In association with:

The “Search” for a Unified

View of Private and Public

Information.

In association with: Presented by: Helen L. Mitchell

Agenda

1. Definitions

2. Content Findability

3. Search Technologies & Examples

4. Challenges & Benefits

5. Search Trends

6. Best Practices

7. Keys to Success

8. Technologies to Watch

9. Questions & Answers

In association with: Presented by: Helen L. Mitchell

What is Cloud Computing?

•Using the internet to access technology-enabled

services which must be 'massively scalable‘. Ex. Each time I

log into Facebook, or search for flights online, I am taking advantage of cloud computing.―

•Using a 3rd party service to perform computing

needs on a publicly accessible Internet (cloud) basis.

•Incorporates SaaS, Web 2.0 and other well-known

technology trends.

•Common theme is reliance on the Internet for

satisfying the computing needs of the users...

In association with: Presented by: Helen L. Mitchell

Terms

1. Definition by AIIM Market IQ

2. Definition by CMS Watch

3. A Federated Search Primer – Part II

4. Deep Web Technologies

• Reliable and complete retrieval of content based on user need, i.e. everything relevant is recalled (recall) while simultaneously returning only that content relevant to the user‟s focus (precision), thus eliminating the review of irrelevant content by the user.

1

Findability

• Systems…within an organization…seeking information held internally…in a variety of formats and locations, including databases, document management systems, and other repositories.

2

• Content is pre-indexed, simultaneously searched, and displayed to authorized users.

Enterprise Search (ES)

• The process of performing a simultaneous real-time search of multiple diverse and distributed sources from a single search page, with the federated search engine acting as intermediary.

3

Federated

Search (FS)

• The set of web-sites and their documents that cannot be accessed via crawler-type search engines such as Google. Deep web content typically lives inside of databases, and is accessed through search forms.

4 It is also referred to as the

Hidden or Invisible Web.

Deep Web

• SW written to access a content source that must know the URL of the source, how to send search commands, its search syntax, & how to process the search results returned from a source.

5Connector

In association with: Presented by: Helen L. Mitchell

Social Computing – Web 2.0 Era

(Source: “Leveraging Web 2.0 in Government” - E-Government Technology Series, IBM Center for the Business of Government, by Ai-Mei Chang and P. K. Kannan)

In association with: Presented by: Helen L. Mitchell

What is a Unified View?

Unified Search

Internet Intranet

Databases

Network Shares

IT Apps, Data Whse

Publications

Subscription DBs

Portals

Audio, Video

CMS, DMS

Social Media,

Wikis, Blogs

Cloud

Centralized &

Integrated View

of Content

Sources

In association with: Presented by: Helen L. Mitchell

Why Consider Enterprise Search?

Provide an integrated query solution with a simplified UI across

disparate content (DBs, File Shares, eMail, Web, Social Media…)

Improve access, ‘findability’ & analysis of relevant content

Integrate search across applications based on business needs

Facilitate research, alerts, marketing products & services & ideas

Integrate established nomenclature & data standards

Add capabilities to further Mission/Vision

Taxonomies, Categorization, Collaboration & BI Tools

Limit access based on network security

In association with: Presented by: Helen L. Mitchell

Findability Issues

AIIM Market IQ Research on Findability (of 528 end users):

50% believe Findability in their organization is ―Worse to Much Worse‖

than their consumer-facing web sites

49% have no formal goal for Enterprise Findability within their

organizations

49% ―Agreed or Strongly Agreed‖ that finding the information to do

their job is difficult and time consuming

69% believe less than 50% of their organization's information is

searchable online

36% reference five or more systems in any given week

Source: AIIM Market Intelligence, 2008

In association with: Presented by: Helen L. Mitchell

Managing Information Overload

Technologies to consider to analyze & manage information:

Enterprise Search

Federated Search

Vertical Search

Expert Search

Social Media – Collaboration & Transparency

Geo-spacial search

Mashups

Sentiment Analysis

Taxonomy Management

Context Summaries

Aggregated Search

Business Intelligence

NOTE: Presentation of Results and Relevancy Ranking is Critical

In association with: Presented by: Helen L. Mitchell

Typical Silo Approach Search

Courtesy of MuseGlobal, Inc.

In association with: Presented by: Helen L. Mitchell

Aggregation Examples

Aggregate search results from multiple search engines by

running a single query: Joongel

In association with: Presented by: Helen L. Mitchell

Portal Aggregation Example

For Portal Devices

Courtesy of IBM Websphere

In association with: Presented by: Helen L. Mitchell

Federated „Master Index‟ Search

Index content from multiple data sources into a single master

search index

Queries & results come from that one master index

Many Enterprise Search products integrate Federated Search via

‗connectors‘ to accomplish this (ex., FAST, Autonomy, Endeca)

Source: New Idea Engineering, Inc.

In association with: Presented by: Helen L. Mitchell

Federated „Data Silos‟ Search

‗Search federator‘ process queries of each data source silo

Transforms the users search terms to match each content source's

requirements

Submits the query to each of the sources simultaneously

Merges each source‘s results together - a single look and feel

Maintains no indices of its own, relies upon the capabilities of all the linked

systems

Source: New Idea Engineering, Inc.

In association with: Presented by: Helen L. Mitchell

Federated Search Example(uses Deep Web Technologies)

In association with: Presented by: Helen L. Mitchell

Federated Search Example

Courtesy of MuseGlobal, Inc.

In association with: Presented by: Helen L. Mitchell

Surface vs. Deep Web Search

Popular search engines (Google, Yahoo…) ―crawl‖ surface web

FS can drill down to the deep web where specialized content (i.e., scientific and technical databases) reside

Deep Web FS Examples:www.completeplanet.com -70,000+ searchable DBs &

specialty search engines

www.science.gov- federates U.S. federal agency science

informationhttp://imlsdcc.grainger.uiuc.edu/- Institute of Museum & Library

Services (IMLS) - Digital

Collections & Content

w/descriptions of digital

resources developed by IMLS

granteesSource: Juanico-Environmental Consultants, Ltd.

In association with: Presented by: Helen L. Mitchell

Vertical Search Engine

Searches for a particular niche i.e., a specific industry, topic, type

of content (e.g., scientific research, travel, movies, images,

blogs)

Example: www.vetseek.info - is a search engine focusing on veterinary science and related

topics

In association with: Presented by: Helen L. Mitchell

Vertical Search Example(uses FAST ESP )

In association with: Presented by: Helen L. Mitchell

Generate Summaries Example

Context Organizer instantly generates summaries of web

pages, documents, search results and Outlook

In association with: Presented by: Helen L. Mitchell

Improve Relevancy

Develop a consistent structure to more effectively manage &

utilize content assets to improve business processes

Use a Taxonomy Management Tool to increase Precision &

Recall

Enhances Personalization of Results

Ex. Concept Searching‘s Concept Classifier Taxonomy Management Tool

In association with: Presented by: Helen L. Mitchell

Barriers to Change

Legal/Policy – implications publishing drafts, informal

conversations, FOIA, governance framework, free tool

offers

Leadership/Champions - funding, reinforcement,

behavior support, recurring engagement w/audiences

Resources – shortage of Subject Matter Experts (SMEs)

Culture – punishes risk-takers, innovators not rewarded

Divergent Roles - don‘t recognize need for Subject

Matter Experts

Multiple Missions – silos, legacy systems

Operational Diversity – lack infrastructure standards

Changing Technology – inflexible complex systems

Adapt to Change Limited – no strategy plan, vision

In association with: Presented by: Helen L. Mitchell

Challenges

Lack of data standardization

Each source has a unique access method & needs translation

Metadata mapping between search engine and underlying

systems

Access methods to sources may change

Requires an interface rewrite or modification

Rules for error handling

Ex. Query term not available—exclude the query, the

repository, or proceed without the term?

Ex. Timeouts or connection problem

Complex searches usually not available

Fielded searches

In association with: Presented by: Helen L. Mitchell

FDA Case Study Success(Federated „Master Index‟ Search System)

ACTIONS RESULT

Started small with high ‘pain points’

Increased productivity & popularity

Modified business processes*

Standardized nomenclature increased efficiencies

Users across organizationcould find content in silos

Produced more timely and QUALITYwork products

Indexed structured & unstructured content repositories with documentlevel security

Grew from 1 repository of 500 documents to 50 repositories with 30+ million documents & data. Usersaccess based on ‘need to know’.

Introduced standardized search web services into applications

Decreased development time and costs, increased management & user acceptance, integrated in more applications

Increased user awareness through training, newsletters and meetings

Used more & content added. Search requirements gathered at BEGINNING of project development.

In association with: Presented by: Helen L. Mitchell

Gov 2.0 Search Trends

Integrate Enterprise Search (ES) w/ECM & KM Promote Collaboration

Personalize Search for ‗Communities of Practice‘

High Precision & Recall

Integrate ES & IT Applications via web services

Integrate Information Discovery & Collaboration

Tools

Provide Trend Analyses

Build Federated Search w/3rd Party Social Media

products

Integrate Knowledge, Resource DBs, & People

to Forecast Staffing

In association with: Presented by: Helen L. Mitchell

Felon Search – SharePoint Webparts

In association with: Presented by: Helen L. Mitchell

Best Practices

Strategically rethink how to deliver your mission, start small and just DO IT!

Recruit and train talented N-Geners

Use Search Technologies on internal and/or external sites, cloud, social media

Develop Governance: Overhaul Organization Websites, Integration Policies, UI, etc. if needed

Leverage lessons learned to reduce project cycles, increase trust and empower communities

In association with: Presented by: Helen L. Mitchell

Keys to Success

Educate the organization

Initiate a pilot project

Train & Engage Decision Makers & Stakeholders

Evaluate existing enterprise technologies compatibility with

Aggregation strategy

Create policies that maximize the benefits of adopting

Strategy Plan

Embrace a culture of collaboration by continually evolving

how interaction happens with internal and external

stakeholders

Measure results by establishing key performance indicators

In association with: Presented by: Helen L. Mitchell

Top Technologies to Watch

According to Gartner the 2010 technologies are:

1. Cloud Computing

2. Advanced Analytics

3. Client Computing

4. Reshaping the Data Center

5. Social Computing

6. Security

7. Flash Memory

8. Virtualization for availability

9. Green IT

10. Mobile Applications

In association with: Presented by: Helen L. Mitchell

Contact Info

THANK YOU!

Helen L. Mitchell, Principal

Team Technology Inc.

819 7th St., N.W., Suite 300

Washington, D.C. 20001

(202) 842-3340 (office)

(202) 842-3361 (fax)

(202) 422-6770 (mobile)

hmitchell@teamtechnologyinc.com

SBE & SBA 8(a) HUBZone, MBE: VA &

MD; LDSBE