Overview of how to improve records management and findability using SharePoint 2010, EMM, Term Store and Content Types and ConceptClassifier for SharePoint.

1. Don Miller is a senior executive at Concept Searching 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. donm@conceptsearching.com 408-828-3400 The Term Store Management Company Enterprise Class Taxonomy Management and Auto-classification - Leveraging the Term Store for Organizational Metadata to Close Information and Records Management Capability Gaps in SharePoint

2. Agenda Introductions Company Overview, Unique Differentiator, Use Cases The cost and ROI of metadata for Records Management and Findability SharePoint 2010 Enterprise Metadata Management Service Term Store Basics Enterprise Taxonomy and Auto Classification Product Screen Shots Demo of conceptClassifier for SharePoint 2010 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 Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

4. Product launched in 2003

5. Focus on management of structured and unstructured information

6. Technology

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

8. Only statistical vendor that can extract conceptual metadata

9. 2009, 2010, 2011 ‘100 Companies that Matter in KM’ (KM World Magazine)

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

11. Locations: US, UK, & South Africa

12. Client base: Fortune 500/1000 organizations

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

14. Microsoft Enterprise Search ISV , FAST Partner

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

18. Metadata can be used by any search engine index or any application/process that uses metadataConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

20. Global Deployments

21. 70,000 Users

22. LexisNexis

23. FAST

24. Multi User Distributed Taxonomy Management Architecture

25. Xerox

26. E Discovery

27. 150 Million Documents

28. Market Research

29. FAST

30. WWW

31. Logica

32. FAST

33. 40,000 Users

34. CAL ISO & MIDWEST ISO

35. FAST

36. WWW

37. Booz and Company

38. Taxonomy Management

39. Emerson Climate Technologies

40. Enterprise Deployment

41. BP

42. Enterprise Deployment

43. Parsons Brinckerhoff

44. FAST

45. Global Deployment 40,000

46. CPSC Enterprise wide

47. FAST

48. Enterprise Deployment

49. National Transportation Safety Board

50. FAST

51. Enterprise Deployment

52. Health and Human Services

53. FAST

54. Enterprise Deployment

55. Southern Union Group

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

58. 70% of breaches are due to a mistake or malicious intent by an organization’s own staff

59. “It’s not about better search”

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

61. 85% of relevant documents are never retrieved in search

62. 67% of data loss in Records Management is due to end user error

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

64. 60% of stored documents are obsolete

65. 50% of documents are duplicates

67. Combines pattern matching with associated vocabulary

68. Automatic Content Type updating enabling workflows and rights management

69. Eliminate inconsistent end user tagging

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

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

72. Eliminate duplicate documents

73. Identify privacy data exposures

74. Identify and declare records that were not previously identified

75. Notify users of high value content

76. Migrating required content to a structure

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

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

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

81. Ensures compliance and reduces potential litigation exposures

82. Taxonomy navigation is 36% - 48% faster

83. Savings 2.5 hours per user per day

84. Reduces migration costs

85. Ensures compliance and protection of content assets

86. Easy end user updatesBenefit

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

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

90. Apply consistent meaningful metadata to enterprise content

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

92. Guide users to relevant content with taxonomy navigation

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

94. 100% “Recall” of content, 35% Faster access to content “Precision”

95. Use automatic conceptual metadata generation to improve Records Management

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

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

98. Microsoft’s approach to solving the metadata problem for Records Management, Governance Policies, Sensitive Information Removal and Findability: Content Types, The Term Store and Enterprise Managed Metadata Services 3/24/2011

99. What is a content type A Content Types is a means to apply structure to unstructured or structured content with in SharePoint. Content Types inherit their parent content types. This is usually a combination of a term or terms from a single or multiple term sets. Terms are metadata and metadata is information about information. Terms can also include governance and retention code policies and also can be for the sole purpose of improved findability However, it is best to align Content Types with business goals and business use cases.

100. Introducing EMM, The Term Store and Term Store Management Definitions SharePoint 2010 Enterprise Managed Metadata Service Concept Classifier for SharePoint 2010 Term Store Management Auto Classification Content Type Updating SharePoint 2010 Farm Subscription Service Content Type Hub Term Store Site Collection Records Library Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

101. The Managed Metadata Service Managed Metadata Service Manages Enterprise Content Types via the Content Type Hub Manages Term Store Term Sets (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) Enterprise Managed Metadata Service 30,000 Terms per Term Set (1 Taxonomy) 1,000 Term Sets Tested to 1,000,000 Preferred Terms Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

102. SharePoint 2010 Managed Metadata Service Considerations Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com

103. File Share or Directory Structures Database fields/tables Excel spreadsheet File Plan – Especially if using for records management Search Analytics Topic Maps Card Sorting – (Open & Closed) Subject Matter Experts Free industry standard taxonomies Wikipedia – “Industry classification” or “Global Industry Classification Standard” WWW directory structure Tag Clouds – Flickr, Del.icio.us, Technorati, ConceptSearching – Free Taxonomies Hard Core - ANSI/NISO Z39.19-2005 What/where do I find good examples to use to build out term sets and terms

104. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010 Term Set Parent Term Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values Child Term Grand Child Term A content type can contain one or many taxonomies based on specific business user requirement. The values can shown as columns or can be hidden from users for administrative or governance purposes only.

105. Traditional manual approach is subjective, cumbersome and overwhelming End user must select values from multiple term sets. Up to 30,000 values per term set and 1,000 term sets per term store. Manual approach is impractical.

106. ConceptClassifier for SharePoint 2010 An automated solution for applying metadata and providing term store management to enhance SharePoint 2010 capabilities for Records Management, Governance Policies, Rights Management, Sensitive Information Removal and Findability. 3/24/2011

107. conceptClassifier provides a native integration into Term Store 3/24/2011

109. Native Term Store Integration for SharePoint 2010

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

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

112. Automatic Term Boosting for FAST/Search Platforms

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

114. Broad to Narrow

115. Preferred Term

116. Non preferred terms

117. Poly hierarchies – Not supported in Term Store

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

120. Automatically Applies Content Types

121. Auto Applies Retention Code Policies

122. Automatically applies Windows Rights Management Policies

123. Automatic Term Boosting for FAST

124. 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

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

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

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

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

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

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

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

133. 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

134. Product Screen Shots 3/24/2011

135. Traditional manual approach is subjective, cumbersome and ineffective End user must select values from multiple term sets. Up to 30,000 values per term set and 1,000 term sets per term store. Manual approach is impractical.

136. An automated approach ensures accurate Records Management, Sensitive Information Removal and improved Search/Findability Metadata is automatically applied to content by ConceptClassifier via TaxonomyManager. Content Type Updater can take it a step further and can modify content type to redirect document/object to a different content type or migrate it to another site collection or document library. In this example the documents are being changed from document content type to PII or Records Cetner Content Type.

137. Term Store Management is provided by Taxonomy Manager and ConceptClassifier TaxonomyManager is an intuitive and elegant to tool to manage how and when term sets are applied within SharePoint 2010 and what new terms to add to the term store Deep capabilities to build out rules classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting

138. An automated approach ensures accurate Records Management, Sensitive Information Removal and improved Search/Findability The documents with 10 in front of them have had their content types updated. In this example the documents are being changed from document content type to PII or Records Cetner Content Type. They could have also been moved to a different folder if that was the desired outcome.

139. conceptClassifier for FAST and SharePoint 2010 Search conceptClassifier for 2010 Product Suite provides intuitive guided navigation for FAST Multi value select with in a term set is the single fastest approach you can provide for end users to get access to the correct content. It is just like picking values when you are on Best Buy or Amazon but it is with your personalized corporate term set vocabulary.

140. Set proper expectations Select a business unit to begin term set building and classification approaches (Manual vs. Automated) within SharePoint Manual – No more than 3 tags Manage scope, don’t try to boil ocean Focus on value Focus on the key constituents that you can show immediate value Search or Findability Records Management Focus on Use Cases Understand how and why they will use term sets and how they will apply metadata Define Governance (See partner presentation from PPC on governance) Roles, responsibilities, policies, and procedures Reconfirm expectations, it is a Marathon not a Sprint Taxonomy development is an iterative and on-going effort It changes and evolves just like your content and terminology Add new business units or users after successful feedback from initial term set sponsors Best practices for Term Store Development and applying metadata in SharePoint 2010 for Records Management and Findability 28 How To Guide for Taxonomies in SharePoint 28

141. Demo 3/24/2011

142. In Summary we are an Enterprise Metadata Management Product Suite

143. Thank you Don Miller 408-828-3400 donm@conceptsearching.com

144. Planning 3/24/2011

145. Determine Key Term Sets Think about audience, business needs, content types Focus on immediate needs, build out term set Ask for immediate feedback Governance for Tagging Vision and Executive Sponsorship Roles and responsibilities – Committee of one Policies and procedures – Committee of one Adoptability Communication – Mandated process? Education and Training – How much time to ensure adoption Maximum of 3-5 manual tags Internal Promotion Tag off - Total number of tags per business unit or group Show total number of retention code policies as a before and after Showing ROI The Stop Watch Test Governance Applications Executive Feedback – Tuning exercise Initial Planning:

146. Categorization Schemas Hardest Easiest How To Guide for Taxonomies in SharePoint 34

147. Records Management Use Cases

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

150. Untagged Data Assets = Untapped Resources

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

152. Non-Compliance with Records Management Policies

153. Sarbanes-Oxley and Government RM Retention Schedules

154. Data Stored in Wrong Location

155. Information not Preserved in Accordance with Regulatory Guidelines

156. Increasing Volume of Unplanned Data Exposure Events

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

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

161. 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

163. Pros: data assets now have metadata

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

165. Hire temporary staff to add metadata to data assets

166. Pros: data assets now have metadata

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

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

169. 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

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

172. Applies content types base on metadata;

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

174. 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

175. Concept Searching in MOSS and Windows Server

176. SharePoint Server Security and AD-RMS in MOSS