[Webinar Slides] Finding the Right Information in Your Stockpiled Content
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Stop wasting your time and energy on a constant hunt for information. Learn the tips and tricks to help you find the information you need when you need it. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/finding-the-right-information
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[Webinar Slides] Finding the Right Information in Your Stockpiled Content
- 7. Underwri(en by: Presented by: Growing Informa(on Volume, Velocity, Varity § 90% of the world’s data was created in the past 2 years. § Enterprise informaKon conKnues to grow exponenKally. World’s Data Volume Time Last 2 Years
- 9. Underwri(en by: Presented by: Some Myths About Technology § Storage is cheap, so keep everything forever! No, it isn’t. § Search engines can take care of findability. Not alone. § Machine-learning can take care of all the organizaKon stuff in every situaKon with no human effort. Not exactly (but it’s geIng closer!).
- 10. Underwri(en by: Presented by: What Makes Informa(on Findable Manual Informa(on Organiza(on Requires enormous discipline. Breaks down quickly as more people are involved and volumes grow. Search Engines Can index large volumes for keyword searches. Insufficient for fast-growing volumes and complexity. Manual Tagging + Search Requires more effort from all informaKon users. Inefficient, inconsistent, and unlikely. Informa(on Architecture + Advanced Content Tools Sets up organizing and tagging framework to be leveraged by advanced content technologies. Scalable and reliable for growing info volumes.
- 12. Underwri(en by: Presented by: What is Informa(on Architecture? § IA is “the pracKce of deciding how to arrange the parts of something to be understandable.” —The InformaKon Architecture InsKtute (2017) § At the intersecKon of Content, Context, and Users § Defines systems for organizing, labeling, navigaKng, and searching informaKon
- 13. Underwri(en by: Presented by: Get Informa(on Organized § What types of informaKon are we managing? § Where do they fit in the business context (business processes, case management, informaKon lifecycle, etc.)? § For each type or process, what is the Single Point Of Truth (the SPOT)? § How should the informaKon be organized and labeled?
- 14. Underwri(en by: Presented by: Determine Key Metadata § What pieces of metadata are required to: § IdenKfy and describe the informaKon? § Relate it to other informaKon? § Manage the informaKon lifecycle? § Which metadata can be added automaKcally based on context? § Do any pieces of metadata absolutely require user input? § Do this up front and improve iteraKvely.
- 15. Underwri(en by: Presented by: Ways to Iden(fy Key Metadata § Look in your search analyKcs at the top 100+ query terms. § What terms lead to successful searches? § What is the failure rate? § Which terms are synonyms or alternate forms? § Conduct business analysis with interviews, quesKonnaires, workshops, and/or system invesKgaKon.
- 16. Underwri(en by: Presented by: Develop IA Ar(facts Examples: § Taxonomy of terms that describe and structure content and related processes (including alternate terms) § Business classificaKon scheme § InformaKon system and repository maps § Anything that helps content management tools know what to look for
- 17. Underwri(en by: Presented by: Example: Case Management § IdenKfy the metadata: § Does each case have a unique ID? § Are there enKKes (people or organizaKons) that relate to one or more cases? Do they have unique IDs? § Are there arKfacts (evidence, work products, etc.) for each case? § Must dates, user names, status, etc. be captured? § IdenKfy what can be added automaKcally as content is captured.
- 19. Underwri(en by: Presented by: Use Content Analy(cs & Auto-Classifica(on § Content analyKcs tools process repositories of digital informaKon and usage data to idenKfy relevant metadata, relaKonships, insights. § Auto-classificaKon tools use metadata from context or analyKcs to apply automaKcally based on rules or machine-learning. § InformaKon workflow tools use metadata to determine where to route content.
- 20. Underwri(en by: Presented by: Use Advanced Search § Keyword search is just the beginning. § Concept search looks for informaKon that is conceptually similar to the search query, allowing also for variaKons in spelling, word stems, synonyms, etc. § Faceted search allows refinement based on metadata categories, tags, content types, etc.
- 21. Underwri(en by: Presented by: Con(nue Improving Metadata and Indexes § Monitor search analyKcs, user feedback, and changes in the organizaKon to idenKfy necessary metadata changes and improvements. § Update indexes, search tools, and navigaKon with the improved metadata automaKcally. § Provide some help to users in how to search their informaKon be(er (and get more feedback).
- 22. Underwri(en by: Presented by: When Should These Tools Be Leveraged? § Categorize and label informaKon automaKcally at capture whenever possible. § Apply the same techniques to stockpiled content to make it more findable.
- 24. Underwri(en by: Presented by: Improve Search § Good search does not happen if you “set it and forget it”. § Content analyKcs, classificaKon, indexing, and advanced search tools combine to provide much be(er search results. § Allow refinement based on facets, content types, dates, or other meaningful ways of searching. § Aggregate and display related, relevant informaKon where users work.
- 26. Underwri(en by: Presented by: Other Informa(on Governance Benefits § ROT Removal § Be(er Security § ProtecKng SensiKve InformaKon and Privacy § eDiscovery, Legal Holds, and FOIA § Future MigraKons
- 27. Underwri(en by: Presented by: Summary § Do informaKon architecture to idenKfy the right metadata. § Leverage the right content tools to apply metadata, index content, and search informaKon. § Monitor and make conKnuous improvements. § Realize other important informaKon governance benefits.
- 28. Underwri(en by: Presented by: Thank You! J. Kevin Parker, CIP § Work: www.neostek.com § Blog: www.JKevinParker.com § Twi(er: @JKevinParker
- 30. Four Common Practices of companies that successfully enable staff to find the right information in stockpiled content
- 31. EIM 1,200 Partners 80% of Fortune 500 25 Years of Innovation #1 Business Network #1 ECM #1 DAM FY16 $1.9B Global Revenue 100,000+ Customers 12,000 Employees OpenText – Enterprise Information Management
- 32. Don’t think of Enterprise Content Management as a one-way repositoryNo. 1 COMMON PRACTICE § Focus is on using content and extracting insight § “Content in context” § Enabler of digital transformation
- 33. Understand what’s frequently being looked for in your firmNo. 2 COMMON PRACTICE § Get reporting on commonly accessed documents § Talk to users. Frustrations? § Only then apply technology solutions Monthly Views Views Month Most Commented Top Requesters (YTD) Ranking 1 2 3 4 Employee Marilyn Abdul Steve Jian Views 562 510 210 61 Comments Document Names Classifica(on # Docs Contracts - Customers Contracts - Suppliers Affidavits Invoices 3,241 2,722 1,988 917
- 34. Proactively auto-classify, re-classify, re-categorize, etc. No. 3 COMMON PRACTICE § Broadening of metadata is a game changer for findability § Do initially, and down the road § Especially high volume, low touch content
- 35. No. 4 COMMON PRACTICE § “Long tail” content in fragmented sources § Search, including similarity search § Technologies that look beyond the literal Apply technology to smartly (and holistically) look for information
- 36. Recap Don’t think of Enterprise Content Management as a one-way repositoryNo. 1 COMMON PRACTICE Understand what’s frequently being looked for in your firmNo. 2 COMMON PRACTICE No. 3 COMMON PRACTICE Proactively auto-classify, re-classify, re- categorize, etc. No. 4COMMON PRACTICE Apply technology to smartly (and holistically) look for information