The document discusses how Concept Searching provides automatic concept extraction and metadata generation solutions to improve business processes. It outlines challenges with manual metadata tagging and how intelligent metadata can drive more precise search, enable records management and compliance, improve data security, enable efficient migrations and collaboration. Specific solutions and case studies demonstrate time and cost savings across search, records management, eDiscovery and other use cases.

1. © Concept Searching 2015
Eliminating End User Tagging – Minimizing
Organizational Risk and Improving Business
Processes Through Intelligent Metadata
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch

2. © Concept Searching 2015© 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

3. © Concept Searching 2015© 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 you have seen Metadata will continue to be a problem due to inconsistent human
behavior
Why is Metadata So Hard to Get Right?

4. • Concept Searching’s unique statistical concept identification underpins all technologies
• Multi-word suggestion is explicitly more valuable than single term suggestion algorithms
• 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
Unique Approach

5. Intelligent Metadata Enabled Solutions
to Improve Business Processes

6. Metadata Drives Precision Search
• Keyword search captures only 33% of
relevant information
• Consistent, meaningful metadata ensures all
relevant information related to key words will
be returned
• Users can’t navigate to information
• Taxonomies provide consistent guided
navigation for end users to extract relevant
information even in external content
• Taxonomy navigation is 36%-48% faster and
more efficient than lists
• Vocabulary normalization across diverse
geographies and cultures causes issues and
inhibits sharing of knowledge and expertise
due to nomenclature
Knowledge Workers’ Challenges
• 15% of their time is spent
duplicating information
• 25% of their time is spent searching
• 40% cannot easily find the
information they require to do their
job
• The cost to a 500 employee
company is $2.4 million per year in
inefficiencies and lost productivity
(Gartner Group)

7. Records Management
• Protects the organization by eliminating end
user adoption issues
• Eliminates end user tagging
• Ensures adherence to enterprise process and
can be easily adjusted for external agencies
where compliance is mandatory
• Ensures the long term usefulness of the
records and enforcement of lifecycle
management
• Create a taxonomy that mirrors the record plan
• Automatic assignment of records retention
codes
• Routing of documents of record based on
organizationally defined workflows or in-place
records declaration
• Automatic content type changes as defined
by the organization
Compliance and Records
Management Challenges
• The average cost of manually
tagging one item is estimated at
$4.00 - $7.04
• IDC estimates that only 50% of
content is correctly meta tagged
• It costs an organization $180 per
document to recreate it when it is
not tagged correctly and cannot
be found
• Poor information quality costs
organizations 10% to 20% of
operating revenues

8. Data Privacy and Cyber Security
• Works in conjunction with security
applications, or as a stand-alone application
• Protects and secures content assets from
search and portability such as
• Personally Identifiable Information (PII)
• Protected Health Information (PHI)
• OPSEC
• Or any metadata that is deemed confidential
by the organization
• Identification in real time as content is created
or ingested
• Same approach as records management
• The taxonomy standardizes the process of
identifying all possible privacy data
exposures – digital and handwritten
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
• Healthcare provider - $7 million,
TJX Companies - $256 million,
ValueClick - $2.9 million

9. ‘Intelligent’ Migration
• Standalone or in conjunction with migration application
• Pre-migration – As content is migrated it is analyzed for
organizationally defined descriptors and vocabularies,
which will automatically classify the content to
taxonomies or optionally the SharePoint Term Store
• Security rights maintained
• Safeguards document confidentiality and identifies
security exposures and records that were previously
unknown
• 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
• Post migration – Taxonomy hierarchy can be used to
improve search as content will be organized by concept
and enable the ability to find relevant content that was
previously unable to be retrieved
Migration Challenges
• 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 budget average budge overruns
of 16% (Hitachi Data Systems)
• Survey respondents rely on end users to
validate whether their data migration
was successful or not
(Enterprise Strategy Group)

10. Collaboration and Social Networking
• Ability to add structure to chaos
• Generate weighted results from diverse
repositories such as human resources records,
time and billing, project documentation, content
authorship, team structures, user profiles
• Results are generated based on the most
experienced and knowledgeable individual for
that specific topic or skill set aggregated from
diverse repositories
• Single logical view for expertise search across
diverse information stores
• Removes geographical boundaries through
vocabulary normalization
Collaboration and Social Networking
Challenges
• Nearly 80% of executives believe
collaboration is important but needs to
be managed
• Up to 90% of content from premium
paid publication database services is
available for free on-line
• Only 25% of executives describe their
organization as effective at sharing
knowledge across boundaries

11. Text Analytics
• Cloud is a good choice to use for text analytics
• Same on-premises considerations still apply,
such as security and poor search
• Provides the semantic framework to analyze and
extract highly correlated concepts from very large
document collections
• Enables organizations to attain an ecosystem of
semantics that delivers understandable results
• Can be used to ‘cleanse’ the data set and eliminate
‘noise’ – reduces amount of data to be analyzed
• Because of semantic search capabilities, highly
granular and relevant information can be retrieved
• Simplicity of conceptTaxonomyManager makes it an
ideal choice for Subject Matter Experts, business
analysts to manipulate the data
• Exception – third party tool is required to view the
resulting data set in the desired format
Text Analytics Challenges
• Keyword search only retrieves
33% of relevant documents
(Osterman Research)
• Most enterprises who attempt it
do not achieve positive return on
investment
(Text Content Analytics)
• Much harder in B2B than B2C to
realize the benefits

12. Intelligent Migration Demonstration

13. Real World Business Drivers
• Three areas
• Business Impact
• IT Impact
• Process Impact
• Most enterprises will
see highest ROI from
Process Impact
Business Impact (Money, Agility, Strategy)
IT Impact (Solution)
Process Impact (Time)

14. The primary research
collected in the white paper
referenced
• Broad range of benefits
spanning the categories of
IT, process, and business
impact, all of which have
moderate to high levels of
business impact
• Leading ROI value drivers
related to processes and
effective decision making
• Value of process and IT
drivers manifested via their
business impact
8.02
8
7.97
7.93
7.29
7.28
6.95
6.71
6.67
6.67
6.45
6.17
6.12
6.1
1 2 3 4 5 6 7 8 9
Shorter process cycle time
Simplified data entry/access
Automation of manual activities
Better decision making
Reduction in errors/rework
Faster decision making
Lower cost from self-service
Reduction in phone/email/mail
Simplified reporting
Productivity from improved search
Lower cost for extending LOB systems
Centralized access control
Reduced coding to deploy solutions
Less training for LOB systems
ROI impact of key value drivers
Average of 58 responses; 10 = highest impact
Pique Solutions – Connected Value: The ROI Benefits of Business Critical
SharePoint
ROI Objectives

15. Real World Savings
Pique Solutions
The Business Solutions
• Search
• Records Management
• Migration
• Data Security
• eDiscovery/Litigation
Support, FOIA
• Information Governance
• Text Analytics
• Business Social Networking
• Collaboration
• Content Management
• Metadata Management

16. Thank You
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch