This document summarizes a webinar series on business critical metadata presented by Concept Searching. The series includes webinars on applying metadata at various organizations. It outlines the benefits of automated classification for improving search, compliance, and productivity. It also discusses challenges organizations face with metadata, including inconsistent tagging. The document recommends augmenting SharePoint with third-party applications to generate intelligent metadata for governance goals across platforms.

1. © Concept Searching 2015
Metadata Matters
Business Critical Metadata
Martin Garland
President
Concept Searching
marting@conceptsearching.com
Twitter @conceptsearch
Doug Miles
Director of Market Intelligence
AIIM
dmiles@aiim.org
Twitter @AIIMinfo

2. © Concept Searching 2015
Metadata Matters – eDiscovery at Nottinghamshire County Council
with guest speaker Lesley Holmes, Information Manager, on February 10th,
11:30am – 12:15pm EST
Metadata Matters – External Self-serve Portal at Moffitt Cancer Center
with guest speaker David Stringfellow, Manager of Portal and Web Technologies, on March 10th,
11:30am – 12:15pm EDT
Metadata Matters – Eliminating Manual Tagging at AllRegs
with guest speaker Lynn Richmond, Product Manager, on April 14th, 11:30am – 12:15pm EDT
Metadata Matters – Collaboration, Search, and Information Governance at Brailsford & Dunlavey
with guest speakers Bart Hall, Director – Research and Methods, and Tim Presecky, Data Platforms
Coordinator, on May 27th, 11:30am – 12:15pm EDT
Metadata Matters – Focusing on Your Challenges
with guest speaker from Microsoft, on June 23rd, 11:30am – 12:15pm EDT
Welcome to the 2015 Webinar Series

3. © Concept Searching 2015
Expert Speakers
Doug Miles, Director of Market Intelligence at AIIM, has over
25 years’ experience of working with users and vendors across a
broad spectrum of IT applications. He was an early pioneer of
document management systems for business and engineering
applications, and has most recently produced a number of AIIM
survey reports on issues and drivers for ECM, Capture, Records
Management, SharePoint and Social Business/Enterprise 2.0.
Martin Garland, President of Concept Searching, has over
20 years’ experience in search, classification and Enterprise
Content Management within the broader information
management industry. His keen understanding of the
information management landscape and his business acumen
provide a solid foundation for guiding organizations to achieve
their business objectives using best practices, industry
experience, and technology.

4. Best Practice – Training – Thought Leadership
• Download at:
www.aiim.org/research
• Plus many other reports and
AIIM White Papers
• Training at:
www.aiim.org/training

5. © Concept Searching 2015
Agenda
• Introductions
• What is Business Critical Metadata
• What are the costs and risks associated with applications and
processes that require the use of metadata?
• Who’s doing what?
• Find out the priorities of your peer organizations in improving
applications that require the use of metadata
• SharePoint, Office 365, and OneDrive for Business
• Assessing the risk
• Augmenting the platform
• Our Survey Says…
• What’s coming up

6. © Concept Searching 2015
• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging,
auto-classification, and taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
• 7 years KMWorld ‘Trend Setting Product’
• Authority to operate enterprise wide US Air Force, enterprise wide
NETCON US Army, and Canadian SLSA
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Microsoft Gold Certification in Application Development
• Microsoft Business-Critical SharePoint program partner
• Smart Content Framework™ for information governance comprising
• conceptClassifier for SharePoint and conceptClassifier for Office 365
• Concept Searching Technology Platform and conceptClassifier Platform
• Add on – conceptTaxonomyWorkflow and conceptClassifier for OneDrive for Business
The Global Leader in
Managed Metadata Solutions

7. © Concept Searching 2015
What is Business Critical Metadata?
Business Critical Metadata is automatically generated based on the
meaning within content (concepts in context), can be modified by
authorized users, and is the primary building block of an enterprise
metadata repository used to improve any application or business process
that can consume or requires the use of metadata.

8. © Concept Searching 2015
Overwhelmed by the
data volume and
velocity of Big Data
Timely access to
information across
organizational silos
Multiple
Software Tools
– Stakeholders
are confused,
which tools do
we use?
Users are frustrated –
Records Management
requires more effort
than the benefit it
brings them
eDiscovery issues (data
privacy) in data
consolidation/migration
projects
I’m scared to
death of what
might be in our
file shares and
email
User adoption
continues to be
a challenge
Why is Business Critical Metadata Keeping CIOs Up at Night?

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Volume of Electronic Records
Keep ALL emails, or have no policy on email
archiving
Agree: “Our strategy for managing increasing
content volume is to buy more discs”
Of content is of no business value – i.e. is ROT
redundant, obsolete or trivial
Have had significant compliance or litigation
Issues in the last 2 years

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Automating Compliance
How do we encourage, enforce and
automate information governance?
Know they are storing stuff they don’t need
Not confident that they know what is safe to delete
Feel automated classification is the only way to keep
up with the volumes

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Delete?

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A manual metadata approach will fail 95%+ of the time
Issue Organizational Impact
Inconsistent Less than 50% of content is correctly indexed, meta-tagged or
efficiently searchable rendering it unusable to the organization (IDC)
Subjective Highly trained information specialists will agree on meta tags between
33%-50% of the time (C. Cleverdon)
Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per
document and does not factor in the accuracy of the meta tags nor the
repercussions from mistagged content (Hoovers)
Malicious compliance End users select first value in list
(Perspectives on Metadata, Sarah Courier)
No perceived value for end user What’s in it for me? End user creates document, does not see value
for organization nor risks associated with litigation and
non-conformance to policies
What have you seen Metadata will continue to be a problem due to inconsistent human
behavior
Why is Metadata So Hard to Get Right?

14. © Concept Searching 2015
Automated Classification – Plans
How would you best describe your overall plans for automated
declaration/classification of records?
14% mature
across content
types
25% just getting
started
10% keen to get
going
Half overall
have immediate
interest
We are doing it
successfully
across a
number of
content types,
8%
We are doing it
successfully
across one or
two content
types, 6%
We’re just
getting started,
25%
We are keen to
automate as
soon as we
can, 10%
It’s something
we plan to do
in the future,
28%
We have no
plans, 24%

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Automated Classification – Benefits
What would you expect to be/what have been the two biggest benefits from
automated classification? (Max TWO)
#1 Searchability
#2 Productivity
#3 Compliance
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
Improved searchability
General staff productivity
Defensible compliance
Repository alignment
Storage volume reduction
Staff cooperation
Big data readiness
Migration
Not sure yet

16. © Concept Searching 2015
52% of large companies and 33% of
small/medium companies have concerns
about security in the cloud and lack of
compliance and audit capabilities
(Bitglass)
What is the Business Impact of Poor Metadata?
Corporations, specifically Financial
Officers, will be responsible for the
security, privacy, reliability, and
compliance of information assets
Less than 50% of content
is correctly indexed, meta
tagged, or efficiently
searchable
67% of data loss in
records management is
due to end user error
(Prism International)
70% of data breaches are due
to end user error at an
average cost of $3.5 million
(Ponemon Institute)
69% of corporate
information can and
should be deleted
100,000 international laws and
regulations apply to Fortune 1000,
cloud business processes must be
developed to address compliance
(Ryley, Carlock, & Applewhite, PC)
In a Deloitte Survey 84% of
respondents felt somewhat
or not at all effective in their
ability to deal with the
challenges of eDiscovery
84% of all migration projects
fail. (Bloor)
According to an AIIM survey, only 18%
of respondents have cross-repository
search capabilities, 38% have not tuned
or optimized search, and 8% have not
even turned it on
96% of execs cite lack of
collaboration or ineffective
communication for workplace
failures (Salesforce Rypple)
Most organizations who attempt text
analytics fail (Alta Plana)

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SharePoint – Where we were in 2013 and 2014
2013
• Search was number 1 priority at 98%
• Migration was number 2 priority 53%
• Data privacy and protection as a priority
was 50%
2014
• Search dramatically cut in half as a priority
• Records management as a priority increased
from 22% to 71%
• Information security jumped from 50% to
66% as a priority
• eDiscovery went from 20% to 82% as a
priority
• Interestingly, text analytics and collaboration
were not on anyone’s radar in 2013, in 2014
both were rated as a high future priority
(86% and 56% respectively)

18. © Concept Searching 2015
2015 – Click Here to Take Our Survey
• Almost all responses indicated some form
of migration during the next 12 months
• More organizations have moved to Office
365 from previous surveys, but not in
droves
• SharePoint 2010 and SharePoint 2013
search is predominantly used by 52% of
the responses
• Although auto-classification tools are
more widely used, rating of the search
engine was primarily mediocre
• Security is still the number one cloud
concern, followed by end user security
and rights management, integration with
on-premise systems, and administration
• 30% still view Term Sets as not useful or
too hard to use
Application Priorities
• Information Security
• Collaboration Internal/External
Currently Working On
• Content Management
• Enterprise Search
• Collaboration Internal/External
• Content Lifecycle Management
Represents a radical shift from last year’s priorities
Early Results from our 2015 Metadata Survey

19. © Concept Searching 2015
SharePoint – Four of the Biggest Ongoing Issues
Lack of expertise to maximize usefulness
Achieving uniformity of classification and
metadata structures
Aligning governance and security policies
with other enterprise applications
Persuading users to manage and share their
documents in SharePoint and not elsewhere

20. © Concept Searching 2015
SharePoint – Information Governance Alignment
How well aligned is your SharePoint with your Information Governance
policies? Where are your main misalignments?
16% “Not
aligned”
47% “Still have
work to do”
“Metadata and
Taxonomy” is
least well
aligned after
“Retention and
Disposition”
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Retention and disposition
Metadata and taxonomy
Legal discovery and hold
Long term archive
Security
Privacy
Back up and disaster recovery
Not aligned Aligned No policy

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• What are most of organizations doing in the cloud?
• Collaboration*, average company uploaded 86.5GB of high risk applications (Skyhigh),
BYOD and Bring Your Own Application (BYOA)
• Despite the benefits of Office 365, why slow adoption?
• Security, records management, compliance, audit capabilities
• Remote security access, support for multiple devices with equivalent access levels,
questions of where content is stored (physical location)
Challenges
• Search
• Users are still spending 10 hours per week searching
• Migration
• Up to 69% of enterprise content can and should be deleted (Ryley, Carlock, & Applewhite, PC),
60% of documents are obsolete (e.Law), 50% of documents are duplicates (Equivio)
• Records Management
• Ensuring lifecycle management of all Documents of Record, regardless of where they are stored,
integration with Records Management applications on-premise
• Records Standards such as DoD 5015.2, ISO-15489
• Canadian government does not allow data to be placed on foreign/US servers
• Security
• How do you protect what you don’t know exists? The average number of cloud applications in use
per organization grew to 508 this quarter (2014) from 461 last quarter, IT underestimates cloud
application usage by 90%
• The majority of data breaches are caused internally, either intentionally or unintentionally.
Remember Edward Snowden?
* 81% of end users define collaboration as email (Dell – ‘The State of Corporate Email’)
And Office 365?
What are Organizations doing in the Cloud Today?

22. © Concept Searching 2015
SharePoint – Hybrid Cloud
What are your plans for SharePoint in the cloud?
76% of those
with a defined
strategy looking
to cloud in
some form
61% looking to
hybrid cloud
option
Move everything
to Microsoft’s
hosted
SharePoint
Online/365, 9%
Majority hosted
on SP
Online/365, some
retained on-prem,
15%
Some content
hosted on 365,
majority on-prem,
28%
Hybrid of private
cloud and on-
prem, 13%
Hybrid of non-
Microsoft cloud
product(s) and
on-prem SP, 5%
Everything on
private cloud, 5%
Retain everything
on-prem for the
foreseeable
future, 24%

23. © Concept Searching 2015
SharePoint Issues
What are the key lessons have you learnt from your SharePoint
implementation? (Check those that strongly apply)
#3 key lesson
learned
“be sure to
understand the
implications of
metadata and
taxonomy”
©AIIM 2014
0% 10% 20% 30% 40% 50% 60% 70% 80%
Don’t leave it just to IT
Create a SharePoint steering group to
drive adoption and conformance
Be sure to understand the implications
of metadata and taxonomy
Set out your information governance
policies first, then match to SharePoint
Ensure you have a scoping document
and a build-out plan
Understand the implications between
a platform and a product
Take ECM/RM training in addition to
technical product training

24. © Concept Searching 2015
…it’s all about the metadata

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Its all about the Metadata – Where do you Start?
What have you Overlooked?

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Getting From Chaos to Information Governance
Applying Accurate Business Critical Metadata
Is it too late? No
Easy to implement, easy to use, easy to maintain

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Augment the Tools Microsoft gives you… Why?
• An added value third party application able to generate and use intelligent
metadata can deliver significant benefits in terms of productivity, governance
and compliance, across SharePoint, Office 365, File Shares and OneDrive
• Why should you consider the approach?
• Intelligent metadata generation is the foundation of a metadata
repository to drive business value
• Intelligence to identify and manage content as its migrated from file
shares during the migration process
• Intelligence and automation to move the sensitive content to a secure
location for evaluation
• Classification metadata triggering workflow and Information Rights
Management
• Automatically tagging and taking action on Documents of Record
• Aligning and underpinning governance policies across the organization,
file shares SharePoint on-premise, and SharePoint Online

28. © Concept Searching 2015
SharePoint Add-Ons
Which of the following auxiliary products for SharePoint have you
implemented/plan to implement?
34% have plans for
metadata/
taxonomy
management
30% planning
auto-classification
25% data clean-up/
content analytics
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Workflow and BPM
Metadata/taxonomy management
Search enhancements
Records management
Storage/archive management
Auto- or assisted-classification
Security enhancements
Data clean-up/content analytics
E-discovery tools
Using now Firm plans (12-18 mnths) No plans

29. © Concept Searching 2015
Our Survey Said
• Our Survey Said…security, end user security and
rights management, integration with on-premise
systems, and administration are your highest priorities
• Solution: Business Critical Metadata
• Our Survey Said…SharePoint and Information
Governance policies are misaligned
• Solution: Business Critical Metadata
• Our Survey Said…That you know you are saving
ROT, and you don’t know what to delete
• Solution: Business Critical Metadata
• Our Survey Said…that automated classification will
result in better search, improved productivity and
compliance
• Solution: Business Critical Metadata
Metadata Repository
Search
Records Declaration
Security
Migration
Content Management
eDiscovery, Legal
FOIA
Text Analytics
Social Tagging
Information Governance
Compliance
cloud..on-premise..hybrid

30. © Concept Searching 2015
Situation:
• UK’s 9th largest council
• 18,000 staff, including 6,500 PC users
• Significant number and diversity of information assets
that support the delivery of over 300 discrete services
Challenge:
• Good information management policies were in place,
but no consistent policy adoption
• Manual tagging was used – onerous, circumvented,
and inconsistent
• Reduction in staff numbers meant content owners were leaving
behind a legacy of unmanaged, unsearchable content
Solution:
• conceptSearch, conceptTaxonomyManager,
conceptClassifier for SharePoint, and conceptTaxonomyWorkflow
• eDiscovery solution
Benefits:
• Search accuracy and relevant results
• Better Information for decision making – can see the whole picture
• Retention rules and guidance
• Improved eDiscovery and legal compliance
What’s coming up in the Webinar Series
Case Study – Nottinghamshire County Council – February 10th
“Now we take the content the council
employees create and make it findable,
rather than relying on the users to make
it findable.”
Lesley Holmes, Information Manager,
Nottinghamshire County Council

31. © Concept Searching 2015
Situation:
• Not-for-profit organization that contributes to the prevention and
cure of cancer
• More than 30,000 users
• Outpatient treatment programs that record more than 328,300
visits a year
Challenge:
• Portal to enable patients to access information relevant to their
specific health situations
• Accurate, medically sound, and secure information necessary
Solution:
• conceptClassifier, conceptTaxonomyManager,
Microsoft FAST Search
• Integrated self-serve portal solution with partner Aeturnum
Benefits:
• Accuracy of search
• Relevance of results
• Confidence in data
• Control and trust
“With more than 30,000 current users,
the MyMoffitt Patient Portal has seen
significant growth, and of the new
patients that come to Moffitt, 87%
register for a patient portal account. All
developments and enhancements are
about improving the patient experience.”
Jennifer Camps, Director of Portal
Technologies and Data Management,
Moffitt Cancer Center
Read the Case Study
Case Study – Moffitt Cancer Center – March 10th

32. © Concept Searching 2015
Situation:
• Leading electronic publisher of underwriting and loan
product guidelines for the mortgage industry
• Offers hundreds of thousands of documents to
mortgage professionals
Challenge:
• Expansion of search functionality with in its mortgage
lending content library
• Time and resource constraints on content tagging
Solution:
• conceptClassifier for SharePoint
• Elimination of end user tagging and inconsistencies,
using compound term processing
Benefits:
• Ease of use
• Rapid deployment
• Increased search and findability accuracy
• Enhanced customer experience
Case Study – AllRegs – April 14th
“The integration of conceptClassifier
with our AllRegs Online application will
enhance our customers’ user
experience as they conduct research for
their mortgage compliance, underwriting
and investor business needs.”
Jeffrey Hoerster, President and COO,
AllRegs

33. © Concept Searching 2015
Situation:
• Program management firm with comprehensive
in-house planning capabilities
• Highly mobile workforce across several national
offices
Challenge:
• With 70,000 documents and 8,000 list items on its
intranet, and another 200,000 on its client portal,
intranet content needed to be significantly more
accessible to employees
Solution:
• conceptClassifier for SharePoint
• Enhanced intranet portal and aligned information
governance policies
Benefits:
• Improved findability
• More effective management of knowledge assets
• Elimination of duplicate content
• Enterprise wide metadata repository
Case Study – Brailsford & Dunlavey – May 27th
Brailsford & Dunlavey selected
conceptClassifier for SharePoint, based
on its ability to achieve great time
savings refining their disparate data
stores and streamlining their critical
path document processes.

34. © Concept Searching 2015
Metadata Matters – eDiscovery at Nottinghamshire County Council
with guest speaker Lesley Holmes, Information Manager, on February 10th,
11:30am – 12:15pm EST
Metadata Matters – External Self-serve Portal at Moffitt Cancer Center
with guest speaker David Stringfellow, Manager of Portal and Web Technologies, on March 10th,
11:30am – 12:15pm EDT
Metadata Matters – Eliminating Manual Tagging at AllRegs
with guest speaker Lynn Richmond, Product Manager, on April 14th, 11:30am – 12:15pm EDT
Metadata Matters – Collaboration, Search, and Information Governance at Brailsford & Dunlavey
with guest speakers Bart Hall, Director – Research and Methods, and Tim Presecky, Data Platforms
Coordinator, on May 27th, 11:30am – 12:15pm EDT
Metadata Matters – Focusing on Your Challenges
with guest speaker from Microsoft, on June 23rd, 11:30am – 12:15pm EDT

35. © Concept Searching 2015
Thank You
Martin Garland
President
Concept Searching
marting@conceptsearching.com
Twitter @conceptsearch
Doug Miles
Director of Market Intelligence
AIIM
dmiles@aiim.org
Twitter @AIIMinfo