conceptTermStoreManager – The Native SharePoint Utility to Manage Term Sets Webinar
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The document presents Concept Searching's capabilities in managing metadata and taxonomy through its product, ConceptTermStoreManager, aimed at improving SharePoint's term set management. It highlights the challenges of manual metadata approaches, including inconsistencies and inefficiencies, and emphasizes the importance of an automated, semantic metadata solution for better information findability and governance. Several case studies showcase successful implementations in diverse organizations, demonstrating enhanced search accuracy, collaboration, and compliance outcomes.
conceptTermStoreManager – The Native SharePoint Utility to Manage Term Sets Webinar
- 1. © Concept Searching 2016 conceptTermStoreManager The Native SharePoint Utility to Manage Term Sets Steve Mann Vice President of Sales Concept Searching stevem@conceptsearching.com www.conceptsearching.com marketing@conceptsearching.com Twitter @conceptsearch
- 2. © Concept Searching 2016 Steve Mann – Vice President of Sales at Concept Searching has proven expertise in consulting, solutions delivery, sales, and project management in business-to-business environments. He is experienced in Microsoft technologies, including SharePoint, 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 2016 Agenda • Welcome • Who we are • What we do • SharePoint Term Store • Overview • Features • Challenges • conceptTermStoreManager • Key features • Benefits • How it works • Questions
- 4. © Concept Searching 2016 • 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’ 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
- 5. © Concept Searching 2016 Concept Searching’s technology platforms deliver semantic metadata generation, auto-classification and taxonomy management, and taxonomy workflow What Do We Do? The resulting classification metadata is used by clients to deliver ‘intelligent metadata solutions’ in areas such as enhanced search, migration, data privacy, records management, policy enforcement, compliance, text analytics, and business and social collaboration The platform is based on an open architecture with all APIs based on XML and Web Services. It integrates with content repositories, search engines and file shares, enabling our clients to add structure and manage their enterprise content, regardless of environment
- 6. © Concept Searching 2016 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 93% of Organizations use Manual Tagging. Does Yours?
- 7. © Concept Searching 2016 Unique Approach – Compound Term Processing • Remains unique in the industry • Ability to identify and correctly weight multi-word concepts in unstructured text 7 Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid
- 8. © Concept Searching 2016 Why is the Term Store Important? • A taxonomy/term set provides both a browsable outline and descriptive metadata • Metadata provides efficient, searchable handles for content • Taxonomy-based subject metadata yields the most precise retrieval • Taxonomy is the basis for information architecture • An information architecture that takes full advantage of taxonomy and subject metadata supports findability
- 9. © Concept Searching 2016 Term Store Challenges • Limitations of the current features of term set management • Changes are not easily synchronized between SharePoint farms • Difficulty when trying to migrate changes from a test to production environment • Inability to update term sets incrementally • Although a taxonomy can be imported, it is considered a new structure and an existing term set cannot yet be updated • Highly manual process • Time-consuming • Time lag from creation to production • Inability to keep up with content being ingested and created • Accuracy is a significant issue - users may not know all the terms that should be applied
- 10. © Concept Searching 2016 conceptTermStoreManager Utility • conceptTermStoreManager is a utility that provides native integration with the SharePoint Term Store and the Managed Metadata Service application • Enables organizations to develop and manage hierarchical metadata models to organize content • Provides the ability to solve the limitations of the current problems of term set management
- 11. © Concept Searching 2016 conceptTermStoreManager Key Features • Direct synchronization of term sets between two environments • Synchronization between two disconnected environments via an Export/Import process • Synchronization from SharePoint 2013 to Office 365 • Backup and restore term sets using XML files • Support for Office 365/SharePoint Online and SharePoint 2016 • All SharePoint 2013 Term Store facilities are supported, including term descriptions • Reused terms, pinned terms, alternate labels, custom properties, custom sort orders • Preservation of term GUIDs when updating existing term sets • Ensures on-premises and Office 365 Term Stores are identical • Advanced merge options available
- 12. © Concept Searching 2016 Benefits • Ability to consistently apply the same metadata structures to content across environments and firewall boundaries • Users can test, validate, and approve term set revisions and then, using conceptTermStoreManager, migrate changes to other farms, including Office 365 • Improves the ability to find relevant information • Delivers metadata consistency across the organization • Provides the basis for content lifecycle management
- 13. © Concept Searching 2016 Requirements • No system changes will be required • Any system that is capable of running .NET 4.5 will be able to run conceptTermStoreManager • conceptTermStoreManager supports ADFS 2.0, ADFS 3.0, NTLM, SQL (Forms) and Office 365 Federated and Managed Authentication
- 14. © Concept Searching 2016 Purchase conceptTermStoreManager • conceptTermStoreManager can be purchased in the following currencies: EUR €700, GBP £500, USD $800 • Full purchasing details and a link to PayPal can be found on our website at https://termstore.conceptsearching.com/Purchase.aspx • If you wish to pay by other methods, please send a purchase order to support@conceptsearching.com and we will send you an invoice • A license key will be issued as soon as payment is received • Free trial version available
- 15. © Concept Searching 2016 See How It Works
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- 40. © Concept Searching 2016 Thank You Steve Mann Vice President of Sales Concept Searching stevem@conceptsearching.com www.conceptsearching.com marketing@conceptsearching.com Twitter @conceptsearch
- 41. © Concept Searching 2016 Appendix: Case Studies
- 42. © Concept Searching 2016 Situation: • One of New Zealand’s largest Institutes of Technology/Polytechnics • Helps drive the development of skilled workforces, not only in New Zealand, but globally Challenge: • A longtime user of SharePoint, wanted to migrate content to the cloud environment • Needed to simplify access to information for a variety of stakeholders, and make sure that information was as accessible and as usable as possible Solution: • conceptClassifier for SharePoint Platform • conceptClassifier for Office 365 Platform • conceptTaxonomyWorkflow Benefits: • Accuracy of search • Compliance and governance • Cost savings • Ease of access to information • Improved collaboration “As an education provider, collaboration is key. In the past we depended on siloed information systems and tasks. But with the Office 365 cloud solution from Concept Searching, we are able to automate business-critical processes, expand to other geographies, and significantly reduce our annual infrastructure and support costs.” Brad Vines, Director of Information Technology, Wintec Read the Case Study Case Study – Waikato Institute of Technology (Wintec)
- 43. © Concept Searching 2016 Situation: • UK’s 9th largest council • 18,000 staff, including 6,500 PC users • Significant number and diversity of information assets that support the delivery of over 300 discrete services Challenge: • Good information management policies were in place, but no consistent policy adoption • Manual tagging was used – onerous, circumvented, and inconsistent • Reduction in staff numbers meant content owners were leaving behind a legacy of unmanaged, unsearchable content Solution: • conceptSearch, conceptTaxonomyManager, conceptClassifier for SharePoint, and conceptTaxonomyWorkflow • eDiscovery solution Benefits: • Search accuracy and relevant results • Better Information for decision making – can see the whole picture • Retention rules and guidance • Improved eDiscovery and legal compliance Case Study – Nottinghamshire County Council “Now we take the content the council employees create and make it findable, rather than relying on the users to make it findable.” Lesley Holmes, Information Manager, Nottinghamshire County Council
- 44. © Concept Searching 2016 Situation: • Not-for-profit organization that contributes to the prevention and cure of cancer • More than 30,000 users • Outpatient treatment programs that record more than 328,300 visits a year Challenge: • Portal to enable patients to access information relevant to their specific health situations • Accurate, medically sound, and secure information necessary Solution: • conceptClassifier, conceptTaxonomyManager, Microsoft FAST Search • Integrated self-serve portal solution with partner Aeturnum Benefits: • Accuracy of search • Relevance of results • Confidence in data • Control and trust “With more than 30,000 current users, the MyMoffitt Patient Portal has seen significant growth, and of the new patients that come to Moffitt, 87% register for a patient portal account. All developments and enhancements are about improving the patient experience.” Jennifer Camps, Director of Portal Technologies and Data Management, Moffitt Cancer Center Read the Case Study Case Study – Moffitt Cancer Center
- 45. © Concept Searching 2016 Situation: • Leading electronic publisher of underwriting and loan product guidelines for the mortgage industry • Offers hundreds of thousands of documents to mortgage professionals Challenge: • Expansion of search functionality with in its mortgage lending content library • Time and resource constraints on content tagging Solution: • conceptClassifier for SharePoint • Elimination of end user tagging and inconsistencies, using compound term processing Benefits: • Ease of use • Rapid deployment • Increased search and findability accuracy • Enhanced customer experience Case Study – AllRegs by Ellie Mae “The integration of conceptClassifier with our AllRegs Online application will enhance our customers’ user experience as they conduct research for their mortgage compliance, underwriting and investor business needs.” Jeffrey Hoerster, President and COO, AllRegs by Ellie Mae
- 46. © Concept Searching 2016 Situation: • Program management firm with comprehensive in-house planning capabilities • Highly mobile workforce across several national offices Challenge: • With 70,000 documents and 8,000 list items on its intranet, and another 200,000 on its client portal, intranet content needed to be significantly more accessible to employees Solution: • conceptClassifier for SharePoint • Enhanced intranet portal and aligned information governance policies Benefits: • Improved findability • More effective management of knowledge assets • Elimination of duplicate content • Enterprise wide metadata repository Case Study – Brailsford & Dunlavey Brailsford & Dunlavey selected conceptClassifier for SharePoint, based on its ability to achieve great time savings refining their disparate data stores and streamlining their critical path document processes.
- 47. © Concept Searching 2016 Situation: • Budget of $6.9 Billion • Over 60,000 users • Runs 75 hospitals and clinics providing care to more than 2.6 million beneficiaries Challenge: • Data Privacy • Intelligent Migration • Before and after • Records Management • 72,000 Site Collections, 5,300 retention codes, classify 200,000 documents per hour with minimum resources (Proof of Concept) Solution: • conceptClassifier for SharePoint platform Benefits: • Automatic tagging based on organizational vocabulary and descriptors • Automatic routing and the ability to change the SharePoint content type • Eliminated manual tagging, removes from unauthorized access and portability • No security exposures or breaches in 5 years, since deployed The US Air Force deployed the technologies to implement data privacy protection processes and after five years has not had a data breach Read the Case Study Case Study – Automatic Tagging, Policy, and Governance
- 48. © Concept Searching 2016 Situation: • UK County Council • Serves approximately 1M citizens Challenge: • Management of digital records • Reduction in paper records • Reduce physical and digital storage Solution: • conceptClassifier for SharePoint platform • SharePoint Search • SharePoint Records Management • Managed Metadata Services Benefits: • Migration of thousands of documents from File Shares to SharePoint to deliver and integrated view of all information based on pre-defined taxonomy • Cleanse content existing in multiple repositories • Real time identification and classification from all sources of ingestion (fax, scanned, email, etc.) as well as from all semi-structured and unstructured content • Improved search to quickly identify value of document/record in ‘plain English’ Case Study – Records Management “One way to manage records whatever their medium”
- 49. © Concept Searching 2016 Situation: • Legal Department Challenge: • Reduce costs associated with litigation support • Overabundance of content - much was not tagged • Increase relevance in finding appropriate information Solution: • conceptClassifier for SharePoint Benefits: • Vocabulary normalization • Enables ‘concept based’ searching and eliminated the construction of complex queries • Removes the ambiguity in content • Enables the identification of new information to be captured and identified early in the discovery process and immediately made available to the discovery team • Eliminates manual tagging unless authorized Case Study – eDiscovery, Litigation Support, FOIA “The RMDA can now load terabytes of records per day and automatically classify these against multiple taxonomies simultaneously, while having the ability to easily expand the system configuration through its modular and scalable architecture.” Juan Celaya, President COMPU-DATA International, LLC Read the Case Study
- 50. © Concept Searching 2016 Situation: • 8,000 registered users • 800 virtual workspaces and communities of practice • Share and disseminate mission critical information and technical excellence • Collaboration Challenge: • Poor search results • No collaboration capabilities • Lack of security and control of content assets for each end user • No robust knowledge management capabilities (wikis, blogs, collaboration, poor search, etc.) Solution: • Partner Triune Group provided the knowledge management and collaboration platform • conceptSearch embedded into the solution Benefits: • Accuracy of search and relevant results • Confidence in data • Increase in quality of decision making “With the integration of the Concept Searching intelligent search capability, Triune Group was able to provide us with a robust and scalable collaboration tool that delivers not only powerful advanced searching capabilities, but also a controlled and secure environment.” Brian Follen NASA Safety Center (NSC) KnowledgeNow Program Manager Client received KMWorld ‘Reality Award Winner’ for successful deployment and recognition for a superior Knowledge Management Solution Read the Case Study Case Study – Social Tagging and Collaboration
- 51. © Concept Searching 2016 Situation: • Multiple Clients Challenge: • Simply moving content to new location did not provide any benefits • Human error and time was too costly • Quantity of content too great Solution: • conceptClassifier for SharePoint platform Benefits: • Cleanses irrelevant and unnecessary documents • Dramatically reduces the time for migration • Eliminates manual intervention • Improves the outcome enabling improvements in: • Search • Records management • Data privacy • eDiscovery and litigation support • Text analytics Case Study – Intelligent Migration The goal was to improve search for 147,000 business users but needed to migrate literally millions of documents. conceptClassifier for SharePoint was used for the pre and post migration and for enabling concept based searching with their existing search engine and taxonomy based search after the migration. conceptClassifier for SharePoint identified 66,000 duplicates out of a total of 270,000 documents, representing a 24% reduction in disk space.