[Webinar Slides] Finding the Right Information in Your Stockpiled Content

Underwri(enby: Presentedby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

FindingtheRightInforma(oninyourStockpiledContent

PresentedMarch1,2017

FindingtheRightInforma(oninyourStockpiledContent

AnAIIMWebinarpresentedMarch1,2017


KevinParker,CIPDirectorofInforma.onManagementStrategy

NEOSTEK

FredSassSr.Director,ProductMktg

Por9olioProductsOpenText

Host:TheresaResek,CIPDirectorAIIM

Today’sSpeakers


KevinParker,CIP

DirectorofInformaKonManagementStrategy

NEOSTEK

IntroducingourFeaturedSpeaker


TheProblem:Informa(onChaos


WhereISThatContent?

Help!Ican’tfindtherightinforma.on!

Help!Isentthewrongversion!

Help!Thisistakingtoolong!!!


http://info.aiim.org/finding-the-right-information


GrowingInforma(onVolume,Velocity,Varity

§  90%oftheworld’sdatawascreatedinthepast2years.§  EnterpriseinformaKonconKnuestogrowexponenKally.

World’sDataVo

lume

Time

Last2Years


FindingAidsareaNecessity


SomeMythsAboutTechnology

§  Storageischeap,sokeepeverythingforever!No,itisn’t.

§  Searchenginescantakecareoffindability.Notalone.

§  Machine-learningcantakecareofalltheorganizaKonstuffineverysituaKonwithnohumaneffort.Notexactly(butit’sgeIngcloser!).


WhatMakesInforma(onFindable

ManualInforma(onOrganiza(on

Requiresenormousdiscipline.Breaksdownquicklyasmorepeopleareinvolvedandvolumesgrow.

SearchEngines Canindexlargevolumesforkeywordsearches.Insufficientforfast-growingvolumesandcomplexity.

ManualTagging+Search RequiresmoreeffortfromallinformaKonusers.Inefficient,inconsistent,andunlikely.

Informa(onArchitecture+AdvancedContentTools

Setsuporganizingandtaggingframeworktobeleveragedbyadvancedcontenttechnologies.Scalableandreliableforgrowinginfovolumes.


DesigntheInforma(onArchitecture


WhatisInforma(onArchitecture?

§  IAis“thepracKceofdecidinghowtoarrangethepartsofsomethingtobeunderstandable.”

—TheInformaKonArchitectureInsKtute(2017)§  AttheintersecKonofContent,Context,andUsers

§  Definessystemsfororganizing,labeling,navigaKng,andsearchinginformaKon


GetInforma(onOrganized

§  WhattypesofinformaKonarewemanaging?§  Wheredotheyfitinthebusinesscontext(businessprocesses,casemanagement,informaKonlifecycle,etc.)?

§  Foreachtypeorprocess,whatistheSinglePointOfTruth(theSPOT)?

§  HowshouldtheinformaKonbeorganizedandlabeled?


DetermineKeyMetadata

§  Whatpiecesofmetadataarerequiredto:§  IdenKfyanddescribetheinformaKon?§  RelateittootherinformaKon?§  ManagetheinformaKonlifecycle?

§  WhichmetadatacanbeaddedautomaKcallybasedoncontext?

§  Doanypiecesofmetadataabsolutelyrequireuserinput?§  DothisupfrontandimproveiteraKvely.


WaystoIden(fyKeyMetadata

§  LookinyoursearchanalyKcsatthetop100+queryterms.§  Whattermsleadtosuccessfulsearches?§  Whatisthefailurerate?§  Whichtermsaresynonymsoralternateforms?

§  Conductbusinessanalysiswithinterviews,quesKonnaires,workshops,and/orsysteminvesKgaKon.


DevelopIAAr(facts

Examples:§  Taxonomyoftermsthatdescribeandstructurecontentandrelatedprocesses(includingalternateterms)

§  BusinessclassificaKonscheme§  InformaKonsystemandrepositorymaps§  Anythingthathelpscontentmanagementtoolsknowwhattolookfor


Example:CaseManagement

§  IdenKfythemetadata:§  DoeseachcasehaveauniqueID?§  ArethereenKKes(peopleororganizaKons)thatrelateto

oneormorecases?DotheyhaveuniqueIDs?§  AretherearKfacts(evidence,workproducts,etc.)for

eachcase?§  Mustdates,usernames,status,etc.becaptured?

§  IdenKfywhatcanbeaddedautomaKcallyascontentiscaptured.


LeverageTechnologytoImproveFindability


UseContentAnaly(cs&Auto-Classifica(on

§  ContentanalyKcstoolsprocessrepositoriesofdigitalinformaKonandusagedatatoidenKfyrelevantmetadata,relaKonships,insights.

§  Auto-classificaKontoolsusemetadatafromcontextoranalyKcstoapplyautomaKcallybasedonrulesormachine-learning.

§  InformaKonworkflowtoolsusemetadatatodeterminewheretoroutecontent.


UseAdvancedSearch

§  Keywordsearchisjustthebeginning.§  ConceptsearchlooksforinformaKonthatisconceptuallysimilartothesearchquery,allowingalsoforvariaKonsinspelling,wordstems,synonyms,etc.

§  Facetedsearchallowsrefinementbasedonmetadatacategories,tags,contenttypes,etc.


Con(nueImprovingMetadataandIndexes

§  MonitorsearchanalyKcs,userfeedback,andchangesintheorganizaKontoidenKfynecessarymetadatachangesandimprovements.

§  Updateindexes,searchtools,andnavigaKonwiththeimprovedmetadataautomaKcally.

§  ProvidesomehelptousersinhowtosearchtheirinformaKonbe(er(andgetmorefeedback).


WhenShouldTheseToolsBeLeveraged?

§  CategorizeandlabelinformaKonautomaKcallyatcapturewheneverpossible.

§  Applythesametechniquestostockpiledcontenttomakeitmorefindable.


ImprovetheSearchExperience

Marvel’sAgentsofS.H.I.E.L.D./ABCStudios


ImproveSearch

§  Goodsearchdoesnothappenifyou“setitandforgetit”.§  ContentanalyKcs,classificaKon,indexing,andadvanced

searchtoolscombinetoprovidemuchbe(ersearchresults.

§  Allowrefinementbasedonfacets,contenttypes,dates,orothermeaningfulwaysofsearching.

§  Aggregateanddisplayrelated,relevantinformaKonwhereuserswork.


RealizeOtherInforma(onGovernanceBenefits


OtherInforma(onGovernanceBenefits

§  ROTRemoval§  Be(erSecurity§  ProtecKngSensiKveInformaKonandPrivacy§  eDiscovery,LegalHolds,andFOIA§  FutureMigraKons


Summary

§  DoinformaKonarchitecturetoidenKfytherightmetadata.

§  Leveragetherightcontenttoolstoapplymetadata,indexcontent,andsearchinformaKon.

§  MonitorandmakeconKnuousimprovements.§  RealizeotherimportantinformaKongovernancebenefits.


ThankYou!

J.KevinParker,CIP§  Work: www.neostek.com§  Blog: www.JKevinParker.com§  Twi(er: @JKevinParker

http://www.neostek.com

http://www.jkevinparker.com

https://twitter.com/JKevinParker


FredSass

Sr.Director,ProductMktgPor`olioProducts

OpenText

IntroducingourSpeaker

Four Common Practices of companies that successfully enable staff to find the right information in stockpiled content

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

Don’t think of Enterprise Content Management as a one-way repository No. 1 COMMON

PRACTICE

§  Focus is on using content and extracting insight

§  “Content in context”

§  Enabler of digital transformation

Understand what’s frequently being looked for in your firm No. 2 COMMON

PRACTICE

§  Get reporting on commonly accessed documents

§  Talk to users. Frustrations?

§  Only then apply technology solutions

MonthlyViews

View

s

Month

MostCommented TopRequesters(YTD)Ranking1234

EmployeeMarilynAbdulSteveJian

Views56251021061

Commen

ts

DocumentNames

Classifica(on

#Do

cs

Contracts-Customers

Contracts-Suppliers

Affidavits

Invoices

3,241

2,722

1,988

917

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

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

Recap Don’t think of Enterprise Content Management as a one-way repository No. 1 COMMON

PRACTICE

Understand what’s frequently being looked for in your firm No. 2 COMMON

PRACTICE


Proactively auto-classify, re-classify, re-categorize, etc.


Apply technology to smartly (and holistically) look for information

To learn more

www.opentext.com/edocs

blogs.opentext.com/finding-right-information-stockpiled-content/

http://www.opentext.com/edocs

http://blogs.opentext.com/finding-right-information-stockpiled-content/


#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

TakeyourskillstothenextlevelbylearningbestpracKcesandtechnologiesformanagingcontentacrosstheenterprisewithAIIM’sEnterpriseContentManagementtrainingcourse.

Visit:AIIM.org/ECMTraining

TakeyourskillstothenextlevelbylearningbestpracKcesandtechnologiesforautomaKngrecordsmanagementwithAIIM’sElectronicRecordsManagementtrainingcourse.

Visit:AIIM.org/ERMTraining

http://www.aiim.org/Education-Section/Deep-Dives/Deep-Dive-ERM


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AIIMbelievesthatinforma(onisyourmostimportantasset.Learntheskillstomanageit.

OurmissionistoimproveorganizaKonal

performancebyempoweringacommunityofleaderscommi(edto

informaKon-driveninnovaKon.

Learnmoreatwww.aiim.org

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