This document provides an overview of Concept Searching, a company that provides intelligent metadata solutions. It discusses Concept Searching's products, capabilities, and relationships with Microsoft. It then covers various challenges organizations face around knowledge management, information transparency, and records management. Specifically, it discusses issues with manual metadata tagging, search effectiveness, and data exposures. It presents Concept Searching's solutions for automatically generating intelligent metadata that can address these challenges and improve search, compliance, governance, and risk reduction. Case studies demonstrate how Concept Searching has helped organizations improve search capabilities and prevent data breaches.

1. © Concept Searching 2015
Overcoming Capability Gaps in
Information Transparency,
Knowledge Management, and
Records Management
David McBarron
Principal Consultant
Concept Searching
davidm@conceptsearching.com
Twitter @conceptsearch

2. © Concept Searching 2015
Agenda
• Introduction
• Company Overview
• Session Topics
• Knowledge Management
• Lack of Information Transparency – FOIA and eDiscovery
• Non-Compliance with Records Management Policies
• Increasing Volume of Unplanned Data Exposure Events
• Next Steps

3. © Concept Searching 2015
• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Profitable, debt free
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
7 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Microsoft Gold Certification in Application Development,
Microsoft Business-Critical SharePoint program partner
• Smart Content Framework™ for Information Governance comprising
• conceptClassifier for SharePoint and conceptClassifier for Office 365
• Concept Searching Technology Platform and conceptClassifier Platform
• Add on – conceptTaxonomyWorkflow and conceptClassifier for OneDrive for Business
The Global Leader in
Managed Metadata Solutions

4. © Concept Searching 2015
Microsoft Relationship
Microsoft Partner
• Member of elite Business-Critical SharePoint Program
• Microsoft Gold Certification in Application Development
Platforms
• conceptClassifier for SharePoint
• Metadata generation, auto-classification, and taxonomy management,
native integration with the SharePoint Term Store
• Available in all versions of SharePoint
• conceptClassifier for Office 365/SharePoint Online
• The only solution currently available that fully addresses information
governance in a cloud environment
• conceptClassifier for OneDrive for Business
• Provides the same functionality as all other platforms

5. © Concept Searching 2015
It’s All About Metadata
“The metadata infrastructure provides the critical glue that binds
the information infrastructure to the underlying IT infrastructure.
Sound Information Governance practices would take advantage of
the metadata infrastructure to ensure that content and data are
managed consistently and adhere to written policies, across
on-premises and cloud based environments.”
2010 IDC Digital Universe Study

6. © Concept Searching 2015
6
Addressing Information Overload

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Information Lifecycle Phases
• Outcomes
• Rapidly assimilate new information with existing content
• Organize that information based upon its structure and content
• Push cross-functional operating unit information to interested people
• Utilize untapped resources
• Reduce process timelines
• Enhance outcome quality

8. © Concept Searching 2015
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
What’s the Problem?

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What’s the Impact?
• Elimination of manual tagging
• Cost of $4 - $7 dollars per document (Hoovers)
• 2.5 hours per day is spent searching (IDC)
• Lack of taxonomy navigation
• 36% - 48% more efficient and faster than lists
(Chen & Dumais)
• According to IDC, knowledge workers expect to find
the information they are seeking within 4 minutes. If a
knowledge worker can not find the information they
• Recreate it
• Use older content assets
• Interrupt a co-worker
• Start without info needed
• Don’t start
The cost to a 500 employee company is $2.4 million per year in
inefficiencies and lost productivity due to poor search (Gartner Group)

10. © Concept Searching 2015
Disruption of Content Lifecycle Management
MANAGE STORE PRESERVE DELIVER
INEFFECTIVE
CAPTURE
• Manual Meta-tagging Problems
• Created from a subjective frame of reference
• May not be in line with corporate governance
• Limits document transparency in an ECM environment
• Cost in-effective
• Solution to Manual Meta-tagging Problems
• Taxonomy Management – organizational file plan/folder structure
• Automatic Metadata Generation – produce highly relevant corporate metadata
• Automatic Document Meta-tagging – eliminate all manual meta-tagging costs
• Auto-Classification of all Documents – organize all content to organizational
standard

11. © Concept Searching 2015
Taking Care of Your Content
• 56% of firms indicate that they focus on process automation for their primary return on
investment (ROI) (Forrester)
• 70% of businesses use spreadsheets for critical business decisions,
but fewer than 34 percent apply governance or controls to them (Forrester)
• Recycle opportunity?
• Recycle rules to be applied consistently everywhere
• Continually monitor for dark data and remove obsolete content –
you really DON’T have to save everything
• Use workflow to continually identify organizationally defined
confidential, sensitive, or personal information as content is
created or ingested, route to a secure repository, remove from
search, and prevent portability
• Eliminate tagging of documents of record by setting up a taxonomy
that mirrors the file plan, using workflow rules automatically change the content type
and alternatively send to the records management application
• Gain the benefits of intelligent migration through tools that will automatically populate
your taxonomy with meaningful metadata
• After migration, the organization will have populated an enterprise metadata
repository for re-use across any application that requires the use of metadata

12. © Concept Searching 2015
“Compound term processing identifies how data items are
related, as well as the meaning of the content. With the
identification of these highly correlated topics in the form of
keywords, multi-word fragments, entities, and compound
terms, the result is automatically generated intelligent
metadata that is unique to the organization.”

13. © Concept Searching 2015
Unique Approach – Compound Term Processing
• Remains unique in the industry
• Ability to identify and correctly weight
multi-word concepts in unstructured text
13
Concept Searching
provides Automatic
Concept Term Extraction
Triple
Baseball
Three
Heart
Organ
Center
Bypass
Highway
Avoid

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What Does Intelligent Metadata Improve?
Concept Searching Intelligent Metadata Enabled Solutions
• Integrated enterprise metadata repository
• Consistency and increased accuracy in search
• Records Management
• Data privacy and security
• Intelligent migration
• Content Management
• Knowledge Management
• Text Analytics
• Enterprise social networking
• Collaboration
• eDiscovery, FOIA, litigation support
• Fully integrated with SharePoint, SharePoint Online, and
OneDrive for Business, as well as platform agnostic

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Knowledge Management

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How much Unstructured Data do You have?
• 80% of Enterprise Data is Unstructured (IBM)
• 60% of Documents are Obsolete (e.Law)
• 50% of Documents are Duplicates (Equivio)

17. © Concept Searching 2015
What are Your End Users doing?
Searchers do not know ‘how to search’
• 56% constructed poor queries
• Proficiency with the machine does not translate into proficiency with the software
Searchers get lost in the data
• 33% had difficulty navigating/orienting
search results
• 28% had difficulty maintaining orientation
on a website
Loss of capacity for discernment
• 36% did not go beyond the first 3 search results – not pages… results on page 1
• 91% did not go beyond the first page of search results
• 55% selected irrelevant results 1 or more times

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Differences in Looking for Information
Human Retrieval
• Contextual
• Free form
• Navigational or informational
• Focused and random
• Berry picking
• Constrained
• By technology
• By biology
Machine Retrieval
• Literal
• Directed
• Rigid
• One way
• Sequential
• Constrained
• By size of index
• By nature of instructions

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Lots of Search, not much Find
Enterprise searchers spend longer looking because ‘they know it is there
somewhere’
• IDG: 2.5 hours/week/employee
• Ford: 5-15% of time on non-productive information related activities
Coping mechanisms for poor enterprise search
• Recreate
• Use older assets
• Interrupt a co-worker
• Start without information needed
• Don’t start

20. © Concept Searching 2015
• Less than 50% of content is correctly
indexed, meta tagged or efficiently
searchable (IDC)
• 85% of relevant documents are never
retrieved in search (IDC)
• End users - subjective, in a hurry,
disinterested
You say Potato I say Potahto

21. © Concept Searching 2015
• 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
How do you Fix the Problem?

22. © Concept Searching 2015
Situation
• 23,000 registered users
• 800 virtual workspaces and communities of practice
• Share and disseminate mission critical information and technical
excellence
• Collaboration
Challenge
• Poor search results
• No ability to deploy knowledge management
• No ability to retrieve highly relevant information from large data sets
• No collaboration capabilities
• Security and control of content assets for each end user
Solution
• Partner Triune Group provided the collaboration platform
• conceptSearch embedded into the solution
Benefits
• Accuracy of search and relevant results
• Confidence in data
• Increase in quality of decision making
“With the integration of the
Concept Searching intelligent
search capability, Triune Group
was able to provide us with a
robust and scalable collaboration
tool that delivers not only powerful
advanced searching capabilities,
but also a controlled and secure
environment.”
Brian Follen
NASA Safety Center (NSC)
KnowledgeNow Program Manager
Read the Case Study
Case Study

23. © Concept Searching 2015
“The average Fortune 500 companies have 125 lawsuits
at any given point in time.”
National Law Review
eDiscovery, FOIA, Litigation Support, Search

24. © Concept Searching 2015
eDiscovery Out of Control?
• Cost of Litigation Support Vendors
• $75K - $180K
• Document Reviewer
• $56K per reviewer per year
• Staff reviewers $80K - $130K per reviewer,
per year
• Speed of document review
• Based on one gigabyte of data, a staff
reviewer could take 12.5 days for 5K
documents, and 62.5 days for 25K documents
• Cull rates:
• To review 1G of data, costs range from $7K to
$284K; processing costs $75K to $180K
• Cost of Counsel: $2.70- $4.00 per document,
• $2.5M to $3.5M per case

25. © Concept Searching 2015
Why do you need conceptClassifier?
• Protect the Organization
• Every piece of content must be managed
for compliance, regulatory, legal, and
privacy issues
• Eliminate content ‘noise’
• Tagging is not a business user
free for all
• Utilize semantic search
• Concept mapping, disambiguation,
vocabulary normalization, multi-word terms
• Discerns relationships among seemingly
dissimilar content
• Search delivery options that can
accommodate multiple search methods
• Deliver highly granular and precise information to
users or alternatively push that information to users

26. © Concept Searching 2015
“Symantec asserted that cybercrime was costing us about
$110 billion per year. McAfee stated that cybercrime was
instead costing us approximately $1 trillion per year.”
The Global Cost of Cyber Security
The Hidden Costs of Information Security

27. © Concept Searching 2015
Data Breach Repercussions
Data Breaches and Exposures Challenges
• Average cost of a data breach is $6.3 million and ranges from $225K to $35 million
• Average cost per exposed record is $197 and ranges from $90-$305 per record
• 70% of breaches were due to a mistake or malicious intent by an organization’s own staff
• Costs
• Healthcare provider – $7million,
• TJX Companies – $256 million,
• Target – $10M, and increasing
• Clients Compromised
• JP Morgan-Chase – 76,000,000
• Adobe 36,000,000
• eBay – 145,000,000
• AOL - 92,000,000
• Gap – 800,000
• US Military – 76,000,000
• Internally Compromised
• Apple
• Facebook
• LinkedIn, eHarmony
• Office of the Texas Attorney General
• US Army

28. © Concept Searching 2015
Data Privacy and Cyber Security
Case Study
Solution extracted 2,000+ documents with sensitive information, from a redacted
sample pilot data set for a large government agency. By human error, these 2,000
records contained real social security numbers and real employee information. These
documents were identified in the proof of concept to the client in front of executive
management.
conceptClassifier for SharePoint, conceptClassifier for
SharePoint Online, conceptClassifier for OneDrive for Business
• Taxonomy or term set is defined to identify any
organizationally defined privacy or security data
• Automatically identifies and tags content containing
the vocabulary and descriptors when content is
created or ingested
• Using conceptTaxonomyWorkflow content will be
automatically routed to a secure repository and
removed from unauthorized access and portability

29. © Concept Searching 2015
Tackling PII Exposures
Concept Searching platforms have been deployed at numerous US Air Force bases, to
enable compliance with data privacy and security guidelines associated with the Federal
Information Security Management Act (FISMA), Privacy Act Program, Health Insurance
Portability and Accountability Act (HIPAA), The Joint Commission (TJC), Red Flag Rules,
and Payment Card Industry (PCI)
• US Air Force Medical Service
• 7th Medical Group Dyess AFB
• 59th Medical Wing – Wilford Hall Medical Center
• 88th Medical Group – Wright-Patterson AFB
• 89th Medical Group – Andrews AFB
• 711 Human Performance Wing (HPW) Brooks City-Base
• 779th Medical Wing – Andrews AFB
• Eglin Air Force Base
US Air Force Medical Service hasn’t had a data breach in 9 years – since the
solution was deployed

30. © Concept Searching 2015
Automatic Application of Policies
conceptClassifier for SharePoint delivers a
metadata driven automatic application of policies that
leverages legacy data ensures compliance and
reduces risk.
Tag content throuout the enterprise, leveraging
valuable legacy data Findability, Governance,
Compliance, Reduced Risk
Classify content with consistent metadata thereby
preventing incorrect meta tagging Findability,
Governance, Compliance, Reduced Risk
Migrate tagged and classified content intelligently to
locations both within and outside SharePoint based
upon type and meaning Findability, Governance,
Compliance, Reduced Risk
Retrieve the precise piece of information when and
how you need it Findability
Protect sensitive information from exposure with
intelligent tagging and Information Rights Management
Governance, Compliance, Reduced Risk
Preserve information in accordance with records
guidelines by intelligently identifying documents and
eliminating inconsistent end user tagging
Governance, Compliance, Reduced Risk
The only metadata driven automatic
policy application available that adds
intelligence to document capture,
drives business process workflow,
applies governance to content and
improves findability in SharePoint
The Solution

31. © Concept Searching 2015
Case Study
• Reduces organizational costs associated
with data exposures, remediation,
litigation, and fines and sanctions
• Eliminates the risk associated with end
user non-compliance issues
• Eliminates manual metadata tagging and
human inconsistencies that prohibit
accurate identification and
• Protection of unknown privacy/confidential
data assets
• Protects an organization by identifying
and securing unknown data
privacy/confidential information and
preventing the portability and electronic
transmission of secured assets
Situation
US government department
Challenge
Potential data exposures of privacy and/or
confidential information
Solution
Deployed a hosted solution – Concept
Searching with partner Serco – to identify and
track PII breaches. The solution scans both the
Internet and intranet, and compiles a report of
PII erroneously present on unprotected portals
Benefits
• Ability to proactively take action on the
potential data breaches
• Removes from unauthorized access
• Prevents portability
• Eliminated end user tagging
• Not transmittable view e-mail without
specific authorization

32. © Concept Searching 2015
Define taxonomy to match file plan
• Compound Term Processing
• Industry unique concept identification technology
• Automatic generation of semantic metadata
• Auto-classification
• Auto-classifies content from diverse repositories (file shares, web sites,)
and origination sources (faxes, scanned, etc.)
• Taxonomy
• Taxonomy easily tuned and managed (80% less time than existing
taxonomy tools (Customer Source Data)
• Interactive, on-the-fly interface to see changes in real-time
• SharePoint Integration
• Native, bi-directional integration with SharePoint Term Store
• Business rules defined to automatically change the Content Type to match
file plan and process to the Records Management application
How It Works

33. © Concept Searching 2015
Microsoft Challenges

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What is the Challenge with SharePoint?
Search
• SharePoint 2013 search is much improved in terms of features, but the same old problem
of user tagging compromises the quality and relevancy of search results
• 85% of relevant documents are never retrieved in search (IDC)
Security at the content level
• 83% of data harm/damage is due to user mistakes and accidents and only 1% to malicious,
internal user behavior
• Probability of a material data breach in an organization with 10,000 records is 22%
• Average cost to an organization is $3.3 million (Ponemon Institute)
Records Management
• 88% of organizations are challenged by regulatory change (Robert Half International)
• Less than 50% of content is correctly indexed, meta tagged, or efficiently searchable (IDC)
• Average cost of manually tagging one record is $4-$7
Migration
• Mass moves impact search, eDiscovery, and content management
• Duplicates, content that should be archived, and just plain garbage are never
addressed, and can be a storage issue

35. © Concept Searching 2015
What is the Challenge with SharePoint Online?
See previous slide…
And…
• How do you manage security?
• What is required for applications? Multi-factor
authentication, encryption, ‘enterprise ready’?
• The average organization loads 85.6GB of high risk
applications to the cloud (Skyhigh Networks)
• How do you replicate your business processes in
SharePoint Online?
• How do you integrate with SharePoint applications
that are not cloud ready?
• How do you manage all content and keep it in synch?
• How do you determine what content goes where?
• How do you audit for compliance?
• How do you identify and manage risk?

36. © Concept Searching 2015
What is the Challenge with OneDrive?
• What are your users doing, despite availability of enterprise tools?
• 89% of 5,187 full-time employees use consumer file synch and storage tools at work,
despite the security risks
• 25% use three or more consumer/commercial products to get work done
• 44% rely on email and memory sticks (Ovum)
• Your content is only as safe as your dumbest user
• Do you know what is being saved to OneDrive?
• What is your tolerance for risk or loss of confidential information?
• In a BYOD world do you know what OneDrive is being synched to?
• How do you handle a lost device that is synched to OneDrive?
• Several organizations are turning off OneDrive for Business because there is no way
to guarantee what is being posted there is compliant with governance, enterprise
policies, and directives
• MDM can’t fix it in a BYOD world
• Users may be unaware their My Documents are
being auto synched to OneDrive
• Is this the right approach?

37. © Concept Searching 2015
What is the Risk with SharePoint, SharePoint Online,
and OneDrive?
• Loss of confidential information
• Proposals
• Pricing information
• Financial forecasts
• Negative reports
• Security information and protocols
• Legal liability
• PII/PIA/HIPAA
• Customer/Confidential information
• Corporate reputation
• Can you survive a loss of consumer faith? Can your boss?
• Administration of multiple environments

38. © Concept Searching 2015
Summary
Why struggle using the tools Microsoft give you?
• SharePoint and SharePoint Online do not have the ability to generate metadata, they do not
perform auto-classification, they are, for the most part siloed platforms, the Term Store is
rudimentary, at best, they lack granular identification of security exposures
• What makes conceptClassifier different?
• Ability to eliminate end user tagging, and generate semantic metadata, concepts in context
• Provides concept based searching with any search engine
• Auto-classifies content from any repository to the taxonomies/term sets
• Native integration with the Term Store, functions bi-synchronously in real-time
• Intelligence to identify and classify content as its migrated from file shares during the
onboarding process
• Automatically secures and protects confidential/privacy data, removes from search, and
prevents portability
• The option to invoke and kick off Information Rights Management
• Automatic in-place declaration of documents of records
• Aligns with Governance policies across the organization, file shares, SharePoint on-premise
and SharePoint Online
• Improves any application that uses metadata - collaboration, social tagging, text analytics,
litigation support, eDiscovery, content management

39. © Concept Searching 2015
Thank You
David McBarron
Principal Consultant
Concept Searching
davidm@conceptsearching.com
Twitter @conceptsearch