the solution eliminated end user tagging • Automatically generated metadata is now aligned with its regulated and corporate polices for document destruction and content life cycle management Solution - Use Case #1
  21. 21. Using workflows to automate records management and information security • One of the leading diversified natural gas companies in the US, with one of the nation’s largest natural gas pipeline systems • Using conceptClassifier for SharePoint to power its intranet • conceptClassifier for SharePoint provides the automatic application of semantic metadata to content housed in file shares and SharePoint, and also the taxonomy management capabilities • The rich conceptual metadata feeds the FAST enterprise search engine index to significantly improve insight • conceptContentTypeUpdater is being used to create workflows that automatically change content types and route them to the appropriate repository for disposition Solution - Use Case #2
  22. 22. Demonstration
  23. 23. Question: How do you get High-Precision and High Recall? Answer: Effective Meta Data Extraction • Meta Data Extraction • Turns raw information (a.k.a. Meta Data) into actionable knowledge • Provides end-user with ability to reuse and repurpose data • Offers a Pragmatic Approach to delivering precision and relevance to the warfighter, as they need it, in support of the mission
  24. 24. Thank You Adam Hutchinson Vice President - Oil and Gas Solutions Stonebridge Don Miller Vice President of Sales Concept Searching Twitter @conceptsearch