Using conceptTaxonomyWorkflow this webinar will discuss how to use intelligent metadata to drive document migration from file shares to SharePoint, or from SharePoint to SharePoint.
• Setting up the rules
• Automating the classification process
• Identification and tagging
• Metadata driven actions
• Moving content to an appropriate repository for storage and preservation
• Automatic intelligent content routing
Speaker: John Challis, Founder and CEO/CTO at Concept Searching
Scaling API-first – The story of a global engineering organization
How To Drive Intelligent Migration Webinar
1. How To Drive Intelligent Migration
John Challis
Founder and CEO/CTO
john@conceptsearching.com
Twitter @conceptsearch
2. • Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’
(KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012
• Authority to Operate enterprise wide US Air Force and enterprise wide
NETCON US Army
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Managed Partner under Microsoft global ISV Program - ‘go to partner’
for Microsoft for auto-classification and taxonomy management
• Smart Content Framework for Information Governance comprising
• Six Building Blocks for success
• Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier,
conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint
The Global Leader in
Automated Tagging Solutions
3. Agenda
• conceptTaxonomyWorkflow
• Intelligent metadata
• Setting up the rules
• Automating the classification process
• Identification and tagging
• Metadata driven actions
• Moving content to an appropriate repository for storage and preservation
• Automatic intelligent content routing
• Demonstration
• Document migration from file shares to SharePoint
4. • Concept Searching’s unique statistical concept identification underpins all technologies
• Multi-word suggestion is explicitly more valuable than single term suggestion algorithms
Concept Searching has a unique approach to ensure success
• conceptClassifier 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. The Typical Migration Approach
• Compliance objectives need to be met, and a typical loop hole is in the
migration process
• Simply moving documents from one repository is not enough
• Content that was typically unmanaged will remain unmanaged
• Results in exposing an organization to risk
• Information cannot be managed from inception to deletion without
comprehensive metadata associated with the content
• Migration of unstructured content can be laborious and time consuming
• Documents can exist in multiple places at the same time, different revisions of
the same document exist, some documents should be deleted, and others
should be archived
• There may be records that were never declared, as well as confidential or
privacy information that will not be identified when migrated
• From an information governance approach, mass moving content results
in the same problem of mismanaged content
6. Migration – The Hidden Costs
• 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 average budget overruns of 16% (Hitachi Data Systems)
• In an Enterprise Strategy Group survey, 39% perform data migration on a
weekly or monthly basis
• Major risks identified in migration included unexpected or extended
downtime, budget overruns, customer impact (Hitachi Data Systems)
• Survey respondents rely on end users to validate whether their data
migration was successful or not (Enterprise Strategy Group)
7. The Intelligent Migration Approach
• To migrate document collections effectively, the text content of each document
needs to be searched to determine its value
• Cannot be done manually
• Volume is too high
• Consistency of human decision making is unreliable and costly
• If manually processed, the security rights of the documents as they are moved
to their new location must be applied
• General migration tools cannot safeguard document confidentiality because
they do not make intelligent taxonomy workflow decisions
• As content is migrated it is analyzed for organizationally defined descriptors
and vocabularies
• Automatically classify the content to taxonomies or the SharePoint
Term Store
• Automatically apply organizationally defined workflows to process
the content to the appropriate repository for review and disposition
8. Elements of The Intelligent Migration Approach
• 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
• Connect to Concept Searching taxonomies or the SharePoint Term Store
• Train system to accurately classify content using clues, multi-word concepts,
rules, and metadata clues – file properties, file path, keywords, dates, etc.
• Set up rules for workflow
• Automatically generate semantic metadata, auto-classify and route
to appropriate SharePoint site, library, or folder
12. Next How To Webinar
How To Manage the Term Store
Date: Wednesday, September 25th
Time: 11:30 - 11:45 AM EDT
Managing the SharePoint Term Store is a manual process. Learn how automate
the process and gain the ability to easily manage the Term Store as organizational
needs change.
• Applying new terms to the Term Store
• Native bi-directional integration
• Using conceptTaxonomyManager to manage the term sets
• Creating classification clues
• Refining the term set
• The search experience with intelligent metadata applied
Speaker: Don Miller, Vice President of Sales at Concept Searching
To Register: https://www3.gotomeeting.com/register/657513742