David Wu, ARMA Spring Workshops 2015, Ottawa, April 28,

Transcription

1 Taxonomies Improving Business Decisions and 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 1

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 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 davidw@conceptsearching.com 2

3 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 davidw@conceptsearching.com 3

4 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 Facets Name a few facets within your organization davidw@conceptsearching.com 4

5 Taxonomy Structure & Usability Level 1 15^1= 15 Level 2 15^2= 225 Level 3 15^3= Level 4-15^4= Level 5-15^5= ±2 SPAN OF CONTROL X 3385 = Classifications!!!! Taxonomy/ IA Validation Methods Pre-Design and Post Design (create/validate) Card Sorts Open, Close, Delphi Usability Scenario Tests Who, How, Many, Frequency, Taxonomy/IA Validation methods davidw@conceptsearching.com 5

6 Card Sorts Open or Closed Topic Cards with subjects Pick categories Natural categorization patterns Closed = supplied categories Workshop #1 Closed Card Sort and the Optimal Card Sort tool Scenario Website/ Intranet Content IA, Navigation Search etc. Taxonomies Beneficial Information Program Information Getting Help Canadians Management www Clients davidw@conceptsearching.com 6

7 Closed Card Sorting About Us Employee Resources News Policies, Forms and Templates Job Aids and Tools Reference Help 2008 Prescient Digital Media Not For Distribution or reproduction without written consent violators will be prosecuted 19 High Level Information Architecture About Us Employee 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 Mission and Values Financial Reporting Organization Charts Corporate Performance Testimonials and Videos My Benefits Enterprise News Templates By Role Glossaries Password Resets Bulletins Employee/ My Pay HR Updates By Business Unit Tech Tips and Other Help Enterprise Application Guides Project Updates My Pension RBC Dexia Trust By Functional Unit Product Information Emergency Updates Procedures Community News Advertising Incentives and By Corporate Privacy Incident Intranet FAQs Campaigns Perks Function Reporting Corporate Event Details My Workplace Rewards and FAQs Content Recognition Management External Media Support Releases Manager s Corner On the Move Internal Resources Intranet Publishing Help 2008 Prescient Digital Media Not For Distribution or reproduction without written consent violators will be prosecuted 20 Done with Online Tools Demo davidw@conceptsearching.com 7

8 Workshop #2 IA 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 8

9 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 Delivery efficient, retrieval etc. Standard for Electronic Documents and Records Management Solutions (EDRMS) Where Taxonomies have Implications 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. davidw@conceptsearching.com 9

10 Improved Business Decisions & Delivery easier, more convenient, more seamless access to government services; and Navigation improved Search/retrieval improved Get Information Faster higher levels of quality and performance in service delivery by government organizations Better organized information leads to better quality/performance Review Three (3) Classification Methods Manual, 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 = documents against one taxonomy per a cost of ~ $300K No other metadata organization, function-activity, fiscal year, etc. Worse yet = Manual classifications by USERS (training too much effort) davidw@conceptsearching.com 10

11 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 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 validateresults and reducesthe 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 davidw@conceptsearching.com 11

12 Term Store Basics in SharePoint 2013 Term Store Basics in SharePoint 2013 Managed Metadata Service Application Term Sets>Terms Shared, Pinned Enterprise Keywords Content Type Hub Term Store Basics in SharePoint 2013 Managed Metadata Service Application Term Sets>Terms Shared, Pinned Local or Global Group same security Enterprise Keywords 12

13 Jobs of the MMS 1. Managed Metadata 2. Content Type Hub 3. Content Organizer 4. Enterprise Keywords Groups Columns Workflow Associations IM Policies Term Sets Terms 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 13

14 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 davidw@conceptsearching.com 14

15 Workshop #3 Classify Your Own Content Hands-on Classify your content 15

16 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 properties cse-lastmodifieddate < 2000/01/01 FILE TYPE = MSG Rules based upon location Rules based upon Language (English, French) Bonus Content Understand ECM/RM Differences with SharePoint 2010 and SharePoint 2013 How to architect/configure SharePoint 2013 and Content Server AGA davidw@conceptsearching.com 16

17 SharePoint 2010 vs 2013/ 2016 Managed Metadata Service Application ediscovery Sites Site Mailboxes (Exchange, Outlook) Same New ediscovery 1. New ediscovery Site Template 2. ediscovery Search Queries 3. In-Place Holds 4. Export 5. Preservation Hold Library 5 Notable Improvements to ediscovery in SharePoint 2013 davidw@conceptsearching.com 17

18 Site Mailbox Architecting SharePoint + AGA + CS 10.6 SharePoint In Place vs. Records Center Open Text Content Server 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. davidw@conceptsearching.com 18

19 Library Archiving 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 Site 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 Interactive 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 davidw@conceptsearching.com 19

20 Archiving Rules CAML Queries for Rules Filed to

21 SharePoint Only SharePoint & ECRM AIIM Solution ECM Architecture SharePoint & ECRM User Interface Information Management SharePoint Share- Point SharePoint A G A ECRM SharePoint ECRM ECRM Copyright AIIM I All rights reserved. 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 davidw@conceptsearching.com 21