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FWD50 2018 - Metadata: It's boring. We're bad at it. So let's automate it!

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Stephen Ludlow (OpenText)

Metadata – or information about information – might be as problematic as it is
critical. Metadata can streamline business processes, improve employee
satisfaction and help to govern our most valuable assets – in other words, it has the power to transform government.

Unfortunately, we humans are terrible at applying metadata. This leads to
adoption issues and the demise of so many well-intentioned and potentially
transformative Information Management (IM) projects.

Fortunately, there are new digital tools that can create and apply metadata.
These new tools allow metadata to be determined in the background, based on rules specific to the business processes. Humans are removed from the process and we’re left with the benefits of properly categorized and structured data, ready to be used in citizen-facing services, new analytics activities, and in facilitating transparency and compliance.

This presentation, perfect for a non-technical audience, will focus on how AI
and integrations can be used to automate the creation and application of
metadata and why it’s important for enabling the next generation of
government services. It will also detail the benefits and challenges governments are facing as they transform the way they manage their digital assets.

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FWD50 2018 - Metadata: It's boring. We're bad at it. So let's automate it!

  1. 1. Metadata: It’s boring. We’re bad at it. So let’s automate it! Tuesday, November 13, 2018| Stephen Ludlow, VP Product Marketing
  2. 2. OpenText Confidential. ©2018 All Rights Reserved. 2 Why is it easier to find a toaster than it is to find a document?
  3. 3. OpenText Confidential. ©2018 All Rights Reserved. 3 We use metadata everyday Metadata is structured information about…. INFORMATION
  4. 4. OpenText Confidential. ©2018 All Rights Reserved. 4 We use metadata everyday Metadata powers our ability to filter, sort and query Metadata is critical when there are a lot of similar results
  5. 5. OpenText Confidential. ©2018 All Rights Reserved. 5 We use metadata everyday Metadata is also the foundation for the analytics that contextualizes more information to create a compelling user experience
  6. 6. OpenText Confidential. ©2018 All Rights Reserved. 6 Documents are hard to find • They tend to be similar • We don’t apply metadata • We have personal views on organization
  7. 7. OpenText Confidential. ©2018 All Rights Reserved. 7 Toasters want to be found! There is another reason we can find toasters
  8. 8. OpenText Confidential. ©2018 All Rights Reserved. 8 Users are not incented to apply metadata In fact – they are terrible at it
  9. 9. OpenText Confidential. ©2018 All Rights Reserved. 9 Best practices for the best results Agenda Metadata Methods for Automating Metadata What to use when Call to Action 4 ways to make it happenMore than finding
  10. 10. OpenText Confidential. ©2018 All Rights Reserved. 10 Metadata and Compliance What you need • Know what you have • Apply retention and deletion policies • Facilitate collection, e-discovery and legal holds • Archiving and deletion reviews, auditing, and reporting The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay Right to erasure (‘right to be forgotten’) Art. 17 GDPR
  11. 11. OpenText Confidential. ©2018 All Rights Reserved. 11 Invoice Verification Processing Processing Sales Orders Processing Mailroom for HR Delivery Notes Processing Create Vendor Invoice Create Sales Order File HR document Create Goods Receipt Finance Fulfillment HCM Warehouse Capture & Automation EDI Email Paper Fax Business Network Metadata for Automating Business Process
  12. 12. OpenText Confidential. ©2018 All Rights Reserved. 12 Metadata for Context Campaign & Lead Gen Opportunity & Quote Sales Order Engineering (Project) Production & Delivery Service Quote Product Information Collaterals Leads Sheets Contract Product Specisfication Sales Order Order Confirmation Requirements Specification Enginering Drawings Project Documentation Detailed Specification Purchase Orders Material Requirements Quality Inspections Case / Problem Documentation Customer emails Solution Description Legacy System Example Value Chain Opportunity to Revenue
  13. 13. OpenText Confidential. ©2018 All Rights Reserved. 13 Content Business-Critical Documents • Financial documents • Contracts • HR Documents • Invoices, etc. = Value Better Outcomes • Increased Productivity • Improved User Experience • Better/Faster Decisions Automatically Relate Content • Related Documents • Drafts, Decision, Minutes and Notes • Relation to structured data and process + Context Security - Lifecycle - Findability - Integration
  14. 14. OpenText Confidential. ©2018 All Rights Reserved. 14 Best practices for the best results Agenda Metadata Methods for Automating Metadata What to use when Call to Action 4 ways to make it happenMore than finding
  15. 15. OpenText Confidential. ©2018 All Rights Reserved. 15 1 - Machine Learning - Part 1
  16. 16. OpenText Confidential. ©2018 All Rights Reserved. 16 §Date: Jan 21. 2013 §Amount: 332,29 $ §Order-Nr: X-44277 §Supplier: Mueller & Friends §Address: 130 First Ave Intelligent Capture ENRICH METADATA
  17. 17. OpenText Confidential. ©2018 All Rights Reserved. 17 Identification of document type Invoice Delivery Note Order Others By content By structure By rule Document classification
  18. 18. OpenText Confidential. ©2018 All Rights Reserved. 18 Searching for basic information on the document Date: Jan 21. 2013 Amount: 332,29 $ Order-Nr: X-44277 Supplier: Mueller & Friends Invoice Rule based Adaptive Zonal Data Extraction
  19. 19. OpenText Confidential. ©2018 All Rights Reserved. 19 1 - Machine Learning - Part 1 2 - Content Analytics
  20. 20. OpenText Confidential. ©2018 All Rights Reserved. 20 §Concept: non-disclosure agreement §Concept: confidential information §Persons: Robert Hartley, JerryRobinson §Places: London, United Kingdom, §Organizations: OpenText Corporation §Categories: Litigation Support §Categories: Software & Computer Services §Categories: Research and Development Content Analytics ENRICH METADATA
  21. 21. OpenText Confidential. ©2018 All Rights Reserved. 21 Create Metadata with Content Analytics … Waterloo, ON – 2018-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management1 report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  22. 22. OpenText Confidential. ©2018 All Rights Reserved. 22 … places… Waterloo, ON – 2018-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  23. 23. OpenText Confidential. ©2018 All Rights Reserved. 23 … people … Waterloo, ON – 2018-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  24. 24. OpenText Confidential. ©2018 All Rights Reserved. 24 … organizations … Waterloo, ON – 2018-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  25. 25. OpenText Confidential. ©2018 All Rights Reserved. 25 … dates, symbols and other entities … Waterloo, ON – 2018-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  26. 26. OpenText Confidential. ©2018 All Rights Reserved. 26 … relevant keywords … Waterloo, ON – 2014-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  27. 27. OpenText Confidential. ©2018 All Rights Reserved. 27 … Document Types… Waterloo, ON – 2014-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…) < Press Release/>
  28. 28. OpenText Confidential. ©2018 All Rights Reserved. 28 … so in the end … < Content Analytics Metadata> <Doc Type>Press Release</Doc Type> <Topic> Enterprise Information Management </Topic> <Topic> Information Governance </Topic> <Topic> Analysts Report </Topic> <People>Muhi Majzoub</People> <Organization>OpenText</Organization> <Organization>NASDAQ</Organization> <Organization>TSX</Organization> </Content Analytics Metadata> Waterloo, ON – 2014-10-20 – OpenText™ (NASDAQ: OTEX, TSX: OTC), the global leader in Enterprise Information Management (EIM), today announced that it has been positioned as a leader in Gartner's Magic Quadrant for Enterprise Content Management report (…) Our Content Suite offers an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise”, said Muhi Majzoub, senior vice president of Engineering at OpenText (…)
  29. 29. OpenText Confidential. ©2018 All Rights Reserved. 29 1 - Machine Learning - Part 1 2 - Content Analytics 3 - Machine Learning - Part 2
  30. 30. OpenText Confidential. ©2018 All Rights Reserved. 30 Auto-Classification Machine Learning that applies classification metadata Exemplars 25-50 Documents Per Classification Test Documents 25-50 Documents Per Classification
  31. 31. OpenText Confidential. ©2018 All Rights Reserved. 31 1 - Machine Learning - Part 1 2 - Content Analytics 3 - Machine Learning - Part 2 4 - Integration
  32. 32. OpenText Confidential. ©2018 All Rights Reserved. 32 Templates Based on Business Objects Folder and Metadata Templates specific to the object in the lead applications • Accounts • Products • Opportunities • Etc.
  33. 33. OpenText Confidential. ©2018 All Rights Reserved. 33 Leverage Integration for Metadata An account workspace is auto-created for the salesforce account. Account Details are synchronized as metadata
  34. 34. OpenText Confidential. ©2018 All Rights Reserved. 34 Best practices for the best results Agenda Metadata Methods for Automating Metadata What to use when Call to Action 4 ways to make it happenMore than finding
  35. 35. OpenText Confidential. ©2018 All Rights Reserved. 35 Digital business Process productivity • Extend content services into business process • High-end DM • Repeatable collaboration • Intelligent capture and automation • Records management • Archiving Digital workplace User productivity • Content creation and retrieval • Communication • Ad-hoc collaboration and sharing • Good-enough lifecycle management Connects content to your digital business METADATA
  36. 36. OpenText Confidential. ©2018 All Rights Reserved. 36 Digital Workplace Apply basic retention policies on content through rules and machine learning Autoclassification Enrich documents with additional metadata to provide better search experience, faceted drill down and turn search into find Content Analytics Do not ask users to do something they will not do! Apply Metadata
  37. 37. OpenText Confidential. ©2018 All Rights Reserved. 37 Digital Business Business Applications Productivity Suites Productivity Suites Case Applicatoins Cloud Services Platforms Applications Content Services salesforce salesforce Automate Metadata through integration
  38. 38. OpenText Confidential. ©2018 All Rights Reserved. 38 Metadata and AI Come Together AI-Augmented Capture can leverage business taxonomies to organize and optimize customer information Machine Learning can monitor the omni- channel and optimize the customer journey Analytics increases visibility, reduces or eliminates duplicated or incomplete customer information Natural Language Processing can analyze customer documents to reduce risk and ensure compliance with regulations such as GDPR, HIPAA, etc 1 2 4 3 Half of all companies lose customers due to on-boarding
  39. 39. OpenText Confidential. ©2018 All Rights Reserved. 39 Metadata Capture and Filing Guiding user experience Handling common service requests Compiling and Analyzing CC TV Route Service Requests Identifying fraudulent claims Listening to social media for public feedback Scheduling Meetings Early identification of spreading diseases Preventing Cyber Attacks The Future – Metadata + AI GOVERNMENT CAN USE AI FOR…
  40. 40. OpenText Confidential. ©2018 All Rights Reserved. 40 CALL TO ACTION
  41. 41. OpenText Confidential. ©2018 All Rights Reserved. 41 Pick Your Battles 1. Match use cases and connect content to your digital business 2. Use business process and integration for the best metadata 3. Good enough for the rest is really good enough
  42. 42. OpenText Confidential. ©2018 All Rights Reserved. 42 Think Automation • New opportunities with Intelligent Capture driven by AI • Metadata can drive straight through processing for many swivel chair processes today
  43. 43. OpenText Confidential. ©2018 All Rights Reserved. 43 Let the Data Lead • Allow the structured data from applications to define metadata • Reduce the time and effort for metadata definition
  44. 44. OpenText Confidential. ©2018 All Rights Reserved. 44 QUESTIONS
  45. 45. OpenText Confidential. ©2018 All Rights Reserved. 45 IM Modernization Organizations are investing in: • Digital transformation and creating new business models • Cloud-first for upgrades and re-platforms • AI and Automation • API’s, Integrations and Applications Automating the creation and application of metadata can be tied to all of these initiatives Closing Thoughts
  46. 46. OpenText Confidential. ©2018 All Rights Reserved. 46 opentext.com twitter.com/Ludlow_at_work linkedin.com/in/stephenvmludlow/ Thank you

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