Enterprise Taxonomy Planning and Structure: A Case Study

Tom Moss – Security Mutual Life Insurance Co. of New York Gene Stakhov – enChoice, Inc.

“Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.”

--Gartner

Information Governance

Source: http://www.edrm.net/resources/guides/igrm

•  Digital disruption •  Key imperatives

–  Stay competitive through productivity and cost savings –  Increase growth through customer centricity –  Protect customer content and data through security and

compliance

•  Stay away from data silos! •  ECM Foundation Strategy

Unified ECM Foundation

http://www.slideshare.net/IBMECM/ecm-content-platform-story-july-14-final-for-content-zone-51363628)

“The hierarchical classification of entities of interest of an enterprise, organization or

administration, used to classify documents, digital assets and

other information”

-Wikipedia(Corporatetaxonomy)

Taxonomy

•  Objects and Classes –  Inheritance –  Specialization

•  Controlled Vocabulary –  Master Data Management –  Metadata

•  Standard Security Model –  Directory Service –  Access Control

Standardization

•  Content-Centric •  Organizational •  Functional

Design Style Choices

Content-Centric

Organizational

Functional

•  Class hierarchy –  Content Grouping –  Security Concerns

•  Taxonomy Elements –  Metadata (Properties, Fields) –  Vocabulary Control (ChoiceLists, Picklists, Validation)

•  Enterprise RM Program –  Corporate Policy & Procedures –  Records Retention Schedule

Security Mutual Life

•  Plan Ahead –  It’s not just about keeping it, it’s about managing it… –  Approach like a game of pool –  Consider security –  Consider retention & disposition

•  Consider the Users –  They own it! You don’t… –  Meet and confer –  Consider their needs –  Get them engaged in their records/content

Planning

•  Intuitive thinking –  On-Boarding Process –  Feedback Loop

•  Technology –  Capture Method –  Content Management System – Repository –  Records Management System – File Plan Management

•  Experienced Partner(s) –  Internal Support (IT, Legal, Compliance, Business Units) –  External S.M.E.

Implementation

•  What did this buy us? – Moving away from storing and retrieval – Process Improvement – Big picture, but baby steps

Return on Investment

–  Technical underpinning

of information governance

–  Metadata, structure, relationships and security

–  A looking glass into ops of your organization

Summary

Lifecycle

Analytics

Process

Search/ Retrieval

Capture

Security

taxonology! •  Not taxonomy…