2. WHY ADD METADATA ?
Improves findability of content in
both search and navigation
Extracts valuable information and
relationships
Drives SharePoint adoption by
powering many SharePoint features
5. WHY CAN’T THE USERS ADD IT ?
They could, but they really don’t want to
Garbage or inconsistant metadata
means you really don’t want them to
How do you tag legacy content and
content as it is added?
6. WHY CAN’T IT SOLVE METADATA ?
IT are not usually the right folks to build
taxonomies from scratch
Tools or search based techniques need
taxonomies and rules to be built
New documents and requirements from the
business means continual maintainance
7. “
Over 80% of information is in office documents 1
Average workers spend 2.5 hours a day
searching for information 2
Organisations who solve the metadata
challenge will have a significant competitive
edge 3
Sourced: 1. IDC, 2. IDC, 3. Garter
THE POTENTIAL REWARDS
8. TermSet adds accurate consistent metadata
without placing any burden on end users or
your IT team.
Builds taxonomies and applies tags
Uses natural language processing
Installed and adding value in minutes
10. Builds taxonomies
Builds over 300 types of
taxonomies directly
from the content in your
documents
Applys metadata
Creates the columns in
your libraries and applies
metadata to you
documents
Trainable
Easily taught to recognise
the information that is
important to you
Advanced information
TermSet can
automatically create
summaries and score the
sentiment of documents
Real time tagging
New documents are
tagged with metadata
within seconds
Easy to install and run
Software as a service
means no additional
hardware and can be
running in minutes
SharePoint was designed to use metadata to power many of the most powerful features (search, workflow, compliance and navigation to name just four).
Adding metadata allows SharePoint to be a true Enterprise document management system.
Metadata can add refinement values to SharePoint enterprise search, vastly improving the overall search experience.
You can replace folders and views in document libraries with metadata navigation (a standard SharePoint feature) giving the users a far superior experience working within a document library.
Other SharePoint features such as governance and workflow are far more effective when they have metadata about the document itself.
Documents uploaded from file shares have metadata but it’s usually useless as it has information about when the documents were added to SharePoint
Really useful information is inside the documents.
In this example we have added three new columns “Commodity”, “Country” and “Economic indicator”.
With these columns in place users can sort and filter documents by the information contained with them.
No need for folders or views.
If you mandate that users add metadata tags when they upload documents they will often pick the first option on each dropdown list giving you incorrect metadata
Even if the users wish to add metadata when they upload their content, it only works if they upload a single document via the SharePoint UI. If they drag and drop, use explorer view, pick more than one document or use Office Web apps or Office 2016 - the mandated policy is ignored.
TermSet will tag documents in the background regardless of how they were added.
Manually creating taxonomies takes a lot of time and needs significant input from each area of the business.
Manually creating rules when to apply a term to a document is effectively trial and error and often takes more than a year to get right.
Off the shelf taxonomies have not guarantee they reflect your actually content.
TermSet builds taxonomies from the information in your documents, unique to each customer.
Analysts such as Gartner and IDC estimate that 80%+ percent of your data is in unstructured content such as Office documents, PDFs and E-mails.
Most organisations focus on the small subset of information in structured areas (SQL, CRM etc.), there is a huge advantage to be gained by adding structure (metadata) to your SharePoint content.
Why doesn't everyone have great metadata in SharePoint? Because it has been hard to get there.
TermSet has a different approach. It manages every step of adding metadata to your SharePoint content. Projects can be completed in days or weeks instead of months or years.
The application uses machine learning that can build over 300 taxonomies that relate to your data. You can also easily train it to apply tags that are important to you.
(Some stats: Trained on literally BILLIONS of documents, speaks 8 languages, creates over 300 types of taxonomy).
Natural language processing is at the core of TermSet. We have an engine training to recognise entities within documents.
(First Click) This a BBC news article, when our engine reads the text it identifies entitles such as people, locations and organisations.
(Second Click) In fact, we identify a vast array of information inside the documents including concepts, sentiment and relationships.
TermSet creates taxonomies, builds the information architecture and maintains consistent metadata across your SharePoint content (O365, Server 2013/2016)
TermSet can look up values from existing taxonomies and recognise patterns and languages. TermSet can also create document summaries.
Runs as a SaaS, no additional hardware or software required.
For a full list of features please visit http://www.termset.com/platform/
http://www.termset.com/videos/
Screenshots showing a document library before TermSet has be run
The TermSet add-in in installed on SharePoint which connects to the cloud service.
The discovery phase processes the documents looking for over 300 types of information – it can also be configured to look up from existing taxonomies or match patterns
The enrichment phase creates taxonomies, site columns and applies the tags.
Click 1, New taxonomies are available
Click 2, Creation of site columns
4 taxonomies were built (commodity, country, economic indicator and organisation).
4 site columns are added and mapped to the taxonomies. Note the metadata navigation on the left hand side.
Finally the documents were tagged with the metadata. New documents uploaded to this library will be tagged in real time.
The metadata can be used to drive search refiners, power workflows or provide meta navigation in document libraries.
Metadata can be used to unlock information inside the documents.
Click 1, drilling into a managed property