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Webinar: Does the SharePoint 2010 Term Store Seem Like Alphabet Soup? Find Out the Recipe for Success!
1. Webinar Does the SharePoint 2010 Term Store Seem Like Alphabet Soup? Find Out the Recipe for Success!
2. 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. 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
3. Agenda Introduction and product Sneak Peak to confirm you are at the right webinar! Company Overview 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 QA Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
16. Enterprise Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifierConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
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19. Search will return results based on the concept even if the exact terms are not contained in the document (i.e. ‘coronary artery surgery’, ‘heart surgery’)
20. Metadata can be used by any search engine index or any application/process that uses metadataTriple Baseball Three Heart Organ Center Bypass Highway Avoid Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
99. Improve compliance processes, eliminate potential privacy exposuresConcept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
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. conceptClassifier for SharePoint is the only native Term Store Management tool for 2010 Term Set Parent Term Child Term Grand Child Term Build term sets/taxonomies here in SharePoint 2010 EMM. Plan for 30,000 values 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.
121. 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
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123. Enables import of FAST Entities into the conceptClassifier taxonomy manager to fine-tune them with metadata generated from your own content and nomenclature
124. Runs natively as a FAST Pipeline Stage eliminating integration and customization issues
129. Removes documents from search results that are confidential/sensitive through automatic Content Type updating and routing to secure server
130. 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
132. 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.
133. 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 Deep capabilities to build out classification approaches including: standard term, phonetics, metadata, class ID, language, case sensitive, regular expression and boosting
134. 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.
135. 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.
136. 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 Understand 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 23 How To Guide for Taxonomies in SharePoint 23
140. 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:
160. Cons: high customization costs, increase in end-user labor costs, less end-user productivity, non-standardized application of metadata across enterprise
164. Acknowledge that it is a problem and do nothingwww.conceptsearching.com Concept Searching • Don Miller • (408) 828-3400 • donm@conceptsearching.com
165. 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
169. Uses content types derived from metadata to drive individual and group access to data assets using inherent SharePoint Security;
170. 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
Traditional search assumes the end user knows what they are looking for, or must enter the ‘right’ combination of words to get the ‘right’ result.Knowledge workers need to identify content in the context of what they are seeking. The fundamental problem with search solutions is that they are based on an index of single words. Yet most queries are expressed in short patterns of words and not single words in isolation – which are highly ambiguous. In the example above, a search engine would identify all the documents that contained the words: triple, heart, bypass instead of documents that contained the concept of ‘triple heart bypass’. Since the concept has been identified, other documents that have related concepts will be identified even if they do not contain that exact phrase. The metadata generation issue is increasingly a growing concern in enterprises. Not only for search but also for records management, compliance, and enterprise content management. A comprehensive approach requires more than syntactic metadata and requiring end users to add rich metadata is haphazard and subjective at best. Since conceptClassifier for SharePoint is no longer restricted to keyword identification, compound term metadata can be automatically generated either when the content is created or ingested. The generation of metadata based on concepts extracts compound terms and keywords from a document or corpus of documents that are highly correlated to a particular concept. By identifying the most significant patterns in any text, these compound terms can then be used to generate non-subjective metadata based on an understanding of conceptual meaning. Compound term processing can address many challenges facing large enterprises and provide many benefits. Identification of concepts within a large corpus of information removes the ambiguity in search, eliminates inconsistent meta-tagging, and automatic classification and taxonomy management based on concept identification simplifies development and on-going maintenance.
It is important to note that metadata, auto-classification, and taxonomies are not applications – the business value of these tools are often integrated with other solutions – such as the offerings of the other participants in this panelLet’s look at where these tools can compliment other solutions and improve business processesCLICK: Migration:With the vast amounts of content - moving all content doesn’t make sense and using valuable resources to identify what should/should not be migrated isn’t a good use of time or moneyBefore the migration you can use these technologies to: Eliminate duplicate documentsIdentify documents that contain confidential or privacy dataIdentify and declare records Identify high value contentSavings: We had one client who needed to manually tag 45K marketing documents and estimated that it would take 6 months will 2 full-time people – with our tools it took 2 weeksCLICK Search:The age old problem is how to get end users to tag content – it’s estimated that less 50% of content is correctly indexed, meta tagged or efficiently searchable – it isn’t about what search engine you useStatistics still claim that end users spend 15% of their time duplicating information, 25% searching, and 40% can’t find what they need to do their jobsAutomatic generation of conceptual metadata removes the end user from the tagging process HUMANS WON’T TAG CONTENT THROUGH FORMS, PICKLISTS, DROP DOWNS BUT WE WILL ALWAYS FIND WAYS TO AVOID TAGGINGContent, once tagged can be provided to any search engine index to deliver more accurate search resultsUsing the taxonomy users can more efficiently find relevant information via the hierarchical structure Savings: 2.5 hours per day per userCLICK Records Management:The problem cited most frequently is inconsistent end user tagging in the declaration of recordsWith metadata generation and a taxonomy that mirrors the file plan – documents can be automatically declared records based on the concepts and descriptors within the documentBased on custom Content Types in SharePoint the document can be declared a record and routed to the RM repository Savings: $4 - $7.04 per document recordCLICK Data Privacy ProtectionTaxonomy(s) can be created to identify any organizationally defined confidential information When content is created or ingested the document can be identified as containing confidential information and using Content Type updating the document can be routed to a secure location and locked down using Windows Rights ManagementCost Avoidance: Average cost of a data exposure is $225K - $35 million
Can have multiple instances of managed Metadata Services – ideal approach SharePoint 2010 ElementCommentsSite Collection/Site StructureCan be organized by a hierarchical taxonomy structureDocument Library StructureCan be organized by a hierarchical taxonomy structureColumnsWhere terms are applied to content in Document Libraries and ListsTermA metadata valueTerm SetHierarchical metadata with valuesManaged MetadataSP 2010’s ability to manage terms and term sets outside of columnsKeywordsAllows to add metadata from Term Sets or create new keywordContent TypesAbility to manage metadata associated with particular types of contentis to have an ‘Enterprise’ taxonomy and then could have multiple ‘local’ or ‘regional’ taxonomiesGroups are the security boundary that provides the ability to have groups of users who will manage themAlways use a core Managed Metadata Service term store for the enterprise taxonomy• Allow local Managed Metadata Services for isolated, locally managed term stores• Always use synonyms when defining terms, consistent content tagging is essential for content management and for driving findability• Use term translation to support other languages for the term• Avoid random or haphazard tagging due to unintelligible terms• Enable managed keywords for user-driven freeform tagging of content• Ensure that term sets are evolved according to best practices• Define and enforce a policy for reviewing open term sets for improper usageNote that search do not comprise term synonyms or translations when searching, it only finds the stored key term. The same applies to faceted search – or 'refinement panels' as they are called.You can have multiple Term Set stores and Content Type Hub inventories in SharePoint 2010. This allows for combining both enterprise definitions and local definitions to support both shared and isolated taxonomy configurations. See Plan to share terminology and content types on Technet.
The Only Microsoft Solution that Runs Natively in ... FAST Search, SharePoint 2007, 2010, Windows Server R2 FCI, and Microsoft Office conceptClassifier provides the tools to rapidly build and easily manage unstructured content. Providing automatic conceptual metadata generation, automated classification and taxonomy management organizations can harness the power of content to not only improve findability within the FAST Search product suite, but drive additional business processes such as records management, compliance, and enforce governance. The Only FAST Search Solution that ... Automatically Generates Conceptual Metadata Utilizing our unique concept identification and extraction capabilities, conceptClassifier’s statistical engine can identify out-of-the box all the meaningful concepts resident within an organization’s own information repositories and automatically generate semantic metadata that is unique to organization and their nomenclature. The ability to automatically generate conceptual multi-word term metadata and placing those terms in the FAST Search index, the search can be performed with a higher degree of accuracy because the ambiguity inherent in single words is no longer a problem. Utilizing the Concept Searching technology framework, end users can now search on concepts, delivering a multi-dimensional view of relevant information and easily identify the relationships between content assets that otherwise may not have been found. The Only FAST Search Solution that ... Eliminates Manual Metadata Tagging The Only FAST Search Solution that... Delivers Innovative, Intuitive, & Rapidly Deployed Taxonomy Management Managed by Business Users
BY ADDRESSING THE TECHNOLOGY AND PROCESS INSTEAD OF THE HUMAN BEHAVIOR ORGANIZATIONS CAN IMPROVE SEARCH OUTCOMES, BRING ABOUT COMPLIANCE WITH INFORMATION AND RECORDS MANAGEMENT POLICIES AND DECREASE POTENTIAL DATA EXPOSURE EVENTS.IN THIS SCENARIO THE CLIENT IS USING SHAREPOINT (BUT IT CAN BE ANY REPOSITORY) THE END USER SIMPLY LOADS A DOCUMENT OR SET OF DOCUMENTS INTO SHAREPOINTCONCEPTCLASSIFIER AUTOMATICALLY APPLIES CONCEPTUAL METADATA FOUND WITHIN THE DOCUMENT SO IT CAN BE USED TO IMPROVE SEARCH, WHERE APPROPRIATE THE CORRECT CONTENT TYPE IS APPLIED TO ENABLE WINDOWS RIGHTS MANAGEMENT, KICK OFF WORKFLOWS, AND APPLY RECORDS RETENTION CODES FOR STORAGE AND PRESERVATION.FOR CONTENT RESIDING IN ARCHIVE AND BACKUP SYSTEMS CONCEPTCLASSIFIER APPLIES THE SAME CATEGORIES OF METADATA WITHOUT ANY END-USER INTERVENTION.
On this slide we content enters the MOSS environment either from multiple sources. Once in that environment and event handler triggers conceptClassifier for SharePoint to apply metadata to each data asset based upon the organizational metadata environment maintained in Taxonomy Manager. The metadata environment maintained in Taxonomy manager can include both organizational created metadata and third party metadata that has been aligned to organizational functions, data privacy and security guidelines, and records retention codes. Once metadata has been applied by conceptClassifier for SharePoint Custom Content Types that have been aligned to specific metadata tags are automatically applied. These two critical steps (automatic application of both metadata and Custom Content Types) provide the following value to organizations: Organizations can discern in real time “what is a document” and “what is a record” and can immediately take action relating to ensuring that declared records are stored in the right location and preserved for the correct period of time; Individual and group access permissions can be automatically applied to data assets/documents based on Custom Content Type; and, Data assets/documents can be automatically migrated to the appropriate document library for the automatic application of Windows Rights Management services to control data usage (i.e. can be viewed but not downloaded, e-mailed, printed, etc…).By automating the metadata and content type application processes organizations not only provide transparency and findability for their end-users, they can also ensure that appropriate document access permissions are applied across the enterprise while also controlling how documents are by end-users who have been granted access. In summary – Concept Searching’s enabling technology improves findability and reduces costs by enabling automated compliance with organizational e-Discovery, Records Management, and Information Management (data privacy and security) guidelines.
On this slide data assets and documents that have been automatically tagged with metadata and custom content types have been automatically migrated to document libraries based on their custom content type. Based on organizational data privacy and security guidelines document libraries containing sensitive information are now only accessible to certain individuals and groups and each library contains content where Windows Rights Management services have been applied to control how the documents in a particular library are used. When these documents are “checked-out” a key is issued that allows the end-user to access and use the data asset/document in a manner that has been pre-approved by the organization. This of course occurs after the Active Directory-Rights Management Services (AD-RMS) database and server already communicated with the MOSS farm and both publishing and user license credentials have been established and provisioned.For individuals who may attempt to access the SharePoint Content Database directly and by-pass AD-RMS protected content the linking of Custom Content Types to SharePoint Security Services prevents un-authorized users “back door” access to organizational content.
