Taxonomies Improving Business Decisions and Client Service · Taxonomies Improving Business...

Taxonomies Improving Business Decisions and

Client Service

2015-04-28

David Wu, ARMA Spring Workshops 2015,

Ottawa, April 28, 2015.

[email protected] 1

Taxonomies Improving Business

Decisions and Client Service

Taxonomy Basics

Understand ECM/RM Differences with SharePoint 2010 and 2013

How to architect/configure SharePoint 2013 and Content Server AGA

David Wu

ARMA Spring Workshops 2015

April 28, 2015

Agenda

• Taxonomy Basics

• Workshop #1,2: Taxonomy/IA validation methods

• Where Taxonomies Have Implications

• Review Three(3) Classification Methods

• Term Store Basics in SharePoint 2013

• Workshop #3: Classify your own content hands-on

• Bonus Content

David Wu

• Education (B.Comm. Management, BSc.)

• MCSD.Net, MCTS- SharePoint 2010

• AIIM Senior Global SharePoint ECM Trainer

• AIIM Taxonomy and Metadata certificate

• ARMA – Records e-certificate

• VP ConceptSearching Canada

• Sales, Partnerships

• Auto Classification

• Taxonomy Management

• SharePoint 2007/2010/2013/O365


Client Service

2015-04-28



[email protected] 2

Company Profile

• Company founded in 2002

• Provide scalable Enterprise Information Governance Solutions

• Focus on management of structured and unstructured information

• Technology

• Search platform that auto-classifies information repositories

• Automatic concept identification, content tagging, auto-classification, taxonomy management

• Only statistical vendor that can extract conceptual metadata

• 2009 - 2012 – List of ‘100 Companies that Matter in KM’ (KM World Magazine)

Company Profile

• KMWorld ‘Trend Setting Product’ of 2009, 2010 and 2011

• Locations: Canada, US, UK, & South Africa

• Client base: Federal Government, Local Government, Fortune 500/1000 organizations

• Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for and

• PWGSC – Software Licensing Supply Arrangement (SLSA- server or user pricing)

Clients


Client Service

2015-04-28



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What we do

• Deliver the market leading , and functions to create an Enterprise

Information Governance technology platform

• Deliver the only solution with the SharePoint 2010/2013 Term store and managed metadata properties

• Once the platform is implemented it solves some key business issues:1. Improved compliance, security, and governance around enterprise

information

2. Auto-classification, intelligent taxonomy management

3. Improve retrieval and business decisions, search

4. Identification, securing and removal of sensitive information

What we do

1. Classification – Auto-classification • File Shares, websites , Hummingbird

• SharePoint - MOSS 2007, 2010, 2013, O365

• Other repositories (Hummingbird, EMC, Interwoven)

• Structured content - Databases

2. Intelligent Migration of existing content • File Shares, SharePoint, to other targets

• Remove Duplicates

3. Improve Retrieval and Search by tagging everything

4. Taxonomy Management• Semantic Metadata Generation (suggestion engine)

Taxonomy Basics


Client Service

2015-04-28



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Purpose of Taxonomies

Taxonomies are all about organization!

Allows the user to understand the structure of your knowledge domain at one easy glance. (INTUITIVE, PREDICTIVE)

The idea to organize this content and records for navigation, information discovery, and findability is critical for the success of businesses and government entities.

• Easier information management/ records management

• Flexibility to respond to changing needs.

• Foundation for findability and usability.

Why Taxonomies

Visual Knowledge

Retrieval

Records Management

Taxonomy Types

• List

• Tree

• Hierarchy

• Polyhierarchy

• Facets

• Matrix

• System Map

• Chunking and Familiarity

• Familiarization Name a type of taxonomy – uses

familiarization

• FacetsName a few facets within your

organization


Client Service

2015-04-28



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Taxonomy Structure & Usability

• Level 1 – 15^1= 15

• Level 2 – 15^2= 225

• Level 3 – 15^3= 3 375

• Level 4 - 15^4= 50 625

• Level 5 - 15^5= 759 375

7 ± 2 SPAN OF CONTROL

15865 X 3385 = 53 703 025 Classifications!!!!

Taxonomy/ IA Validation Methods

Taxonomy/IA Validation methods

Pre-Design and Post Design (create/validate)

• Card Sorts• Open, Close, Delphi

• Usability

• Scenario Tests

• Who, How, Many, Frequency,


Client Service

2015-04-28



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Card Sorts

• Open or Closed• Topic Cards with subjects

• Pick categories

• Natural categorization patterns

• Closed = supplied categories

Workshop #1Closed Card Sort and the Optimal Card Sort tool

Scenario – Website/ Intranet Content

• IA, Navigation

• Search etc.

Taxonomies

• Program Information

• Getting Help

Beneficial Information • Canadians

• Management

• www

Clients


Client Service

2015-04-28



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19

© 2008 Prescient Digital Media

Not For Distribution or reproduction without written consent – violators will be prosecuted

Closed Card Sorting

About UsEmployee Resources

NewsPolicies,

Forms and

Templates

Job Aids and Tools

Reference Help

20

© 2008 Prescient Digital Media

Not For Distribution or reproduction without written consent – violators will be prosecuted

High Level Information Architecture

About UsEmployee Resources

News

Policies, Forms and

Templates

Job Aids and Tools

Reference Help

Executive Team

Learning and Development

Daily News Policies and Procedures

By Topic Acronyms Intranet Orientation

Corporate Structure

Careers Archives * (subcategories below)

Forms A-Z Index Branding Tech Help Desk

Quick Facts and Figures

My Benefits Enterprise News

Bulletins

Employee/

HR Updates

Enterprise Project Updates

RBC Dexia Trust

Updates

Community News

Advertising Campaigns

Corporate Event Details

Rewards and

Recognition

External Media Releases

On the Move

Templates By Role Glossaries Password Resets

Mission and Values

My Pay By Business Unit Tech Tips and Application Guides

Other Help

Financial Reporting

My Pension By Functional Unit Product Information Emergency Procedures

Organization

Charts

Incentives and Perks

By Corporate Function

Privacy Incident Reporting

Intranet FAQs

Corporate Performance

My Workplace FAQs Content Management Support

Testimonials and Videos

Manager’s Corner Internal Resources Intranet Publishing Help

Done with Online Tools Demo


Client Service

2015-04-28



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Workshop #2IA Sample survey and results (using BananaCom)

BananaCom

Taxonomy and IA Validation Tools

• Many web tools – can upload data, can publish and test, reporting and generation of results (graphs etc.)

• Card Sorting Tools

• IA validation

• http://iainstitute.org/tools/


Client Service

2015-04-28



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Where Taxonomies have Implications

Benefits

• Drives everything – Security, Search, Retention, etc.

• Consistent Use of Terminology

• Better Search results, Navigation

• Better Business Decisions as latest and most up to date information is available and retrievable

• Better Client Service Delivery – efficient, retrieval etc.

Where Taxonomies have Implications

Standard for Electronic Documents and Records Management Solutions (EDRMS)

3.3 EDRM solutions are automated systems used to manage, protect and preserve information resources from creation to disposition. These solutions maintain appropriate contextual information (metadata) and enable organizations to access, use and dispose of records (i.e., their retention, destruction or transfer) in a managed, systematic and auditable way in order to ensure accountability, transparency and meet departmental business objectives.


Client Service

2015-04-28



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Improved Business Decisions & Client Service Delivery

• Navigation improved

• Search/retrieval improved

• Get Information Faster

easier, more convenient, more seamless access to

government services; and

• Better organized information leads to better quality/performance

higher levels of quality

and performance in service delivery by

government organizations

Review Three (3)Classification MethodsManual, Semi-Automated, Automated

Manual (classifiers, users)

• Subject based file plan

• Records Classifier – classify paper and electronic files

• GoC department records classifier can classify 147 documents per day

• Open document, scan, determine classification to the file plan

• 5 classifiers, 220 days = 161 700 documents against one taxonomy per year @ a cost of ~ $300K

• No other metadata – organization, function-activity, fiscal year, etc.

• Worse yet = Manual classifications by USERS (training – too much effort)


Client Service

2015-04-28




Semi-Automated

• Some basic rules

• Programmatically done – using syntactical metadata

• Usually based upon file properties(author, title etc.) and location

• Garbage In, Garbage Out

Automated Classification

• Based upon rules – not ‘magic’

• Accuracy is proportional to level of effort put in

• 100 000 items, 5 taxonomies, 1500 terms, = 150 Million classifications which is an IMPOSSIBLE number = at any accuracy rate for any IM/RM

Automated Classification allows users to validate results and reduces the sheer impossible number of classifications

What is your Correct Method?

• Criteria• Regulatory – policy, directives etc.

• PII

• Security

• Legal

• Nature of business (defense, security, intelligence etc.)

• Classification requirements

• Volume

WHITE BOARD


Client Service

2015-04-28




Term Store Basics in SharePoint 2013


• Managed Metadata Service Application • Term Sets>Terms

• Shared, Pinned

• Enterprise Keywords

• Content Type Hub


• Managed Metadata Service Application • Term Sets>Terms

• Shared, Pinned

• Local or Global

• Group – same security

• Enterprise Keywords


Client Service

2015-04-28




Jobs of the MMS

1. Managed Metadata

Groups

Term Sets

Terms

2. Content Type Hub

ColumnsWorkflow

AssociationsIM Policies

3. Content Organizer

4. Enterprise Keywords

Managed Metadata

• Can have more than one Managed Metadata Service Application

• Synonyms, multiple languages – needs language packs

• Create some Records Management Specific columns

• Try to reduce End User metadata fatigue• Type ahead, Term Picker – FRONT of WORD only….

• Default values vs. End user selection

• Metadata drives functionality within SharePoint for many features (Drop-Off Library, Content Organizer Rules, Search)

Managed Metadata

http://technet.microsoft.com/en-us/library/cc262787(v=office.14).aspx#termstore


Client Service

2015-04-28




Classification

• User versus default values versus Automatic tagging / classification

• The search is not broken, it is the absence of “Accurate” and “Intuitive” metadata that is missing

Term Store Tool

Term Picker


Client Service

2015-04-28




Workshop #3Classify Your Own Content Hands-on

Classify your content


Client Service

2015-04-28




Classify Your Own Content Hands-on

• Web site content

• 2 levels

• Taxonomy • IM Common Core

• Review and Browse Results

• Classify – add rules

Rules for Classification

• Rules based upon content

• Rules based upon file propertiescse-LastModifiedDate < 2000/01/01

FILE TYPE = MSG

• Rules based upon location

• Rules based upon Language (English, French)

Bonus ContentUnderstand ECM/RM Differences with SharePoint 2010 and SharePoint 2013

How to architect/configure SharePoint 2013 and Content Server AGA


Client Service

2015-04-28




SharePoint 2010 vs 2013/ 2016

Same

Managed Metadata Service

Application

New

eDiscovery SitesSite Mailboxes

(Exchange, Outlook)

eDiscovery

5 Notable Improvements to eDiscovery in SharePoint 2013

1. New eDiscovery Site Template

2. eDiscovery Search Queries

3. In-Place Holds

4. Export

5. Preservation Hold Library


Client Service

2015-04-28




Site Mailbox

Architecting SharePoint + AGA + CS 10.6

• SharePoint • In Place vs. Records Center

• Open Text Content Server 10.6 + AGA• By Profile (applies to documents/sites – not folders)

• Library Profile – CAML rules

• Site Profile

• By User (applies to Documents/Folders/sites)

Library Profile

1. Get the profile assignments from the configuration. For every assignment, the assigned document library is processed.

2. Query the documents according to the rules defined in the profile.

3. Archive the queried documents individually according to the profile configuration.


Client Service

2015-04-28




Pros

• Uses a Library Profile to define document archiving rules from SharePoint to Content Server (aka GCDOCS)

• Archiving rules can be managed centrally

• Document archiving is transparent to SharePoint users

Cons

• Administration of archiving rules based on SharePoint document properties may be more complex

• Changes to SharePoint Content Types and Term Store (MMS) will require update to Library Profile

• Users must be aware when their documents will be archived

• Specific metadata values

Library Archiving

Pros

• Uses a Site Profile to define both site and document archiving rules from SharePoint to Content Server (aka GCDocs)

• Aligns to SharePoint site governance policy

• When Site is deemed inactive / closed, it is eligible for AGA archive

• Allows management of SharePoint resources

• Archive both documents and lists• delete unused sites and reclaim content

database space

Cons

• Site restoration only works if source SharePoint site configuration is “exactly” the same as when the site was archived

Site Archiving

Pros

• Allows SharePoint users to manage document lifecycle

• Choose individual document(s) to be archived

• Archive options:• Move / replace link

• Copy / incremental update

• (formerly Synced Copy)

Cons

• Requires SharePoint users to be aware of:

• IM Archiving process

• Content Server folders / Classifications and Category/attributes

Interactive Archiving


Client Service

2015-04-28




Archiving Rules

CAML Queries for Rules

Filed to 2015-16


Client Service

2015-04-28




AIIM Solution ECM Architecture

User

Interface

ECRM

SharePoint &

ECRM

ECRM

SharePoint

ECRM

SharePoint &

ECRM

SharePoint

Information

Management

Share-

Point

SharePoint Only

SharePoint

Copyright © AIIM I All rights reserved.

A

G

A

Summary

In this workshop we covered:• Taxonomy Basics

• Workshop #1,2: Taxonomy/IA validation methods

• Where Taxonomies Have Implications

• Review Three(3) Classification Methods

• Term Store Basics in SharePoint 2013

• Workshop #3: Classify your own content hands-on

• Bonus Content

62

Thank-You

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