SPSHOU_CDI_Auto_Tagging_MetaData_Distrib

Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint : 

Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint Juan J. Celaya COMPU-DATA International, LLCjcelaya@cdlac.com Twitter = JuanJCelaya www.cdlac.com

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Welcome to Houston SharePoint Saturday Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Thanks to our Platinum Sponsors: Thank you for being a part of the first ever SharePoint Saturday for the greater Houston area!

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What we solve The inability to find relevant and precise information Inefficiencies that exist in manually tagging records and its effects in retention The burden of organizing records from diverse repositories into a single interface Problems with implementations that address Privacy or Confidential business information exposure Failures in the successful implementation of distributed capture systems Increasing costs due to failures in process automation COMPU-DATA International, LLC (“CDI”) specializes in Enterprise Content Management (ECM), Information Organization & Access (IOA) and Business Process Automation (BPA) delivering specific products, services and solutions.

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Taxonomy Management, Automatic Metadata Tagging & Auto Classification in SharePoint® In support of Data Transparency, Security, Search Precision and Privacy For solutions in Information Management, Records Management and eDiscovery

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Overview Background Problem Solution Approach

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Background DoD Directive 8320.02 Challenge Data Sharing in a Net-Centric Department of Defense

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Background

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Problem

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Metadata Tagging Records Retention Code Access Rights Document Library 1 Document Library 2 Document Library 3 Document Library 4 Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates Problem Capability Gap Communication of Relevant Information Access to Distributed Electronic Information Security and Privacy

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Problem Capability Gap Communication of Relevant Information Access to Distributed Electronic Information Security and Privacy Failure to Tag Content to Organizational Standards Lack of Information Transparency Becomes a Limiting Factor Increasing Volume of Sensitive Information Exposure Events Increase Failure to Find Information Non-Compliance with Records Management Policies Affect the Organization in that Organizational Confidential & Sensitive Information Revealed Personally Identifiable Information (PII) and Protected Health Information (PHI) data exposure events Time Gap between Information Requests & Discovery is Directly Proportional to Volume of Data Assets Information not Preserved per Regulatory Guidelines

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Problem Is it possible to tag every asset created? Is it possible to properly tag every asset? (Semantic, Records Retention and Security Metadata) Not by a human being!

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Problem Other Manual Metadata Tagging Problems Created from a subjective frame of reference May not be in line with corporate governance Limited use of templates to populate metadata Limits document transparency in an ECM environment Cost in-effective

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Solution

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Solution Using Metadata to reduce Data Exposure Events Enforce Information & Record Management Policies and simultaneously Improving Search Precision Automatically!

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Solution Metadata Drives Content Types which Drives the Auto-Application of RMS Templates Automatically tag content upon upload to document libraries using organizational metadata – PII, PHI, and sensitive information Once tagged Microsoft Office documents containing PII or PHI can be “locked-down” using Window Rights Management Services (RMS) and PDFs can be locked down using customized iFilters on the MOSS server

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Solution Metadata Drives Content Types which Drives Records Management Automatically tag documents with Record Policy Codes based upon semantic content contained in the documents Automate short-term storage and long-term data preservation Enforce rules without depending on the end users Rules are applied in the same manner every time all the time regardless of the data source (Consistency)

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Solution Metadata Tagging Drives Search Precision Increase the value of unstructured and structured information Eliminate non-existent or inconsistent metadata tagging by end users Significantly decrease costs associated with manual metadata tagging Enable workflow processes through automatic semantic metadata tagging into SharePoint content types Dramatically boost Enterprise Search Precision

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Solution Taxonomy Management Enabling the Automatic Meta-tagging and Auto-Classification of Documents and Records

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Solution Automatic Metadata Generation Expand the clues with the use of highly relevant content

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Solution Automatic Metadata Generation The relevant semantic data linked results in more actionable information Highly relevant metadata generated by Taxonomy Manager added to original clue set for the concept of “Weather”

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Solution Automatic Meta-tagging

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Solution Automatic Meta-tagging in Action!

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Solution Automatic Meta-tagging in Action!

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Solution Automatic Meta-tagging in Action!

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Solution Auto-Classification

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Solution Taxonomy Browsing Search within folder using enterprise search while filtering across metadata that has been automatically tagged to documents and records Taxonomies from Taxonomy Manager displayed within SharePoint Newsletter 0102 is 1 of 38 documents that have been automatically classified to the Weather folder and tagged with the concept of “Turbulence Encounter”

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Solution Facetted Searching Weather and Windshear or Thunderstorms are 2 of 5 pieces of metadata that were automatically tagged to the document titled “Newsletter 01-02” Selecting “Windshear or Thunderstorms” generates a result set on the next slide

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Solution Facetted Searching

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Solution RSS Feeds

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Solution RSS Feeds

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Approach

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Approach When building a Taxonomy Address business issues that cause problems (costs) Search/Findability Data Exposure Events SOX compliance – Retention! Do NOT make it an academic exercise Priority Start with the one that causes the most pain at the executive level Legal issues and guidelines that affect the business You don’t need a lot of people….

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Approach Outcome Due to the Use of Metadata All information is automatically tagged resulting in the automatic filing of information based on organizational records management policies All information is retrievable using concepts (high-precision) instead of key-words (low-precision) Reading, tagging and information filing costs are significantly reduced if not eliminated Information retrieval costs are dramatically reduced Consistent results vs. manual tagging

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Approach Compliance Outcomes using Metadata in the Federal Sector Compliance with DoD Directive 8320.02 Data Transparency Compliance with DoD Directive 8015.02 Record Management – Gov. equivalent SOX Compliance with DoD Privacy Act Program Compliance with HIPAA & JCAHO Data Privacy & Security Standards HIPAA – Health Insurance Portability & Accountability Act JCAHO – Joint Commission on the Accreditation of Healthcare Organizations

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Implementation Workflow

Session Evaluation : 

Session Evaluation Please complete and turn in your Session Evaluation Form so we can improve future events. Presenter: Juan J. Celaya Session Name: Automatic:Metadata Tagging & Classification

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