Recent webinar by Concept Searching and Project Performance Corporation.

1. The How To Guide for Taxonomies in SharePoint 1

2. Project Performance CorporationJill HannemannJill Hanemann is an expert in information architecture, taxonomy design, and portal strategy for clients in the government, media, hospitality, and products industries. Jill is a frequent speaker on topics including taxonomy design, social computing, portal strategy, content management, and web usability. Don MillerDon Miller is a senior executive at ConceptSearching with over 20 years experience in knowledge management. He is a frequent speaker about Records Management and Information Architecture problems and solutions. Don has been a guest speaker at Taxonomy Boot Camp, Management Electronic Records and numerous SharePoint events about information organization and records management. Don works in the Life Science, Energy/Utility, Professional Services, Financial Services and Healthcare verticals but enjoys helping any company with an information or records management problem. Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com 2

3. Agenda Quick Overview Reconfirm Demo Goals - We are only company with a native integration to 2010 for Term Store Management Show native integration into SharePoint 2010 Term Store for search Show native integration into SharePoint 2010 for Records Management and automatic content type updating Dynamic guided navigation within the search platform Show enterprise Taxonomy Management and auto-classification capabilities Building out new Taxonomies/Term Sets Term Store Management Enterprise Taxonomy Management Project Performance Corporation Concept Searching Summary Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

4. 4 Jill Hannemann – PPC Don Miller – Concept Searching February 23, 2011 How to automate Records Management and improve Search with guided navigation in SharePoint 2010 How To Guide for Taxonomies in SharePoint

5. Best Practices for Term Store Development and Managed Metadata Services to drive Business Value with SharePoint 2010 Jill Hannemann Project Performance Corporation 5 How To Guide for Taxonomies in SharePoint

6. 6 Donald T. Miller, VP of Business Development Concept Searching A demonstration of conceptClassifier and taxonomyManager for SharePoint 2010 for Term Store Management A practical demonstration of how to use conceptClassifier for SharePoint 2010 to automatically apply metadata for Records Management, Sensitive Information Removal and provide Guided Navigation to end users while leveraging the native capabilities of the Term Store How To Guide for Taxonomies in SharePoint

7. Agenda About Managed Metadata Service Designing Taxonomy and Metadata for Term Sets Using Keywords as Folksonomy Basic Governance Principles 7 How To Guide for Taxonomies in SharePoint

8. About Managed Metadata Service 8 How To Guide for Taxonomies in SharePoint 8

9. About Managed Metadata Service Managed Metadata Service Metadata taxonomies and terms can be shared across multiple SharePoint site collections Multiple manage metadata services can be created Enables search filtering Two types of terms: Managed terms – pre-defined by an enterprise administrator and may be hierarchical. Surfaced in the "managed metadata" column type Managed keywords – non-hierarchical words or phrases that have been added to SharePoint 2010 items by users (folksonomy) 9 How To Guide for Taxonomies in SharePoint 9

10. Understanding SharePoint 2010 Elements 10 How To Guide for Taxonomies in SharePoint

11. About Taxonomy Term Store Term sets – Behave as metadata facets Design a multi-taxonomy structure A facet/term set can have a hierarchical structure beneath it, following the behavior of a taxonomy Keyword term set – flat structure of enterprise keywords, can be leveraged as folksonomy. How to categorize content in a way that is intuitive for users? 11 How To Guide for Taxonomies in SharePoint

12. Taxonomy and Metadata for Term Sets 12 How To Guide for Taxonomies in SharePoint 12

13. Faceted Browsing and Searching Faceted classification Assignment of multiple classifications to an object, enabling the classifications to be ordered in multiple ways, rather than in a single, pre-determined, taxonomic order. Faceted Browsing and Searching Uses faceted classification to allow users to explore and find information. Examples: Products by price ranges, brands, and vendors Corporate documents by department and location 13 How To Guide for Taxonomies in SharePoint

14. Faceted Browsing and Searching Find computers by category, weight, screen size, etc. 14 How To Guide for Taxonomies in SharePoint

15. Term Set Structure Group Term Set Parent Term 1 Child Term A Child Term B Parent Term 2 Business Unit Document Types Proposal Document Pink Team Red Team Resume Project Description Forms Presentations 15 How To Guide for Taxonomies in SharePoint

16. Editing Term Sets and Terms Group Term Set Parent Term Child Term 16 How To Guide for Taxonomies in SharePoint 16

17. Editing Term Sets 17 How To Guide for Taxonomies in SharePoint 17

18. Initial Planning: Discovering All Your Groups Determine Key Term Sets Define the Term Sets for document libraries Think about audience, business needs, content types Define the values/terms for each metadata field/term set 18 How To Guide for Taxonomies in SharePoint

19. Categorization Schemas Hardest Easiest How To Guide for Taxonomies in SharePoint 19

20. Using Keywords as Folksonomy 20 How To Guide for Taxonomies in SharePoint 20

21. Keywords as Folksonomy “Folk + taxonomy” is a user-generated taxonomy. Collaborative Tagging Social Classification Social Indexing Social Tagging Folksonomy = = = = The practice of collaboratively creating and managing tags to categorize content. As opposed to traditional indexing, metadata is generated not only by experts but also by creators and consumers of the content. Usually, freely chosen keywords are used instead of a controlled vocabulary. Tag Clouds are used to visualize tags of a folksonomy. 21 How To Guide for Taxonomies in SharePoint

22. Faceted Classification vs. Folksonomy 22 How To Guide for Taxonomies in SharePoint

23. Defining Governance 23 How To Guide for Taxonomies in SharePoint 23

24. Taxonomy Governance Term set evolution Creating a new Group Term set creation/deletion Term creation/deletion/modification Governance committee representing Term Steering Committee Content Managers Content Contributors Ensure that the classification distribution and meaning of the Groups and Term Sets is not compromised Considering the volume of content that will be tagged using a Term Set schema, changes to terms should be formally presented as a business case and reviewed by the Steering Committee How To Guide for Taxonomies in SharePoint 24

25. Four Pillars of Governance In the Governance Plan, it is important to define: Establishing a vision Roles and responsibilities Policies and procedures Communications, education, and marketing How To Guide for Taxonomies in SharePoint 25

26. Governance StructureRoles and Responsibilities Most Common Roles How To Guide for Taxonomies in SharePoint 26

27. Policies and ProceduresProcedures All primary actions related to the Term Store and the application of terms to content in libraries/lists should be driven by policies and procedures Guidelines will empower Content Managers and Taxonomy Team members to manage the Term Store appropriately Intuitive procedures will ensure the system continues to be developed consistently Simple rules and workflows will reduce “bottlenecks” Determine: Who will have access to Term Store? Who can apply tags to content in libraries? Who can create keywords when tagging content? How To Guide for Taxonomies in SharePoint 27

28. Policies and ProceduresProcedures Basic workflow approval processes should be outlined for all aspects of the Term Store governance How To Guide for Taxonomies in SharePoint 28

29. Keys to Governance Loose vs. Tight How To Guide for Taxonomies in SharePoint 29

30. In Closing… 30 How To Guide for Taxonomies in SharePoint 30

32. Localized terminology

33. Complex data sets

34. Consistency of Content Tags

35. Multiple Site Collections

36. Manual Subjective Content Tagging31 How To Guide for Taxonomies in SharePoint 31

37. Best Practices Define your Use Case Understand how and why you will be using taxonomy and metadata Start Small Select a business unit to begin classification within SharePoint Manage Scope Keep your Audience in Mind Recognize that users may think about and look for information in different ways Define Governance Roles, responsibilities, policies, and procedures Control Depth and Breadth A “flat” taxonomy ensures that users can find information quickly A focused taxonomy ensures that users can easily “digest” the scope of information Make a Long-Term Investment Taxonomy development is an iterative and on-going effort 32 How To Guide for Taxonomies in SharePoint 32

38. Enterprise Class Taxonomy Management and Auto-classification - Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint

40. Product launched in 2003

41. Focus on management of structured and unstructured information

42. Technology

43. Automatic concept identification, content tagging, auto-classification, taxonomy management

44. Only statistical vendor that can extract conceptual metadata

45. 2009, 2010, 2011 ‘100 Companies that Matter in KM’ (KM World Magazine)

46. KMWorld ‘Trend Setting Product’ of 2009, 2010

47. Locations: US, UK, & South Africa

48. Client base: Fortune 500/1000 organizations

49. Managed Partner under Microsoft global ISV Program - “go to partner” for SharePoint 2010 Term Store Management

50. Microsoft Enterprise Search ISV , FAST Partner

51. Enterprise Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifierConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

54. Search will return results based on the concept even if the exact terms are not contained in the document (i.e. ‘coronary artery surgery’, ‘heart surgery’)

55. Metadata can be used by any search engine index or any application/process that uses metadataTriple Baseball Three Heart Organ Center Bypass Highway Avoid Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

57. Global Deployments

58. 70,000 Users

59. LexisNexis

60. FAST

61. Multi User Distributed Taxonomy Management Architecture

62. Xerox

63. E Discovery

64. 150 Million Documents

65. Market Research

66. FAST

67. WWW

68. Logica

69. FAST

70. 40,000 Users

71. CAL ISO & MIDWEST ISO

72. FAST

73. WWW

74. Booz and Company

75. Taxonomy Management

76. Emerson Climate Technologies

77. Enterprise Deployment

78. BP

79. Enterprise Deployment

80. Deloitte

81. Parsons Brinckerhoff

82. FAST

83. Global Deployment 40,000

84. CPSC Enterprise wide

85. FAST

86. Enterprise Deployment

87. National Transportation Safety Board

88. FAST

89. Enterprise Deployment

90. Health and Human Services

91. FAST

92. Enterprise Deployment

93. Southern Union Group

94. FASTConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

96. 70% of breaches are due to a mistake or malicious intent by an organization’s own staff

97. “It’s not about better search”

98. Less than 50% of content is correctly indexed, meta tagged or efficiently searchable

99. 85% of relevant documents are never retrieved in search

100. 67% of data loss in Records Management is due to end user error

101. It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found

102. 60% of stored documents are obsolete

103. 50% of documents are duplicates

105. Combines pattern matching with associated vocabulary

106. Automatic Content Type updating enabling workflows and rights management

107. Eliminate inconsistent end user tagging

108. Automatically declare documents of record based on vocabulary and retention codes

109. Automatically change the Content Type and route to the Records Management repository

110. Eliminate duplicate documents

111. Identify privacy data exposures

112. Identify and declare records that were not previously identified

113. Notify users of high value content

114. Migrating required content to a structure

115. Eliminate manual tagging & replace with automatic identification of multi-word concepts

116. Provide guided navigation via the taxonomy structure (i.e. concepts)

118. Savings of $4.00 - $7.04 per record by eliminating manual tagging

119. Ensures compliance and reduces potential litigation exposures

120. Taxonomy navigation is 36% - 48% faster

121. Savings 2.5 hours per user per day

122. Reduces migration costs

123. Ensures compliance and protection of content assets

124. Easy end user updatesBenefit

125. Can we all agree: METADATA IS A MUST HAVE…. Metadata is good and drives business value! How many terms per EMM Term Set/Store Library: X # of terms? 30,000 Terms per Term Set (1 Taxonomy) Tested to 1,000,000 Preferred Terms in an Enterprise Managed Metadata Service Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

126. Why do you need a term store management tool? Because Managed Metadata is building a database about your unstructured information and using the Term Store as the tool to organize it and find it with in SharePoint 2010 Legal Reporting Each value could be a metadata value that could be manually applied and used as a taxonomy facet. This is stored as a term with in a term set in 2010 HR Financial 39 How To Guide for Taxonomies in SharePoint

127. However, a manual metadata approach will fail 95%+ of the time Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

129. Average return on investment minimum of 38% and runs as high as 600% (IDC)

130. Apply consistent meaningful metadata to enterprise content

131. Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC)

132. Guide users to relevant content with taxonomy navigation

133. Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais)

134. 100% “Recall” of content, 35% Faster access to content “Precision”

135. Use automatic conceptual metadata generation to improve Records Management

136. Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)

137. Improve compliance processes, eliminate potential privacy exposuresConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

139. Native Term Store Integration for SharePoint 2010

140. Accelerate building out taxonomies by 75% with automatic Term/Clue Suggestion

141. Enables the ability for information architects to build model and validate

142. Automatic Term Boosting for FAST/Search Platforms

143. Pragmatic Ontology Features for subject matter experts (You don’t need to be a librarian)

144. Broad to Narrow

145. Preferred Term

146. Non preferred terms

147. Poly hierarchies – Not supported in Term Store

148. Relations – Not supported in Term StoreConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

150. Auto Applies Retention Code Policies

151. Automatically applies Windows Rights Management Policies

152. Automatic Term Boosting for FAST

153. Pulls hierarchy directly from Term Store, therefore updates are immediate and accurate for guided taxonomy navigation in FASTConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

155. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature

156. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues

157. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies

158. Improves faceted search results as facets are based on concepts aligned with the taxonomy

159. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)

160. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching

161. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server

162. Automatically tags content with both vocabulary and retention codes and respects SharePoint security that could prevent access to the document once it has been declared a record Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

163. Product Screen Shots 3/1/2011

164. Traditional manual approach is subjective, cumbersome and ineffective End user must select values from multiple term sets. Microsoft says to plan for 30,000 values in EMM aka Term Set Values

165. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010 Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values

166. Preferred terms and non preferred terms are managed in Taxonomy Manager TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010 Deep capabilities to build out classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting

167. An automated approach ensures accurate Records Management and improved Search Content is automatically organized against a normalized vocabulary and can be moved to additional record management libraries or can be managed in place based on metadata

168. conceptClassifier for FAST conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST Multi value select with in a controlled vocabulary is the single fastest approach you can provide for end users to get access to the correct content

169. Additional Slides

171. Global Deployments

172. 70,000 Users

173. LexisNexis

174. FAST

175. Multi User Distributed Taxonomy Management Architecture

176. Xerox

177. E Discovery

178. 150 Million Documents

179. Market Research

180. FAST

181. WWW

182. Logica

183. FAST

184. 40,000 Users

185. CAL ISO & MIDWEST ISO

186. FAST

187. WWW

188. Emerson Climate Technologies

189. Enterprise Deployment

190. BP

191. Enterprise Deployment

192. Parsons Brinckerhoff

193. FAST

194. Global Deployment 40,000

195. CPSC Enterprise wide

196. FAST

197. Enterprise Deployment

198. National Transportation Safety Board

199. FAST

200. Enterprise Deployment

201. Health and Human Services

202. FAST

203. Enterprise Deployment

204. Southern Union Group

205. FASTConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

207. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature

208. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues

209. Eliminates vocabulary normalization issues across global boundaries through controlled vocabularies

210. Improves faceted search results as facets are based on concepts aligned with the taxonomy

211. Provides taxonomy browse capabilities based on the nodes within the corporate taxonomy(s)

212. Provides accurate metadata filters such as numeric range searching and wildcard alphanumeric matching

213. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server

214. Automatically tags content with both vocabulary and retention codes and respects SharePoint security that could prevent access to the document once it has been declared a record Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

215. Product Screen Shots

217. Government and Private Sector directives to tag content for retrieval

218. Untagged Data Assets = Untapped Resources

219. Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets

220. Non-Compliance with Records Management Policies

221. Sarbanes-Oxley and Government RM Retention Schedules

222. Data Stored in Wrong Location

223. Information not Preserved in Accordance with Regulatory Guidelines

224. Increasing Volume of Unplanned Data Exposure Events

225. Privacy Act Program (PII), Protected Health Information (PHI), HIPAA, Payment Card Industry (PCI), etc…

226. Organizational Confidential and Sensitive Informationwww.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

229. Limiting Factor = Human BehaviorAccess Rights Records Retention Code Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates Metadata Tagging Document Library 1 Document Library 2 Document Library 3 Document Library 4 www.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

231. Pros: data assets now have metadata

232. Cons: high customization costs, increase in end-user labor costs, less end-user productivity, non-standardized application of metadata across enterprise

233. Hire temporary staff to add metadata to data assets

234. Pros: data assets now have metadata

235. Cons: temporary staff = $$$$$ and results in non-standardized tagging

236. Acknowledge that it is a problem and do nothingwww.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

237. Security Metadata, Auto-classification, Taxonomies Drive Business Value Semantic Metadata Tagging Increase Information Retrieval Precision for Search Records Retention Code Tagging Concept Classifier Automatic Content Type Updating Records Management Confidential Secure Data Appropriate Storage & Preservation Tagged for Search Collaboration Portal www.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

239. Employs conceptClassifier for SharePoint as an Automated Metadata Population Service;

240. Applies content types base on metadata;

241. Uses content types derived from metadata to drive individual and group access to data assets using inherent SharePoint Security;

242. Uses content types derived from metadata to drive migration of data assets to proper document libraries where RMS templates are automatically applied to restrict data asset usage.Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com www.conceptsearching.com

243. Concept Searching in MOSS and Windows Server

244. SharePoint Server Security and AD-RMS in MOSS