KMWorld Martin Briefing

Enterprise Search. Approaches to enable effective
Scalability in a secure collaborative environment.

KM World 2011

Concept Searching, a Microsoft Managed ISV
Martin Garland, President and Founder
Concept Searching Inc.
marting@conceptsearching.com
+1 703 531 8567
Twitter @conceptsearch

www.conceptsearching.com

Agenda

 Is Enterprise Search doomed to failure?
 What is scalability?
 What is the ‘real’ question?
 What is the ‘real’ problem?
 What is Enterprise Content?
 How much unstructured data to you have?
 Building Block #1 – Manage your content
 Building Block #2 – Eliminate the end user
 Building Block #3 – Protect data at risk
 Building Block #4 - Identify and tag your assets for storage and preservation
 How others are doing it
 Technology
 Recommendations
 Case Studies
 Who we are


Is Enterprise Search
doomed to failure?

 In spite of 10 years of advances in Enterprise Search products, less than
22% of organizations have purchased the technology (Down from 24% in
2008)
 Less than 10% use it searching more than four data sources
 56% rank search at the bottom third of their project lists
(Go Rogue With Enterprise Search, Information Week)
 Many factors contribute to the inability of workers to find unstructured
information including: redundant and out-of-date content, incomplete
search scope, lack of information retrieval expertise and lack of
information governance (Forrester)
 Solutions still fall short of end user expectations (Enterprise Search is not
Google)
 Show me the ROI
Why?

What is scalability?

 Scalability?
 Performance
 Number of documents
 Types of documents
 Number of users
 Number of documents, web pages, records
 Geographic footprint
 File types, number of applications
 Functionality (bells, whistles, must haves,
nice to haves)
Steve Weissman, Principal Analyst at consulting firm Holly Group
and President of AIIM’s New England Chapter


What is the ‘real’ question?

What do I need for scalable Enterprise Search?
OR…
What do I need for scalable Enterprise Search with meaningful results?

“By itself the search function has limited value. The real value of
search and information access technologies is in the ongoing efforts
needed to establish effective taxonomies, to index and classify
content of all kinds, in order to provide meaningful results.”
Tom Eid, Technology and Research VP at Gartner


What is Enterprise Content?


How much unstructured data do
you have?
80% of Enterprise Data is Unstructured (IBM)
60% of Documents are Obsolete (e.Law) Building Block #1
50% of Documents are Duplicates (equivio)
40%+ Annual Growth (Ventana Research) Manage Your Content
In 2009 there were 100,000,000 SharePoint users Consistent Classification to the
(Microsoft)
Every day for the past 5 years 20,000 new SP users Corporate Structure
(Microsoft)
One in five users has access to SharePoint
(Microsoft)


What happens today

Access
Rights

Records
Retention
Code Server Content with
Metadata
Appropriate Metadata, Document Library 1 Document Library 2
Tagging Retention Codes, and
Rights Management
Templates

Document Library 3 Document Library 4


• Limiting Factor = Human Behavior

• Incorrect Metadata  Incorrect Content Type  Incorrect Policy Application

Access
Rights

Records
Retention
Code Server Content with
Metadata
Appropriate Metadata, Document Library 1 Document Library 2
Tagging Retention Codes, and
Rights Management
Templates

Document Library 3 Document Library 4


You say potato I say potahto

Less than 50% of content is correctly indexed, meta
tagged or efficiently searchable (IDC)

85% of relevant documents are never
retrieved in search (IDC)

End users - subjective, in a hurry, disinterested, etc.

Align Content with Corporate Goals or Mission

Building Block #2 – Eliminate the End User
Address the Process not the Behavior


Metadata and Transparency

Natural Language Query on Search Solution with semantic metadata applied to all content -
Do caskets need to be pressurized?


Data Transparency


Final Result


Same Query on Platform with
poorly applied Metadata


Same Query on Platform w/no
Metadata Tagging


Must use keywords to find document
when no metadata is applied


What is more stressful than getting
a divorce or losing your job?
72% of IT Managers felt protecting company data is more
stressful than getting a divorce, losing your job, managing
personal debt, or being in a minor car accident (Websense
Survey)
Typically IT has not been involved in the security process
details (Websense Survey)
70% of breaches are due to a mistake or malicious intent by
end users, 88% are attributed to negligence (Wharton Information
Security Best Practices Conference)
Average cost per exposed record is $197 and ranges from
$90 to $305 (Ponemon Institute)
Average loss in value of brand ranges from $184 million to
$330 million+ (17% - 31% decline) (Ponemon Institute)

Leverage Content Types to drive Information Rights
Management

Building Block #3 – Apply Metadata Driven Policies
To Protect Data at Risk


What happens when appropriate
policies are not applied to captured
content?

Protected Health
Travel Vouchers Alpha Rosters
Information

Operational Security Documents of
Duty Rosters
Information Record

Server Content with
No Semantic,
Retention Code, and
Security Metadata Web Servers/Collaboration Portals


Those darn end users, they
just don’t get it!

 67% of data loss in records management is
due to end user error (Prism Intl)
 It costs an organization $180 per document
to recreate it when it is not tagged correctly
and cannot be found in search (IDC)
 Large organizations lose a document every
12 seconds (Prism Intl)
 Align corporate goals with records policies
and file plans with content types.
 Drive Content Types with metadata

Building Block #4 – Apply Metadata Driven Policies to Identify
& Tag Your Assets for Storage & Preservation


Solution: Address the
Technology/Process Not the Behavior

Semantic
Metadata
Tagging Increase
Information
Retrieval
Precision for
e-Discovery

Concept
Classifier for Automatic
SharePoint Content
Type
Application
Windows
Rights
Document Document Records
Management
Library 1 Library 2 Retention &
Code Workflow
Tagging

Appropriate
Backup & Storage &
Document Document Archived Data Preservation
Library 3 Library 4


Semantic
Metadata
Tagging Increase
Information
Retrieval
Precision for
e-Discovery

Concept
Classifier for Automatic
SharePoint Content
Type
Application
Windows
Rights
Document Document Records
Management
Library 1 Library 2 Retention &
Code Workflow
Tagging

Appropriate
Backup & Storage &
Document Document Archived Data Preservation
Library 3 Library 4


Summary
Recommendations
 Its not about better search, but the Proactive
Management of the Life cycle of content

 Find tools that run natively in SharePoint
 Reduce costs, time, & risk
 Leverages your investment
 Leverage Content Types

 Align your taxonomy(s) with your organization, SharePoint
one size does not fit all Metadata Driven Automatic Application of Policies
& Content Types

 Identify tools that are highly interactive and do
not require Information Scientists on staff Enterprise Search

 Integration with your search solution
 Navigation and improved findability
IBM File Net P8 Opentext SAP File Shares
 Look for rapid deployment and ease to
manage and maintain
ROI – 38% to 600%
(IDC)
 Vendor experience


Scalability, regardless of how you define it, is ultimately the
intersection of technology and business processes to achieve
quantifiable organizational improvements impacting search,
records management, compliance, data privacy, and governance.

Overcoming traditional challenges, relevant information is
delivered timely, to the right stakeholder, in a secure, compliant,
and collaborative environment.

Martin Garland KM World 2011
Martin Garland, President and Founder
Concept Searching Inc.
marting@conceptsearching.com
+1 703 531 8567
Twitter @conceptsearch


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