Intelligent Metadata Enabled Solutions – Federal Civilian

The traditional monolithic approach must be transformed to information centric, based on shared resources, customer driven, in a secure environment. Accomplishing these will unlock the power of government to embody change and innovation.

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  • OverviewChallenges and SolutionsUse CasesJob FunctionKnowledge Center

    Striving for quality, accessibility, timeliness, and usability

    The traditional monolithic approach must be transformed to information centric, based on shared resources, customer driven, in a secure environment. Accomplishing these will unlock the power of government to embody change and innovation.

  • The Concept Searching Difference

    taxonomy

    Automatic declaration of documents of record and automated workflow capabilities

    secure-control-access-distribution

    Proactively, in real-time identify privacy exposures and remove from user access and portability

    search-structured-databases

    Elimination of end user tagging delivering consistent intelligent content in context

    metadata

    Build a metadata schema based on the entities corpus of content and easily manage

    concept-searching

    Provide concept based hybrid search capabilities with navigational aids from the taxonomy hierarchy

    Concept Searching has been on the forefront of metadata generation, auto-classification, and taxonomy tools since inception. Developed using Web API’s, platform agnostic, open standards, the functionality of the software is still unmatched or replicated. Enabling concept based hybrid search, elimination of end user tagging, proactive identification of privacy exposures, identification and declaration of documents of record, development of metadata tagging schemas, and intelligent migration are a few of the solutions rapidly deployed, easily used, and benefits immediately realized.

    secure-control-access-distribution

    Are you confident that citizen and government privacy assets are protected, secured, and accessible to only those with the proper security rights?

    cloud-search

    Are you confident that you have cleaned up and organized your content prior to moving to the cloud?

    data-any-source

    Have you implemented the shared platform approach, either stand-alone or in government wide solutions and contract vehicles?

    metadata

    Would you agree that your metadata is of high quality, accessible, timely, and usable through well-defined standards and a metadata schema?

    policy

    Would your records management policies pass the scrutiny of a stringent audit?
    Key Features

    Key Features

    Offering a framework that generates compound term metadata and auto-classifies content to one or more taxonomies, the technologies were designed for Subject Matter Experts. Rapidly deployed, require minimal training, and real-time visibility of changes expedite taxonomy management on premises in the cloud and in hybrid environments.

    Core Technology Technology Benefits 
    • Platform agnostic, interoperability with cloud, on-premise, and hybrid environments
    • Automatic declaration of documents of record and automated workflow to a repository, application, or user
    • Provides concept based searching, overcoming the issue of Information Literacy, inter-related items will be returned even if missing the search keywords
    • Eliminates end user tagging and replaces it with the ability to generate multi-word metadata based on the meaning (e.g. concepts) contained within the content
    • Identification in real-time of potential data privacy or confidential incidents or breaches from within content
    • Fully integrated with All versions of SharePoint on premises and online
    • Develop a customer centric approach where information is presented to the consumer in the way that is most useful, whenever and however they need it
    • Maintain trust and confidence with the consumer by minimizing the potential for a data breach or leak of confidential information
    • Accurately process and maintain the lifecycle of a record from creation to disposition
    • Easily develop and deploy a metadata schema with a high level of granularity using compound terms
    • Improve consumer satisfaction with the ability to quickly and easily find the information they need using concept based searching and navigational aids
    Key Benefits

    Key Benefits

    Concept Searching is the optimal choice for organizations that are facing multiple technology challenges. The elimination of human tagging improves the quality, consistency, and usability of the metadata to drive applications and automate workflow.

    Deployed on both the Microsoft and AWS government clouds.  FedRAMP compliant and available for purchase on GSA Schedule 70, SEWP V, and Texas DIR contract vehicles.

    Client Use Cases Health and Social Care Regulator  Case Study

    Challenges and Solutions

    The public sector faces a multitude of challenges. Quite different from any other industry sector, the public sector must not only improve day-to-day operations internally, but must also look to the cloud to improve communication with citizens and businesses. Coupled with budgetary constraints this prevents public sector organizations from moving ahead more rapidly. The public sector needs to continue to embrace new forms of communication accessible via the Internet as well as proactively address the challenges of improving communication and knowledge sharing between:

    • Government to Government 
    • Government to Citizens 
    • Government to Businesses
    • Government to Employees 

    With the mandate to utilize the cloud, a host of new challenges must be addressed. In addition, increased FOIA requests, eDiscovery, the very real potential of security breaches, and issues of compliance can justifiably hamper the organization’s effectiveness just to remain on a steady track as opposed to seeking innovative and new ways to become more efficient. 

    Some of these high level challenges include:

    • The inability to share or exchange data efficiently, which costs government agencies time, and money results in increased time spent finding and accessing relevant information, if it can be found at all
    • The inability to satisfy citizen and stakeholder requests places additional burdens on agency staff to meet the ever increasing information access requests of diverse constituents
    • A lack of time to quickly push content to external audiences, ensuring security and continually improving information access and cloud based applications
    • A better method of ensuring information stored in the cloud environment does not have any potential data privacy or secured assets, or records that were never declared
    • The need for a transparent process to automatically migrate content to the cloud, from the cloud, auto-classify content to a taxonomies and provide tools that can be used by the knowledge managers or Subject Matter Experts to easily manage content
    • As more and more content is created and published agencies face the increasing costs of managing and integrating content so it is available within the entity or potentially across entities  in real-time
    • Responding to FOIA requests and ensuring government compliance is laborious and costly to agencies. Furthermore, the classification and declassification process is often inefficient and requires considerable human resources and costs to manage and perform the process accurately but more quickly
    • In some agencies, access to current information is mission critical, and content must be aggregated from internal and external sources. The impact of not having access to these information resources carries far greater implications that can affect safety and security at the local, regional, and country level

    What are the challenges at a business operational level?
    Solving the big picture challenges comes down to executing day-to-day tasks through a combination of people and technology. At the heart of addressing these challenges, organizations must improve processes that support the overall objectives.

    The fundamental technology problems that impact organizational performance as a whole include:

    • Search – inability to identify and retrieve content based on precise relevancy and provide a single integrated view of content regardless of where it resides and make it available to multiple stakeholders based on their security access levels
    • Records Management – inability to accommodate the human factor, typically responsible for tagging and processing documents of record, causing errors and impacting the lifecycle of the record
    • Security – inability to define vocabulary and descriptors used for the real-time identification of confidential/data privacy information, remove content from unauthorized access, and prevent its portability
    • Migration – inability to migrate content based on semantic metadata tagging to simplify pre-migration activities and improve the organization of content post-migration, in any environment, as well as on-premise, in the cloud, or both
    • FOIA and eDiscovery – inability to find the precise information needed to make informed decisions and to facilitate FOIA and eDiscovery processes
    • Cloud – use of the cloud for public sector entities can achieve great savings, but there are challenges with applying information governance, security, migration to the cloud, and prohibit records from being stored and accessed in a cloud environment

    At the crux of all these challenges is metadata. In alignment with our intelligent content in context, intelligent enterprise solutions can only be achieved through the automatic generation of multi-term metadata, are specific to the various vocabularies and nomenclature of the various communities, and serves as the foundation for any application that requires metadata. This enterprise metadata framework is then used to auto-classify content, and manage it through interactive, yet highly sophisticated, and industry unique taxonomy tools.

    Use Cases

    Concept Searching technologies are deployed today across a wide number of organizations both on the SIPR and NIPR networks, as well as the DISA network, and has defense clients with more than 70,000 users accessing a single application globally. Concept Searching also has a current enterprise Authority to Operate (ATO) with the US Air Force and an enterprise Certificate of Networthiness (CoN) for the US Army.

    Below are the fundamental challenges our clients have faced followed by information on how they were able to address their challenges.

  • Search

    Search, both internal and external is an infrastructure component and the impact of poor search reaches far beyond the retrieval of information.

    Reaching out to impact eDiscovery, FOIA, and unauthorized access to confidential information, the results can increase costs as well as organizational risk. A core component in all Concept Searching platforms is the ability to automatically generate compound term metadata (ie. concepts) and eliminate end user tagging. Identifying relevant content during a search effectively removes ambiguity and enables the retrieval of information based on the concepts within, increasing both precision and recall.

    Case Study

    Recognition for Knowledge Management Excellence

    document-downloadsThis organization supports the safety and mission assurance requirements of a comprehensive portfolio of programs and projects within NASA. It wanted to improve collaboration across its 8,000 strong workforce, improving findability, effectiveness and information sharing in a controlled and secure environment. It chose a robust, scalable, integrated knowledge management solution, and the Concept Searching technology platform component conceptSearch, which delivered the unique ability to extract concepts from content using ‘compound term processing’, thereby significantly improving search results. NASA Safety Center received a prestigious KMWorld award for the technologies, as well as the business benefits able to be achieved.

  • Case Study

    Getting Records Management Right

    document-downloadsOne of the UK’s largest County Councils, with approximately 13,000 staff includes 6,500 PC users has a significant number and broad diversity of information assets, that support the delivery of over 300 discrete services. conceptClassifier for SharePoint supported the solution to deliver a robust records management solution which is a listing of all the assets held by the Council, together with their initial risk assessment, retention cycles, and security levels. This application is the foundation upon which a structured approach to managing information was developed. To deploy the solution they also used intelligent migration capabilities in conceptClassifier for SharePoint to move all paper documents to a digital format, and automatically generate semantic metadata from all sources, and classify against the taxonomy.

    Records Management

    Regardless of whether you are using the SharePoint Records Center or a third party application, records management and the lifecycle of documents of record are typically a challenge in any industry, let alone the public sector.

    The biggest stumbling block has always been end user tagging. With complex file plans, and the fact that human tagging is often haphazard at best, organizations can unwittingly fall into the trap of non-compliance. The Concept Searching platforms, are being used to automatically identify documents of record, auto-classify the content to a taxonomy that mirrors the file plan and route directly to the records management application.

  • Security

    Sensitive, confidential, and data privacy information exists in documents, scanned items, faxed items, emails, and could be in any unstructured or semi-structured content.

    The Concept Searching platforms provide the ability to automatically identify, secure, and prohibit portability of organizationally defined vocabulary and descriptors. Since the metadata generation is not restricted to keywords, it is highly accurate in identifying potential security exposures, in real-time, as content is ingested or created and then routed to a secure repository for disposition. Full support for standard descriptors is included, and additional value is provided through the ability for the organization, or functional group to define confidential information that falls outside of standard descriptors.

    Case Study

    Tackling PII Exposures

    document-downloadsThis US government department deployed a cloud based hosted solution of Concept Searching products to identify and track personally identifiable information (PII) breaches. The solution scans through both the Internet and intranet, compiles a report of PII erroneously present on unprotected portals, and gives the department the ability to take action on the potential data breaches. This solution is able to identify any organizationally defined confidential information as well as standard descriptors.

  • Case Study

    Guiding the Public on Transportation

    document-downloadsThis UK based organization provides information on all forms of public transportation in London, including routes, maps, journey planners, and online tickets sales. It also provides guides on what to see and do, and real-time access to traffic conditions. It selected the conceptClassifier for SharePoint platform to add automatic classification and metadata generation to its document and record stores. Using file plans, or taxonomies, the ability to locate knowledge assets was significantly improved across its SharePoint environment. To keep the site continually up-to-date, it often needs to migrate and incorporate content from diverse repositories, internal, and external sites. They use conceptClassifier for SharePoint to assist in moving and migrating content.

    Migration

    To migrate document collections effectively, the text content of each document needs to be searched to determine its value.

    This cannot be done manually, as the volume is too high, and the consistency of human review and decision making is unreliable, as well as costly. Using Concept Searching platforms, an intelligent approach to migration can be achieved. As content is migrated it is analyzed for organizationally defined descriptors and vocabularies, which will automatically classify the content to taxonomies, or optionally the SharePoint Term Store, and automatically apply organizationally defined workflows to process the content to the appropriate repository for review and disposition.

  • FOIA and eDiscovery

    There are two aspects of the FOIA that impacts the public sector.

    The first is to make appropriate information available to reduce the number of outstanding FOIA requests without publishing information that should remain classified. The second is to provide agency staff with the ability to find the information to fulfill the FOIA request in the required time-frames. Fundamentally, information cannot be accessed or found because it is either mistagged or not tagged; the time gap between information requests and discovery is directly proportional to the volume of data, and the longer it takes to find information the more costly that information becomes. Additionally, users do not “tag” for transparency, despite the fact that every public sector agency has a “Data Transparency” directive or regulation: i.e. DoDD 8320: Data Sharing in a Net-Centric DoD. These same issues also apply to eDiscovery. The Concept Searching platforms expedite both FOIA and eDiscovery through elimination of end user tagging, generation of semantic metadata, and classification of that data for precise and relevant retrieval.

    Case Study

    FOI Compliance in the UK

    document-downloadsThis UK government backed commission is a non-departmental public body, established under the Equality Act 2006 as a corporate body. It has offices in Manchester, London, Glasgow, and Cardiff. Concept Searching was selected to provide the framework for the mandatory Integrated Public Sector Vocabulary (IPSV). conceptClassifier for SharePoint taxonomy management and automatic document classification, is being used to meet the Freedom of Information compliance requirements and as an aid to site navigation.

  • Case Study

    UK Councils Improving Information Access to Citizens

    document-downloadsSeveral UK public sector organizations have deployed Concept Searching platforms using the Integrated Public Sector Vocabulary (IPSV). The IPSV is a controlled vocabulary for use with subject metadata, and the UK mandates the use of at least one IPSV term for all UK public sector information resources. These are to be shared with citizens, businesses, or other public sector bodies. The Concept Searching technology platform is being used to automatically generate semantic and compound term metadata from public facing sites and classify them to the IPSV taxonomy. This powerful solution enables the retrieval of highly relevant information from web pages and documents. It also has the ability to search other government websites and integrate the search results, providing additional sources of information for website visitors, as well as promoting shared information between government entities.

    Social Networking Applications

    The need to effectively communicate with and inform a wide range of audiences is a primary objective in public sector efficiency.

    The end result of social networking applications is providing self serve information, delivered based on individual search criteria. This requires the culling of information to meet the requirements of end users by delivery of content in the right context, as well as to the right people at the right time. The Concept Searching technologies provide improved outcomes by providing insight into content; can group similar users, concepts, and content together; and protect and secure confidential information from unauthorized participants. A significant benefit is the ability to provide the framework that enables access to relevant and accurate information at a granular level. The end result is consistent understanding of the value and context of information.

  • Cloud

    Cloud computing offers a compelling ROI for the public sector. Due to economic instability, budgetary constraints, and the federal government expectation of using the cloud, many organizations are adopting cloud service models to reduce costs and capital expenditures.

    However, in any cloud scenario, the security, reliability, and accuracy of content assets must be maintained and managed as if it were on-premise. This is where the cloud sometimes falls short. Ultimately, it is the responsibility of the public sector organization to ensure that all content, or data, is being handled according to entity guidelines.

    Concept Searching’s technologies provide solutions for unstructured content management challenges across heterogeneous environments. The benefit is a comprehensive enterprise approach that protects, secures, and maximizes the value of knowledge assets regardless of where they reside. Any cloud solution is based not only on the organizational requirements but the capabilities of the cloud vendors. The adaptability of the Smart Content Framework™, product platforms, and intelligent metadata enabled solutions, provides an extensible feature set that can be used in any environment and any type of cloud configuration.

    Case Study

    Enhancing Search and Governance in Education

    document-downloadsThis leading tertiary education establishment in New Zealand deployed both conceptClassifier for SharePoint and conceptClassifier for Office 365 platforms. Known as a technology leader, it deployed the platforms to enhance transparency, perform classification driven intelligent integration, and the automation of governance policies, such as the identification of sensitive information and documents of record, both on-premise and in the cloud. The ability to feed the multi-term metadata to the search index and the ability to achieve concept based searching. In addition, the solution eliminated potential security exposures, unauthorized access, and portability issues.

    Why Metadata Matters to You

    CIO/CTO

    The CIO or CTO in any industry faces both strategic and tactical challenges. In the public sector the responsibilities are broad and challenging. The strategic challenges must be carefully addressed with a focus on the impact at a tactical level. Budgetary constraints can change the priorities and force a ‘pick and choose’ philosophy to improve performance. One of the key differentiators in the Concept Searching platforms is the re-usability of the core technologies to solve multiple content management and business process challenges. This provides a cost benefit in terms of the elimination of separate solutions to address key application challenges, a reduction in staff to implement and maintain the applications, and transparent usability from the end user perspective. The flexibility of the intelligent metadata enabled solutions can address search, FOIA and eDiscovery, records management, eliminate data privacy and data breaches, provide intelligent migration, social media applications, text analytics capabilities, and over all content management. The ability to leverage the existing infrastructure to improve these challenges assists the CIO/CTO in addressing multiple issues. An additional key component in the Concept Searching platforms is the ability to deploy in an on-premise environment, cloud, or hybrid environment.

    Information Technology Professionals

    Regardless of whether you are a SharePoint Administrator, or the CTO, Concept Searching technologies make your management of metadata easy. Integrated natively with the SharePoint Term Store, Concept Searching platforms remove the manual processes of metadata management, eliminates end user adoption issues, and aligns IT with business objectives. Installed quickly and easily, you can start classifying content in a matter of hours. Without a taxonomy expert on staff, the interactive, powerful, yet easy-to-use taxonomy tools can be used by business or IT professionals. Organizations can build an enterprise metadata repository and provide the re-usable technology to improve any application that requires the use of metadata.

    Records Managers

    In records management eliminating end user tagging, automatic application of content types, and routing of the document of record to the records management application reduces organizational risk, and improves information lifecycle management. Concept Searching product platforms eliminate end user tagging, automates document workflow for storage, preservation, access, and usage controls, and automatically enforces protection of records integrity throughout the individual document lifecycle eliminating many of the fundamental obstacles faced by records professionals on a day-to-day basis.

    Chief FOIA Officer and Supporting Professionals

    The public sector is continually faced with eDiscovery and cointinual improvement of FOIA processing. Concept Searching platforms can be integrated with any eDiscovery application and is being used to improve FOIA. In both instances the ability to retrieve highly granular content pertinent to the task is available. Since information is retrieved by identifying concepts the legal professional or FOIA processor can eliminate complex queries and, through vocabulary normalization, ambiguities are eliminated and related content is identified even though the specific vocabulary wasn’t specified in the query.

    Legal Professionals and Human Resources

    Legal and HR play a prominent role in the public sector. HR must ensure that the organization protects the privacy of all staff and eliminates any exposure that increases the risk of potential litigation. The legal department is critical to resolving eDiscovery matters. The Concept Searching platforms can be integrated with any eDiscovery, litigation, or HR application, to retrieve highly granular content. Optionally, the platforms can be used as stand-alone applications for precise search. Since information is retrieved by identifying concepts the legal professional can eliminate complex queries and through vocabulary normalization, ambiguities are eliminated, and related content is identified even though the specific vocabulary wasn’t specified in the query. The HR professional can ensure that all content that contains data privacy information, or any information which must have the appropriate security designations is automatically identified during creation or ingestion and automatically routed to a secure repository for disposition. This process also removes the content from unauthorized accessed via the search process and prevents portability of the information, a key cause of data breaches.

    Compliance Professionals

    Compliance in the public sector is mandatory, and security, records, and compliance mandates are critical to the process of managing the compliance challenges associated with unstructured information. The drain on resources and time is enormous, making it difficult to stay on top of changing mandates in a timely fashion. The value of the Concept Searching platforms is the ability to rapidly develop information governance and compliance rules that can immediately identify any compliance violation at the time of content creation or ingestion. These violations can then be flagged and automatically routed to a repository for disposition. These function apply to security as well as records identification.

    Security Professionals

    Because of the reach of information dissemination in the public sector, security is a priority. Specifically, government organizations are highly vulnerable to internal and external data privacy exposures and breaches, where repercussions can be costly and damage the brand of the organization. The value of the Concept Searching platforms is the ability for the organization to define what is confidential information and should be protected, either internally or externally. Standard descriptors such as social security number identification are included in the base product and can addressPHI, PII, OPSEC, and any security rule the organization wants to deploy. The value achieved is that content containing the vocabulary or descriptors is automatically flagged at creation or ingestion and routed to a secure repository, made unavailable during the search process by unauthorized users, and protected against portability.

    Safety and Operations Risk

    The public sector must also address safety and operations risk. At the most critical level is the safety of personnel and the ability to proactively identify events that could result in harm, injury, or even death. Concept Searching has clients in the public sector that have deployed the products to address and track transportation and terrorism activities. Concept Searching platforms provide the ability to develop the business rules in a taxonomy that can automatically identify the descriptors and vocabulary that apply to safety and operations risk. The content can be automatically processed as a safety record, or to can highlight changes and high risk levels that pose safety violations unique to the organization.

    Interactive Project Managers, Web Analytics Specialist

    Social media as it applies to Gov 2.0, is still a rather ambiguous term. Technically defined it consists of interaction among people to create, share, or exchange information delivered via the Internet. From a business viewpoint this applies to external web sites and internal sites, to improve access to relevant content. For the public sector, making information available to citizens and businesses must result in providing the answers and offer guidance to their questions, at the same time delivered in an easy-to-find manner. From an internal approach, social media must also aid in Government to Government information access and improved communication, as well as internally within the organization itself. Internal end user participation is typically very low unless it brings individual value to increase personal productivity. Many social media applications are driven by end users, but to achieve quantifiable value, social media applications that have a framework to extend access to granular information are more likely to succeed from a return on investment standpoint. The Concept Searching platforms can provide this structured framework, by delivering highly relevant content that surpasses the typical social media application.

    Knowledge Managers

    Knowledge managers can deal with a variety of communication methods, including intranets, portals, extranets, and the Internet. Internally, effective knowledge capture and sharing can deliver benefits to the organization in applications such as project management, awareness of organizational knowledge, employee induction and training, expertise location, communities of interest, collective intelligence, and innovation management. Externally the delivery of information to different audiences removes the burden internally of supporting and serving these audiences. The Concept Searching technologies provide insight into content; grouping similar users, concepts, and content together; identifying people with expertise, and knowledge or interest in a topic. The ability to deploy ‘concept based searching’ integrated with any search engine improves information access and provides the relevant information on demand.

    Business Analysts

    Because of the granular, concept based search capabilities, access to highly relevant information from diverse repositories can be aggregated for analysis and used to improve decision making and reduce risk and costs. The application of the technology is unlimited, such as aggregating information for grants or deploying research portals, From a text analytics perspective, once the objectives of the project have been defined, the professionals can initially cleanse the content removing duplicates, content that could and should be deleted, and generally narrowing the content boundaries to make the data to be analyzed much smaller. During the analysis process, information from diverse repositories can be aggregated and concept based search ensures the information retrieved is relevant.