Eliminating End User Tagging – Minimizing Organizational Risk and Improving Business Processes Through Intelligent Metadata
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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.
Eliminating End User Tagging – Minimizing Organizational Risk and Improving Business Processes Through Intelligent Metadata
- 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
- 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