If end users in your organization are like most, they don’t use the delete key often enough. The result is an overwhelming amount of saved content. Records are often not declared, sensitive or privacy information lacks control, and redundant, obsolete, and trivial (ROT) files slow down search. All this causes noncompliance, and makes migration more complicated than it should be. In this session we discuss content optimization, what it does, and why it should be done on a quarterly basis. We share details on how to reduce the number of servers needed, and experience a speedy, problem-free migration through content optimization. Speakers: Michael Paye – Chief Technology Officer at Concept Searching Steve Mann – Vice President of Sales at Concept Searching

1. © Concept Searching 2018
Metadata-Driven Cleanup
of Files, Content, and Email
Michael Paye
Chief Technology Officer
Concept Searching
mikep@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com

2. © Concept Searching 2018
Michael Paye – Chief Technology Officer at Concept
Searching has been the driving force behind many of the
company's recent innovations, including the SharePoint Add-in and
hybrid search products. He has a wealth of experience across the
Microsoft platform and related technologies, and oversees all
product development.
Steve Mann – Vice President of Sales at Concept Searching
has expertise in consulting, solutions delivery, sales, and project
management. He is experienced in Microsoft technologies, and in
providing guidance on best practices, technical advice, and
solutions to address a wide range of business challenges,
leveraging a combination of Microsoft and third party technology.

3. © Concept Searching 2018
Agenda
• Who we are and what we do
• What is the problem?
• Handling ROT and dark data
• Content optimization
• Demos
• How can we help?

4. © Concept Searching 2018
• 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
• 9 years KMWorld ‘100 Companies that Matter in Knowledge Management’
9 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Client base: Fortune 500/1000 organizations in Healthcare,
Financial Services, Manufacturing, Energy, Professional Services,
Pharmaceutical, Public sector and DoD
• Microsoft Gold Certification in Application Development
• Member of SharePoint PAC and TAP programs
• Suitable for all versions of SharePoint on-premises and SharePoint Online,
including the vNext dedicated platform and the government cloud
The Global Leader in
Managed Metadata Solutions

5. © Concept Searching 2018
A manual metadata approach will fail 95% of the time
Why is Metadata So Hard to Get Right?

6. © Concept Searching 2018
The Core Technology and Why We Are Different
It’s all about metadata
• Unique IP compound term processing
• Identifies multi-word terms that form
a complex entity
• Ambiguity inherent in single words
is eliminated
• Works in any language, regardless of
grammar or linguistic style
• Generates non-subjective metadata
based on an understanding of
conceptual meaning

7. © Concept Searching 2018
Metadata generation, auto-classification,
finding data in different file types – Exchange, file shares, emails

8. © Concept Searching 2018
52% of all information currently stored and processed by
organizations around the world is considered to be
‘dark data’, the value of which is unknown.
Another 33% of data is considered redundant, obsolete, or
trivial (ROT), and is known to be useless.
Global Databerg Report

9. © Concept Searching 2018
Dark Data and Shadow IT
Dark data cannot be found, so cannot be deleted or archived because its
intrinsic value cannot be calculated. Once found, it can become
redundant, obsolete, or trivial (ROT), or it can represent content of value.
Another example of dark data is the use of unsanctioned software used
within an organization. This is typically referred to as ‘shadow IT’.

10. © Concept Searching 2018
Redundant, Obsolete, or Trivial Data (ROT)
Redundant information exists when it is duplicated in multiple places,
whether in the same system or across multiple systems. This often
creates issues with different versions and confusion about which is the
‘right’ version.
Obsolete can mean ‘no longer in general use’ or ‘discarded’ or ‘replaced’
or ‘outdated’. Information can become obsolete for several reasons. It
can be outdated or it can be replaced (superseded) by other information.
Or it can be incorrect or incomplete.
Trivial means ‘of very little importance or value’. Trivial information is all
the stuff we create in our daily activities that does not meet the standards
of a record (evidence of business activity or historical value), of corporate
knowledge (information about how things work), of business insight
(analytical data and reports), or of any other value category.
AIIM

11. © Concept Searching 2018
Business-Critical Information?
Only 15% of data is identifiable business-critical information
• You can only manage what you can ‘see’
• Minimize ROT – more easily accomplished
But what about dark data?
• Business-critical
• High-risk, noncompliant content
What are the costs?
• $3.3 trillion by 2020
Rule of Thumb
• With the exception of regulatory or compliance requirements, 3 years
is the generally considered as the time when data changes from being
potentially relevant to stale
• 41% of data is not touched in that time

12. © Concept Searching 2018
How Does This Happen?
Strategy, Organization, and Employees
• Budgets are typically based on volumes, not business content of value
• Hoard mentality
• Can’t calculate value, as no insight into the data
• False perception that cloud storage is ‘free’
• Reduced storage costs
• Backup
• Disaster recovery
• IT storage resources become dumping grounds for employees
• 57% store photos
• 57% store ID and legal documents
• Music (47%), videos (33%), games (26%)
• Unsanctioned versions of software (65%-71%)
Is your content an asset or a liability?

13. © Concept Searching 2018
What Are the Consequences?
• Poor decision making
• Increased organizational risk
• Unproductive
• Regulatory fines
• Costs associated with noncompliance
• Legal retribution by exposed clients
• Costs associated with remediation
• Brand and reputation damage
• Spoliation of sanctions
• Unauthorized sharing of privacy or sensitive information
• Data recovery duration extended
• Storage issues
• Higher operating costs, license renewals, resources, and maintenance

14. © Concept Searching 2018
Do you know what percentage of your own organization’s
stored data is ROT or dark data?
Who is responsible for the spring cleaning?

15. © Concept Searching 2018
Content Optimization – Managing Content
Content Optimization – Why are we different?
• Unique IP
• Identifies duplicates, near duplicates, versions,
undeclared records, privacy violations
• Identifies ROT
• Identifies dark data
• Identifies stale data
• Cleanses content, offering defensible deletion
with full audit capability
• Applies and enforces governance and
compliance policies in real time
• Managed in place or automatically moved
• Redaction
• SharePoint, Exchange, Box, Salesforce,
any CMIS compliant system, and more

16. © Concept Searching 2018
Content Optimization – Privacy, Records, and Compliance
Data Privacy
• Can define organizational criteria
to identify sensitive information
• Real time identification
• Document removed from search
• Placed in a secure repository –
download prohibited
• Notification to appropriate staff
• 80+ rules
Records Management
• Maintains data integrity
• Identify records that were not
declared or erroneously declared
• Can move to any records
management application
• Automatically changes content
type in SharePoint
Compliance and Governance
• Maintains data integrity
• Identifies records that are noncompliant
• Can move to any records management application
• Automatically changes content type in SharePoint
• Eliminates end user tagging

17. © Concept Searching 2018
Content Optimization – Ease of Use
Ease of Use – Why are we different?
• Designed for subject-matter experts
• Highly interactive, real-time
• Taxonomy component is still unique
• Rule-based engine eliminates
need for training sets and highly
specialized human resources
• Automatic taxonomy node/clue
suggestion
• Dynamic screen updating
to see impact on the
taxonomy without re-indexing
• Document movement feedback
to see cause and effect of
changes without re-indexing
• Creates clean data set for text mining
and analytics
• Used by any BI or AI application
• Supports mobile and remote

18. © Concept Searching 2018
Content optimization, reporting, workflow

19. © Concept Searching 2018
How Can You Avoid Clutter?
IT/Business leaders
• Train your end users
Policies
• Develop policies and enforce compliance
Procedures
• Automate and implement transparency
Content analysis
• Don’t overlook content not defined as ROT as it may be
off-message, inappropriate, or inconsistent with corporate guidelines
• Is it abandoned content?
• We humans are still necessary
Still afraid?
• Move it offline or quarantine it

20. © Concept Searching 2018
You Are Not Off the Hook
Key questions
• Is this document necessary?
• Does the information exist elsewhere?
• Is it still current and relevant?
• Does it do or say something?
• Does it refer to a specific date, or timeframe?
• If not, is it still relevant?
• Does it refer to a specific person?
• Can this be avoided or noted, so that it is reviewed or removed if
that person leaves the organization?
• Can links be created to it elsewhere, rather than creating a new piece
of content?

21. © Concept Searching 2018
Next Steps
Find your problems
• Identify problems and gain buy-in
• Perform content optimization
• Refine the taxonomy for analysis
Benefits
• Significantly improve out-of-the-box search
• Intelligently migrate content
• Automatically declare documents of record, proactively, in real time
• Identify and protect data privacy and sensitive information
• General Data Protection Regulation (GDPR) compliance
• Shorten eDiscovery cycles
• Deploy a metadata repository
• Manage content throughout its lifecycle

22. © Concept Searching 2018
How Can We Help?
• Requirements discussion
• Demonstration
• Proof of Concept
• Please contact us via our website or send me an email for additional
information

23. © Concept Searching 2018
Next Webinar in Metadata-Driven World Series
Discovery, Risk, and Insight in a Metadata-Driven World
Wednesday, June 13, 2018
Register
Discovery, risk, and insight mean something different to every organization,
even at different locations within the same company.
Do you find answers by trial and error? Do you stumble across information,
or find it when it is too late to make good use of it?
Join Concept Searching and technology partner, Netwrix, for a detailed
view of risk mitigation for data security, compliance, and operational
intelligence. The overview of this state-of-the-art solution will show how to
proactively prepare to mitigate risk, regardless of where or why it occurs.
Read more and register in the Upcoming Webinars area of our website.

24. © Concept Searching 2018
Thank You
Michael Paye
Chief Technology Officer
Concept Searching
mikep@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com