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What is Content Analytics

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Content analytics is using rules, mathematical, statistical, and semantic models to automate how content is captured, analyzed, and governed over its lifecycle

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What is Content Analytics

  1. 1. Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals What is Content Analytics? Atle Skjekkeland Chief Evangelist at AIIM @skjekkeland askjekkeland@aiim.org Content analytics is using rules, mathematical, statistical, and semantic models to automate how content is captured, analyzed, and governed over its lifecycle
  2. 2. Copyright © AIIM | All rights reserved. • 90% of information and IT professionals think semantic and analytical technologies are key components for turning information chaos into information opportunities • 84% of organizations will continue to hoard information, but will start to rely on semantic and analytics technologies to provide insight and control From Chaos to Opportunities Source: AIIM It’s happening slower than what we expect, but faster than we are ready for.
  3. 3. Copyright © AIIM | All rights reserved.3 80% of information is unstructured, but only 35%of companies currently tap into this.
  4. 4. Copyright © AIIM | All rights reserved.4 Importance well-understood and growing. How important would you say content analytics is for your organization? N=221, 0% 20% 40% 60% 80% 100% Now In 5 years' time An essential capability Something we definitely need Could be useful Not that important
  5. 5. Copyright © AIIM | All rights reserved. 1. Information Security & Governance How does content analytics allow organizations to understand all of the “dark” information in their organizations, sort through what has value and what does not, and automate the process of protecting, securing, and disposing of that information?
  6. 6. Copyright © AIIM | All rights reserved. Identify Value of Information Source: https://www.cgoc.com/resources/information-lifecycle-governance-leader-reference-guide 68% 2 % 25% 5%
  7. 7. Copyright © AIIM | All rights reserved. Identify Value of Information IBM
  8. 8. Copyright © AIIM | All rights reserved.8 Governance -- applications Do you use automated or batch agents to perform any of the following functions? N=189, 59% "None of these" 18% 13% 12% 12% 9% 10% 10% 6% 5% 2% Add or correct metadata to improve searchability Add or correct metadata prior to migration Add or correct metadata to improve alignment… Detect duplicate files (by content) Add or correct metadata and flag for… Detect security risks and misallocated access rights Detect sensitive or privacy-related content Encrypt or redact sensitive content Detect offensive content (text) Detect infringing or offensive images/video
  9. 9. Copyright © AIIM | All rights reserved. From Folders to Metadata Navigation
  10. 10. Copyright © AIIM | All rights reserved. Automate Information Compliance • Automated how records are identified, captured and classified • 800M+ emails a year • 2.5M records a day • 5,500+ FOIA cases a year • 200+ ongoing litigation cases Image source: AIIM ERM Practitioner training course
  11. 11. Copyright © AIIM | All rights reserved. 2. Process Automation How does content analytics allow data and content to automatically be “ingested” into business processes and automate those processes — even those that are not simple and straightforward — with a minimum of human involvement?
  12. 12. Copyright © AIIM | All rights reserved.12 Case Management • Support business processes that are: • People intensive • Information intensive • Highly variable and unpredictable • Loosely structured and subject to change • Collaborate • And require these five capabilities: Source: Forrester
  13. 13. Copyright © AIIM | All rights reserved.13 Support Knowledge Workers TECHNOLOGY DESCRIPTION Dynamic Clustering Groups documents by topics or concepts – easier to batch for review, faster to review (i.e., all are related) Concept-based Categorization Sifts through collections looking for only documents that correspond to sets of examples Concept Search Find me everything like this – easy and efficient, finds relevant docs, not just responsive ones Email Threading Which custodians matter, which emails are the most inclusive – and what’s been changed Near-Dup Identification Finds and groups nearly-similar documents – minor edits of a master of “main” document (less to review) Source: Laura Webster, Director, Partner Solutions at Content Analyst Company
  14. 14. Copyright © AIIM | All rights reserved.14 3. Customer & Employee Engagement How does content analytics allow organizations to anticipate and exceed customer expectations, deliver the right information at the right time to the right person, and solve the problem of information overload?
  15. 15. Copyright © AIIM | All rights reserved. Engagement/insight -- applications Have you considered analyzing any of the following document or content types to extract business intelligence or solve problems? N=178. Line-length indicates "N/A" 17% 14% 12% 8% 5% 9% 9% 7% 6% 7% 4% 4% 12% 9% 8% 9% 11% 7% 6% 7% 7% 5% 7% 5% 39% 34% 37% 46% 29% 43% 29% 37% 25% 37% 32% 24% Help desk logs, CRM reports Resumés, HR records Comment form fields for suggestions/ feedback Web-accessible databases Incident reports, claims, witness statements Print-streams and electronic statements Case notes, professional assessments, medical notes Web forums, blogs, ratings/reviews Lab notes, trials, surveys Picture, video or audio records External libraries public or subscription Patents, scientific journals, court proceedings Already do Plans in place Would like to Unlikely
  16. 16. Copyright © AIIM | All rights reserved.16 Not only was the pick-up line at the counter very long, but I waited 30 minutes just to talk to a rude representative who gave me a car that smelled like smoke, had stained floor mats, a dented fender,, and only half a tank of gas. Odor Pickup/Delivery Speed of Service Counter Attitude/Helpful/Friendly Interior Cleanliness Body Damage Fuel Level Get Contextual Analysis Source: Jeff Sumner, IBM
  17. 17. Copyright © AIIM | All rights reserved.
  18. 18. Copyright © AIIM | All rights reserved. Leverage Internet of Things
  19. 19. Copyright © AIIM | All rights reserved. But adoption still in early stages. Are you using content analytics for any of the following? N=219 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Process automation/inbound routing Information governance and metadata generation / correction Contextual search, curation, e-discovery Analysis / business insight / customer input Yes Plans in Place No plans
  20. 20. Copyright © AIIM | All rights reserved.20 Why has adoption been slow? What are the biggest issues for you with content analytics projects? N=207 36% 36% 30% 28% 18% 14% 13% 12% 12% 6% We lack expertise in this area We need to set Information Governance (IG)… It needs a considerable investment in tools and… We haven't really looked at it recently Connecting to and between repositories and… Setting the analysis rules can be difficult and… It’s hard to predict that the outcome will be… We need to comply with data privacy laws The tools are immature and hard to use Management expectations are over-hyped
  21. 21. Copyright © AIIM | All rights reserved.21 Understanding the Opportunity
  22. 22. Copyright © AIIM | All rights reserved.22 Solve a Business Problem AIIM Content Analytics Specialist Course www.aiim.org/training • Learn how to get started with content analytics • Get a solid understanding of different technologies and approaches • Learn how to use analytics to improve findability • Learn how to use analytics to get business insights • Learn how to use analytics to extract metadata for information management applications • Learn how to use analytics to improve customer and employee insights • Learn how to use analytics to improve eDiscovery • Learn how to use analytics to improve information governance • Learn how to use analytics to shed light on Dark Content • Pass the online exam to become a Content Analytics Specialist
  23. 23. Copyright © AIIM | All rights reserved. Meet User Needs Traditional way: New way: Source: Gov.uk
  24. 24. Copyright © AIIM | All rights reserved. Make IT Easy to Buy Software Hardware Staff Source: Joseph P. Larizza, Chief Administrative Officer, Fieldpoint Private
  25. 25. Copyright © AIIM | All rights reserved. Keep IT Simple & Smart New IT: Old IT:
  26. 26. Copyright © AIIM | All rights reserved.26
  27. 27. Copyright © AIIM | All rights reserved.27 Next Step? Identify opportunities  Sign up for the Content Analytics training course  Become a Content Analytics Specialist after passing the online exam  www.aiim.org

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