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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  • Concept Searching
    OverviewChallenges and SolutionsJob Function

    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 prevent 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.

    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 vulnerabilities, 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 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 the ability to 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, 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.

    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 conceptClassifier platform 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. The conceptClassifier platform eliminates end user tagging, automates document workflow for storage, preservation, access, and usage controls, and automatically enforces protection of a 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 continual 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 technologies 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 functions 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 technologies 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 address PHI, 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. conceptTaxonomyWorkflow provides the ability to develop the business rules 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 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 government 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 technologies 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.

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