Enterprise search, once a hot topic, now faces new challenges with the adoption of hybrid and cloud environments. In SharePoint and Office 365, search isn’t equal, and before jumping on the Office 365 band wagon, organizations need to know as much as they can about potential challenges and pitfalls. Even in a SharePoint stand-alone environment, the consumption of content is forcing a renewed look at security, information lifecycle management, and non-compliance. Join us on Tuesday, October 28th, at 11:30am – 12:30pm EDT for this webinar packed with information on how to address search issues in SharePoint stand-alone, Office 365 hybrid, or cloud-only environments. If you’re not sure how you would answer any of the below questions below, then this webinar is for you:. • Does an enterprise search engine that provides the same transparency both on-premise and in the cloud matter to you? Does it matter to your users? • With the huge push for Office 365, is enterprise search getting lost? • Will the announcement of Delve push you over the edge in adopting Office 365? Why? • What about managing content in the cloud? Do you have any reservations about security,or records, and what your users are doing in the cloud? (Bet you’ll be surprised.) • What about migration? What goes where? • How will you know what’s on your users’ OneDrives? Is DLP enough? • Is your SharePoint search good enough? Have you calculated the ROI you can gain by improving it? • How are you going to manage the ever increasing consumption of organizational content?

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Change Your Search to Find SharePoint and Office 365
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearch

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Welcome
Don Miller – Vice President of Sales at Concept Searching has over 20 years’ experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management.

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Agenda
•Who we are
•The Challenge of Search
•The Challenge of Metadata
•Intelligent Search
•Demo
•Case Studies
•ROI
•Q&A
•Appendix
•Products
•Technology Components

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•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, and taxonomy management
•Only statistical vendor that can extract conceptual metadata
•8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
•7 years KMWorld ‘Trend Setting Product’
•Authority to operate enterprise wide US Air Force, enterprise wide 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 elite 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

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What is your level of Satisfaction with your Existing Search Applications?
Source: Findwise

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Are these your end users searching?

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Types of Searches
Navigational
•A navigational query indicates the searcher wants to find specific information
•Navigational queries usually only have one ‘right’ answer – the user either finds what they are after, or they do not
Informational
•An informational query indicates the searcher is not sure what they are looking for
•Informational queries tend to be broad
Transactional
•A transactional query indicates an intent to complete a transaction
The search engine must accommodate the different ways that users search and be able to discern their intent

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What are your End Users doing?
Searchers do not know ‘how to search’
•56% constructed poor queries
•Proficiency with the machine does not translate into proficiency with the software
Searchers get lost in the data
•33% had difficulty navigating/orienting search results
•28% had difficulty maintaining orientation on a website
Loss of capacity for discernment
•36% did not go beyond the first 3 search results – not pages…results on page 1
•91% did not go beyond the first page of search results
•55% selected irrelevant results 1 or more times

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Differences in Looking for Information
Human Retrieval
•Contextual
•Free form
•Navigational or informational
•Focused and random
•Berry picking
•Constrained
•By technology
•By biology
Machine Retrieval
•Literal
•Directed
•Rigid
•One way
•Sequential
•Constrained
•By size of index
•By nature of instructions

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Lots of Search, not much Find
Enterprise searchers spend longer looking because ‘they know it is there somewhere’
•IDG: 2.5 hours/week/employee
•Ford: 5-15% of time on non-productive information related activities
Coping mechanisms for poor enterprise search
•Recreate
•Use older assets
•Interrupt a co-worker
•Start without information needed
•Don’t start

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The Science behind Search
accuracy: "what percent of predictions were correct? (a + d) (a + b + c + d)
precision: "what percent of positive predictions were correct? (a)
(a + c)
recall: "what percent of positive cases were caught? (a) (a + b)
REALITY
PREDICTION
true
false
false
true
a
b
c
d
Precision versus Recall

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The Metadata Mess

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Where is Your Organization?
Level 5 OptimizedInformation MaturityThe organization considers information to be as much an enterprise asset as financial and material assets. A level 5 the organization has best- in-class information management practices that are utilized across all enterprise projects. The distinguishing characteristic of a level 5 organization is the focus on continuous improvement. At level 5, all data management practices and assets are regularly measured and the results are analyzed as the basis for process improvement. Level 4 ManagedThe organization manages information as an enterprise asset. The business is heavily engaged in information management procedures and takes responsibility for the quality of information they manage. A level 4 the organization has many mature and best-in-class practices and utilizes audits to ensure compliance across all projects. Level 3 ProactiveThe organization has a significant degrees of information management maturity. Enterprise awareness, policies, procedures, and standards exist and are generally utilized across all enterprise projects. At level 3, the information management practices are sponsored by and managed by IT. Level 2 ReactiveThe organization has little in the way of enterprise information management parctices. However, certain department are aware of the importance of professionally managing information assets and have developed common practices used within their projects. At the enterprise level, a level 2 organization reacts to data quality issues as they arise. Level 1 AwareInformation AdvantageThe organization has no common information practices. Any pockets of information management maturity that the organization has are based on the experience and initiatives of individiuals.

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Do you have a metadata standard in your organization?
Metadata Standards

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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 have you seen
Metadata will continue to be a problem due to inconsistent human behavior
Blame it on the End User or the Organization? You decide

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Unique Approach – Compound Term Processing
•Remains unique in the industry
•Ability to identify and correctly weight multi-word concepts in unstructured text
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Concept Searching provides Automatic Concept Term Extraction
Triple
Baseball
Three
Heart Organ Center
Bypass
Highway
Avoid

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Let’s try Intelligent Search

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Why do you need conceptClassifier for Search?
•Protect the Organization
•Every piece of content must be managed for compliance, regulatory, legal, and privacy issues
•Eliminate content ‘noise’
•Tagging is not a business user free for all
•Utilize semantic search
•Concept mapping, disambiguation, vocabulary normalization, multi-word terms
•Search delivery options that can accommodate multiple search methods
•Deliver highly granular and precise information to users or alternatively push that information to users

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What else does conceptClassifier Achieve?
•Immediate
•Supports and facilitates development of your enterprise metadata and content management strategy
•Intelligent content migration into O365/One Drive
•Auto-classification of all content from diverse repositories
•Elimination of end user tagging
•Elimination of silos of information
•Ongoing
•Automatic in-place record declaration
•Protects your confidential assets
•Standardizes business processes with workflow
•Enterprise policy and governance enforcement, across on-premise and the cloud
Neither SharePoint nor Office 365 provides semantic metadata generation, auto-classification, and taxonomy tools – the Term Store is still rudimentary at best
What can you solve?
Enterprise metadata Management
Search
Records Management
Data privacy
Migration
Security
eDiscovery
Litigation support
Content management Collaboration
Relevant social tagging
Text analytics

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Situation
•Nonprofit 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
•Aggregate content from internal and external sources Solution
•conceptClassifier for SharePoint platform
•SharePoint 2010 Microsoft FAST Search
•Integrated 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 – Intelligent Search

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Situation
•23,000 registered users
•800 virtual workspaces and communities of practice
•Share and disseminate mission critical information and technical excellence
•Collaboration Challenge
•Poor search results
•No ability to deploy knowledge management
•No ability to retrieve highly relevant information from large data sets
•No collaboration capabilities
•Security and control of content assets for each end user Solution
•Partner Triune Group provided the 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 Read the Case Study
Case Study – Knowledge Management

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Case Study – Office 365
Situation
•Global services firm
•SharePoint environment
•Over 170,000 users located worldwide – Americas, Europe, Middle East, India, Africa (EMEIA), Asia Pacific, Japan
Challenge
•Ability to communicate in real time with end users and clients, regardless of where they reside or how they are connected
•Information governance issues
Solution
•conceptClassifier for SharePoint
•conceptClassifier for Office 365
•conceptClassifier for OneDrive for Business
•conceptTaxonomyWorkflow
Benefits
•Hybrid environment with information governance enforced across the global enterprise – migration, data security, search, content management, records management
•Improved communication and access to real-time information
•High performance and scalability
•One core set of technologies – deploy once, use for multiple applications

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Demonstration

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Calculating ROI

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Real World Savings
Pique Solutions
The Business Solutions
•Search
•Records Management
•Migration
•Data Security
•eDiscovery/Litigation Support, FOIA
•Information Governance
•Text Analytics
•Business Social Networking
•Collaboration
•Content Management
•Metadata Management

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Freebie
If you would like to calculate the ROI, including soft and hard benefits for enterprise search, please contact us at marketing@conceptsearching.com or 1 (703) 531-8564

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Questions?

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Thank You
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearch

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Appendix

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Product Platforms – conceptClassifier for SharePoint
conceptClassifier for SharePoint
•Flagship product using a single code base able to be deployed in SharePoint 2007, 2010, and 2013
•Product was the first solution that natively integrated with the SharePoint Term Store
•Advanced approach provides bi-directional, real-time updating of the term sets, when using the conceptTaxonomyManager component
•It remains the only product that provides an integrated enterprise semantic platform, where semantic metadata is a core component of the technology infrastructure
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Product Platforms – conceptClassifier for Office 365
conceptClassifier for Office 365
•Currently the only solution in the market that addresses information governance including enhancing search, automatically identifying documents of record, securing confidential information from unauthorized access, providing intelligent migration, and improving any business process or application that utilizes metadata – social tagging, collaboration, text analytics
•Product can be deployed in a single or multi tenant environment
•Only solution that overcomes Office 365 technology limitations:
•Event Receivers do contact the remote server to alert it when documents are added or modified
•Metadata updates are performed without corrupting the Modified By user and date
•All taxonomy management is implemented, including Rename Term, Delete Term, and synchronization of Term GUIDs
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Product Platforms – conceptClassifier for OneDrive for Business
•Optional component for conceptClassifier for SharePoint or conceptClassifier for Office 365
•Provides ability to apply policy across SharePoint, SharePoint Online/Office 365 and OneDrive for Business simultaneously
Administration
•Global templating solution for automating settings and deployment to large user populations
•Customized administration pages for selection of managed metadata fields to be auto-classified
•Automatic addition of classification status columns to content types and full support for the content type hub
•Natively integrated with the Term Store and managed metadata service
•Ability to automate OneDrive scans for sensitive information, records, or specific information types on a global basis
•Identification, reporting and notification of sharing of documents outside of the domain
•Classification and auto-tagging of the OneDrive site content, either as a batch process or classification on demand
•Writing back of semantic metadata to the managed metadata fields
Benefits
•Governance, Compliance and Records Management
•Ability to automatically identify, declare, and process documents of record
•Ability to automatically detect data security assets and/or confidential assets and remove from unauthorized access and download
•Ability to automate identification of documents being shared with third parties outside of the domain
•Productivity
•Full integration with search
•Ability for business users to access documents or shared enterprise content in a secure and compliant manner
•Ability to share and edit while remaining the integrity of the content
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Technology Components

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Technology Components – Auto-classification
Easy to Use and Manage
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Accelerated Taxonomy Generation and Instant Feedback
•Build and validate new term sets in minutes and hours instead of weeks, months and quarters
•Designed for Subject Matter Experts
•Rules based engine that eliminates the need for training sets and highly specialized human resources, and removes the challenge of scalability and accuracy
•Automatic taxonomy node clue suggestion
•Dynamic screen updating to immediately see impact of changes in the taxonomy
•Document movement feedback to see cause and effect of changes without re-indexing
Technology Components – conceptTaxonomyManager

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Used to automate metadata applications: migration, records management, security
Optional Component – conceptTaxonomyWorkflow
conceptTaxonomyWorkflow can perform an action on a document following a classification decision when certain criteria are met. The workflow source type works in SharePoint 2007, 2010, and 2013, as well as all document types, including FILE and HTTP