[webinar slides] finding the right information in your stockpiled content
TRANSCRIPT
Underwri(enby: Presentedby:
#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt
FindingtheRightInforma(oninyourStockpiledContent
PresentedMarch1,2017
FindingtheRightInforma(oninyourStockpiledContent
AnAIIMWebinarpresentedMarch1,2017
Underwri(enby: Presentedby:
KevinParker,CIPDirectorofInforma.onManagementStrategy
NEOSTEK
FredSassSr.Director,ProductMktg
Por9olioProductsOpenText
Host:TheresaResek,CIPDirectorAIIM
Today’sSpeakers
Underwri(enby: Presentedby:
KevinParker,CIP
DirectorofInformaKonManagementStrategy
NEOSTEK
IntroducingourFeaturedSpeaker
Underwri(enby: Presentedby:
TheProblem:Informa(onChaos
Underwri(enby: Presentedby:
WhereISThatContent?
Help!Ican’tfindtherightinforma.on!
Help!Isentthewrongversion!
Help!Thisistakingtoolong!!!
Underwri(enby: Presentedby:
Underwri(enby: Presentedby:
GrowingInforma(onVolume,Velocity,Varity
§ 90%oftheworld’sdatawascreatedinthepast2years.§ EnterpriseinformaKonconKnuestogrowexponenKally.
World’sDataVo
lume
Time
Last2Years
Underwri(enby: Presentedby:
FindingAidsareaNecessity
Underwri(enby: Presentedby:
SomeMythsAboutTechnology
§ Storageischeap,sokeepeverythingforever!No,itisn’t.
§ Searchenginescantakecareoffindability.Notalone.
§ Machine-learningcantakecareofalltheorganizaKonstuffineverysituaKonwithnohumaneffort.Notexactly(butit’sgeIngcloser!).
Underwri(enby: Presentedby:
WhatMakesInforma(onFindable
ManualInforma(onOrganiza(on
Requiresenormousdiscipline.Breaksdownquicklyasmorepeopleareinvolvedandvolumesgrow.
SearchEngines Canindexlargevolumesforkeywordsearches.Insufficientforfast-growingvolumesandcomplexity.
ManualTagging+Search RequiresmoreeffortfromallinformaKonusers.Inefficient,inconsistent,andunlikely.
Informa(onArchitecture+AdvancedContentTools
Setsuporganizingandtaggingframeworktobeleveragedbyadvancedcontenttechnologies.Scalableandreliableforgrowinginfovolumes.
Underwri(enby: Presentedby:
DesigntheInforma(onArchitecture
Underwri(enby: Presentedby:
WhatisInforma(onArchitecture?
§ IAis“thepracKceofdecidinghowtoarrangethepartsofsomethingtobeunderstandable.”
—TheInformaKonArchitectureInsKtute(2017)§ AttheintersecKonofContent,Context,andUsers
§ Definessystemsfororganizing,labeling,navigaKng,andsearchinginformaKon
Underwri(enby: Presentedby:
GetInforma(onOrganized
§ WhattypesofinformaKonarewemanaging?§ Wheredotheyfitinthebusinesscontext(businessprocesses,casemanagement,informaKonlifecycle,etc.)?
§ Foreachtypeorprocess,whatistheSinglePointOfTruth(theSPOT)?
§ HowshouldtheinformaKonbeorganizedandlabeled?
Underwri(enby: Presentedby:
DetermineKeyMetadata
§ Whatpiecesofmetadataarerequiredto:§ IdenKfyanddescribetheinformaKon?§ RelateittootherinformaKon?§ ManagetheinformaKonlifecycle?
§ WhichmetadatacanbeaddedautomaKcallybasedoncontext?
§ Doanypiecesofmetadataabsolutelyrequireuserinput?§ DothisupfrontandimproveiteraKvely.
Underwri(enby: Presentedby:
WaystoIden(fyKeyMetadata
§ LookinyoursearchanalyKcsatthetop100+queryterms.§ Whattermsleadtosuccessfulsearches?§ Whatisthefailurerate?§ Whichtermsaresynonymsoralternateforms?
§ Conductbusinessanalysiswithinterviews,quesKonnaires,workshops,and/orsysteminvesKgaKon.
Underwri(enby: Presentedby:
DevelopIAAr(facts
Examples:§ Taxonomyoftermsthatdescribeandstructurecontentandrelatedprocesses(includingalternateterms)
§ BusinessclassificaKonscheme§ InformaKonsystemandrepositorymaps§ Anythingthathelpscontentmanagementtoolsknowwhattolookfor
Underwri(enby: Presentedby:
Example:CaseManagement
§ IdenKfythemetadata:§ DoeseachcasehaveauniqueID?§ ArethereenKKes(peopleororganizaKons)thatrelateto
oneormorecases?DotheyhaveuniqueIDs?§ AretherearKfacts(evidence,workproducts,etc.)for
eachcase?§ Mustdates,usernames,status,etc.becaptured?
§ IdenKfywhatcanbeaddedautomaKcallyascontentiscaptured.
Underwri(enby: Presentedby:
LeverageTechnologytoImproveFindability
Underwri(enby: Presentedby:
UseContentAnaly(cs&Auto-Classifica(on
§ ContentanalyKcstoolsprocessrepositoriesofdigitalinformaKonandusagedatatoidenKfyrelevantmetadata,relaKonships,insights.
§ Auto-classificaKontoolsusemetadatafromcontextoranalyKcstoapplyautomaKcallybasedonrulesormachine-learning.
§ InformaKonworkflowtoolsusemetadatatodeterminewheretoroutecontent.
Underwri(enby: Presentedby:
UseAdvancedSearch
§ Keywordsearchisjustthebeginning.§ ConceptsearchlooksforinformaKonthatisconceptuallysimilartothesearchquery,allowingalsoforvariaKonsinspelling,wordstems,synonyms,etc.
§ Facetedsearchallowsrefinementbasedonmetadatacategories,tags,contenttypes,etc.
Underwri(enby: Presentedby:
Con(nueImprovingMetadataandIndexes
§ MonitorsearchanalyKcs,userfeedback,andchangesintheorganizaKontoidenKfynecessarymetadatachangesandimprovements.
§ Updateindexes,searchtools,andnavigaKonwiththeimprovedmetadataautomaKcally.
§ ProvidesomehelptousersinhowtosearchtheirinformaKonbe(er(andgetmorefeedback).
Underwri(enby: Presentedby:
WhenShouldTheseToolsBeLeveraged?
§ CategorizeandlabelinformaKonautomaKcallyatcapturewheneverpossible.
§ Applythesametechniquestostockpiledcontenttomakeitmorefindable.
Underwri(enby: Presentedby:
ImprovetheSearchExperience
Marvel’sAgentsofS.H.I.E.L.D./ABCStudios
Underwri(enby: Presentedby:
ImproveSearch
§ Goodsearchdoesnothappenifyou“setitandforgetit”.§ ContentanalyKcs,classificaKon,indexing,andadvanced
searchtoolscombinetoprovidemuchbe(ersearchresults.
§ Allowrefinementbasedonfacets,contenttypes,dates,orothermeaningfulwaysofsearching.
§ Aggregateanddisplayrelated,relevantinformaKonwhereuserswork.
Underwri(enby: Presentedby:
RealizeOtherInforma(onGovernanceBenefits
Underwri(enby: Presentedby:
OtherInforma(onGovernanceBenefits
§ ROTRemoval§ Be(erSecurity§ ProtecKngSensiKveInformaKonandPrivacy§ eDiscovery,LegalHolds,andFOIA§ FutureMigraKons
Underwri(enby: Presentedby:
Summary
§ DoinformaKonarchitecturetoidenKfytherightmetadata.
§ Leveragetherightcontenttoolstoapplymetadata,indexcontent,andsearchinformaKon.
§ MonitorandmakeconKnuousimprovements.§ RealizeotherimportantinformaKongovernancebenefits.
Underwri(enby: Presentedby:
ThankYou!
J.KevinParker,CIP§ Work: www.neostek.com§ Blog: www.JKevinParker.com§ Twi(er: @JKevinParker
Underwri(enby: Presentedby:
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
No. 3 COMMON PRACTICE
Proactively auto-classify, re-classify, re-categorize, etc.
No. 4 COMMON PRACTICE
Apply technology to smartly (and holistically) look for information
To learn more
www.opentext.com/edocs
blogs.opentext.com/finding-right-information-stockpiled-content/
Underwri(enby: Presentedby:
#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt
TakeyourskillstothenextlevelbylearningbestpracKcesandtechnologiesformanagingcontentacrosstheenterprisewithAIIM’sEnterpriseContentManagementtrainingcourse.
Visit:AIIM.org/ECMTraining
TakeyourskillstothenextlevelbylearningbestpracKcesandtechnologiesforautomaKngrecordsmanagementwithAIIM’sElectronicRecordsManagementtrainingcourse.
Visit:AIIM.org/ERMTraining
Underwri(enby: Presentedby:
AIIMistheCommunityforInforma(onProfessionals
AIIMbelievesthatinforma(onisyourmostimportantasset.Learntheskillstomanageit.
OurmissionistoimproveorganizaKonal
performancebyempoweringacommunityofleaderscommi(edto
informaKon-driveninnovaKon.
Learnmoreatwww.aiim.org