Leading Pipeline and Facilities Solutions Provider

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Automating Content Lifecycle Management

Several unexpected benefits were made available as a result of the technology framework. The hierarchical structure of the taxonomy became the key component for the retrieval of information in a number of ways, enabling content to be reused or repurposed.”

Nicola Barnes
Customer Location:
United States
Industry:
Energy and Utilities
Issue:

Due to poor or non-existent metadata the company was unable to implement a content management strategy from inception to archive or deletion, to avoid noncompliance and the financial and legal ramifications.

Products:

“Managing content from inception to archive or deletion often fails, as companies underestimate the impact on business processes and organizational structure and fail to properly train end users. Concept Searching shields end users from decision making, eliminating inadequate information retrieval, duplication of efforts, and the inability to reuse and repurpose content.”

The solution consists of an enterprise metadata framework that serves as the foundation to classify the automatically generate multi-term semantic metadata. A taxonomy matching the records management file plan is used to automatically assign record status from inception to archive or deletion.

Benefits

  • Identifies records, applies descriptor code and verbiage, and processes to the records management application or pushes cross-functional information of interest to specific staff
  • Flexible, to address diverse compliance requirements and unique government mandates
  • Organizes information based upon its structure and content, as it is created or ingested
  • Eliminates end user tagging, removing the burden of applying metadata and appropriate filing or routing

The company is a leading provider of pipeline, facilities, fabrication, maintenance, and integrity services to global companies, delivering energy safely.

The company was unable to perform content lifecycle management, due to poor or non-existent metadata.

  • End user tagging did not always reflect the presence of privacy or confidential information
  • Inability to process records in alignment with the organization’s regulated and corporate policies, for document destruction and content lifecycle management
  • Burden on end users to correctly tag and store documents of record, introducing human error and resulting in untagged and error-prone processing
  • Metadata applied from a subjective frame of reference
  • Limits document transparency in an enterprise content management environment
  • Cost-ineffective

Enterprise content management (ECM) focuses primarily on the management and processing of unstructured content. A content lifecycle management (CLM) solution includes elements of a number of disciplines, such as electronic records management, electronic document management, content management, content workflow, image processing, email, and archiving. For the enterprise, it involves the management of structured and unstructured data in many formats, on various devices, throughout its lifecycle.

Content lifecycle management depends on the effective capture of accurate metadata from the organization’s own corpus of content to succeed. Without consistent tagging, the subsequent steps of managing, storing, preserving, and delivering information cannot be achieved. In a highly-regulated, global industry, such as energy and utilities, the cost of noncompliance can be steep.

Not all content is ephemeral. Some data must be protected to comply with internal or external requirements, some eliminated for similar reasons. Some may be so valuable you must make it part of your “institutional memory.” It captures the business knowledge of the organization, allowing it to be shared with ever-changing generations of workers. It becomes the permanent knowledge base and corporate memory.

To achieve the benefits of CLM, the conceptClassifier platform, coupled with conceptClassifier for SharePoint, is used to automatically generate multi-term semantic metadata that is auto-classified to a taxonomy that mirrors the file plan. This removes the end user from the process, resulting in increased productivity and consistently high-quality semantic metadata. The taxonomy is the enterprise standard for processing all data – structured, semi-structured, and unstructured. As content is created or ingested it is tagged with the multi-term semantic metadata and record descriptor. Using conceptTaxonomyWorkflow, the record can be automatically passed to the records management application, or processed according to internal policies. A taxonomy can also be used to identify, in real time, data privacy or confidential information vulnerabilities, eliminating one source of data breaches.

In the SharePoint Online or on-premises environment, the content type can be automatically changed during processing. In addition, native integration with the Term Store provides real-time bi-directional updates. If a change is made in the taxonomy it is, at the same time, written to the term set. This added benefit leverages an organization’s investment in SharePoint, and removes many of the tedious and error-prone tasks associated with manual term set development.

Several unexpected benefits were made available as a result of the technology framework. The hierarchical structure of the taxonomy became the key component for the retrieval of information in a number of ways, enabling content to be reused or repurposed. Since Concept Searching generates conceptual metadata consisting of multi-word terms, phrases, entities, or subjects, search results become more precise, and concept-based searching is automatically available. A taxonomy can also be used to identify, in real-time, data privacy or organizationally-defined confidential information vulnerabilities, automatically move the content to a secure repository, prohibit download, and process notification of the suspected anomaly, eliminating one source of data breaches. Content optimization provides the capabilities to identify versions of documents, content that should be deleted for legal or compliance reasons, records that were never declared, data privacy exposures, file share cleanup and redundant, obsolete, and trivial (ROT) content that is no longer needed.

The organization was able to implement a content lifecycle management (CLM) strategy that was rapidly implemented to fulfill the varied requirements in the management of content from inception to archive and deletion. In addition, the Concept Searching technologies enabled the organization to eliminate noncompliance and the potential ramifications. It was able to address information governance, and automate policies to ensure adherence. Finally, it was able to significantly improve information retrieval, through the ability to search on concepts.

  • Rapidly assimilates new information as it is created or ingested, with existing content
  • Organizes information based upon its structure and content
  • Pushes cross-functional information of interest to specific staff
  • Reduces process timelines
  • Enhances outcome quality
  • Eliminates end user tagging, removing the burden of applying metadata and appropriate filing
  • Significantly improves the quality and consistency of metadata aligned with the unique vocabulary of the organization
  • Enabled the organization to automate the identification and processing of records, using conceptTaxonomyWorkflow

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