Concept Searching technologies are deployed today across a wide number of organizations on both 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.
Information Governance is defined in the Smart Content Framework™ as a five prong process that provides the roadmap to optimize the value of information, while simultaneously minimizing the associated risks and costs.
The components consist of Metadata, Insight, Risk, Policy, and Action. The Metadata building block is the development of a single repository of organizationally relevant metadata that is available to any application that requires its use. Insight provides the ability to find and deliver the most relevant and granular results from large, heterogeneous repositories. The third building block, Risk, is determined by the organization to identify high profile risk factors, and analyze the impact and cost for non-compliance. Policy is the response to organizational risk and includes organizational and individual approaches to mitigate or eliminate the risk. Action, the final building block is the execution and interactive management of the policies and subsequent processes that ensures all unstructured and semi-structured content is processed in a manner that achieves the information governance objectives.
Information Transparency, Records, and Security
This US Army command organization currently manages a budget of more than $12 billion and cares for more than 1.8 million beneficiaries – active-duty members of all services, retirees and their family members. In an effort to address enterprise issues with information, records, and knowledge management, the organization conducted a Joint Capabilities Integration and Development System (JCIDS) analysis and selected the Concept Searching technology platform to deliver a robust organizationally aligned taxonomy structure for defense healthcare, to significantly improve information transparency, reduce sensitive information breaches, and assist with the preservation and storage of records in line with federal guidelines.
Achieving Precision Search and Retrieval
This US Army command deployed the conceptClassifier for SharePoint platform within its SharePoint internal portal. The organization plans, conducts, and reports operational tests, assessments, and experiments, in order to provide essential information for the acquisition and fielding of war fighting systems. It implemented the technology to organize and structure its content, and perform auto-classification to the structure in the process, applying metadata that can be filtered upon by the Microsoft Search engine, significantly improving search and retrieval through the ability to search on concepts. The result is greater transparency and improved project collaboration.
Enterprise search is an infrastructure component and the impact of poor search reaches far beyond the retrieval of information.
Reaching out to impact eDiscovery and litigation support, 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, eliminating end user tagging. Identifying relevant content during a search effectively removes ambiguity and enables the retrieval of information based on the concepts within the document, increasing both precision and recall.
Sensitive, confidential, and data privacy information exists in documents, scanned items, faxed items, and emails that could be in any unstructured or semi-structured content.
All 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 by the ability for the organization, or functional group, to define confidential information that falls outside of standard descriptors.
Eliminating Security Breaches
The conceptClassifier for SharePoint platform has been deployed at numerous US Air Force bases, to enable compliance with data privacy and security guidelines associated with the Federal Information Security Management Act (FISMA), Privacy Act Program, Health Insurance Portability and Accountability Act (HIPAA), Joint Commission on the Accreditation of Healthcare Organizations (JCAHO), and Payment Card Industry (PCI).The DoD and military have often complicated, multiple levels of security, that must be applied to every piece of content. The flexibility of the technology enables the organization to not only identify standard descriptors included in the base product, but also create their own descriptors and vocabulary to identify any type of potential security breach.
Eliminating End User Tagging in Records Management
This US Air Force support organization has a budget of $6.9 billion and runs 75 hospitals and clinics, providing care to over 2.6 million beneficiaries. It deployed conceptClassifier for SharePoint to: increase information retrieval precision on its intranet; enable subject-matter experts to develop business rules for information management; eliminate the need to manually meta tag documents; and provide automatic classification of documents and records, based on contextually relevant and domain specific information contained within the bodies of documents. It is currently using the technologies for records management, identification and protection of data privacy, search, and migration.
Automatic Identification of Documents of Record
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 challenging, in any industry.
In the DoD and military it is almost overwhelming. 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 often unwittingly fall into the trap of noncompliance. The Concept Searching platforms, are being used in records management 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.
FOIA and eDiscovery
eDiscovery and litigation support is costly, time-consuming, and risky. Although the real costs of eDiscovery and litigation support can be estimated, they are often hard to determine, let alone plan for.
The best defense is the ongoing management of data to ensure preparedness. Unmanaged information carries a great deal of risk, as it can be used in unintended way. During the eDiscovery or FOIA process the same basic problem of finding relevant information occurs, which is costly and unproductive. The volumes can be unprecedented, and facilitating the eDiscovery or FOIA process is a drain on human resources and carries risk and well as increasing costs.
Classifying Terabytes of Data Improves FOIA Processing
This agency deployed conceptClassifier for SharePoint with the Digital Asset Finder™ records management solution from COMPU-DATA International, to enable the proper disposition of documents that had been declared records, based on federal records management policies. Over 20 data sources and databases were consolidated into a few repositories. It currently loads millions of records per day, and automatically classifies these against multiple taxonomies simultaneously. The solution is easily expandable through its modular and scalable architecture. Professional users are able to find highly granular information that typically would not be found, reducing the time, costs, and increases productivity.
Improving intelligence and decision making in New Zealand
The increased spotlight on intelligence agencies in the past few years, has highlighted the constant need for agencies to be supplied with accurate and timely information, that enables them to make the best decisions possible. This agency contributes to the security of New Zealand through the provision of foreign intelligence to government, assisting government departments and agencies to protect their electronic information resources and communications systems. To improve these initiatives, the organization rolled out the conceptClassifier for SharePoint platform and conceptTaxonomyWorkflow integrated with SharePoint 2010 and FAST Search, to automatically harvest large amounts of data, classify in real time, identify specific content and take action based upon classification metadata, thereby supporting the intelligence service within New Zealand.
Regardless of what term an agency uses, a knowledge resources repository typically exists to capture not only past and current knowledge assets, but also the intellectual assets based on the staff’s expertise and knowledge, for re-use and knowledge sharing.
One of the biggest benefits of the Concept Searching platforms is the ability to aggregated content from file shares, SharePoint, websites, and diverse applications to provide a single point of reference for knowledge workers. Supporting navigational, concept-based, and discovery type searches, the user can directly access the information needed, or can be guided to relevant content, identifying relationships between content, and offering topics and information that typically would not be found.
The ability to aggregate very precise information from diverse sources and then analyze them can be invaluable in decision making and reducing costs.
Data is machine driven, whereas unstructured content is driven by people, which makes the nuances, insights, relationships of disparate content, sentiment, and knowledge capital much more difficult to extract. Using Concept Searching product platforms before text analysis the quantity of content can be reduced through an initial cleansing. Once the ‘noise’ has been eliminated, the ability to analyze the content at a very granular level produces actionable results that can be used to solve problems, reduce costs, and improve decision making.
Intelligence – Text Analytics Mining
The UK government department responsible for promoting British interests overseas and supporting UK citizens and businesses around the world deployed the conceptClassifier for SharePoint platform, with the optional Concept Searching search engine, conceptSearch. The department has large data repositories, many of them with sensitive information, and the technology platform, integrated with SharePoint, has enabled the development and maintenance of organizational and mission aligned taxonomies and the classification of large data sets, improving transparency and collaboration on sensitive information.
Pre and Post Migration Solutions
The Concept Searching platforms are used in all industries to migrate content to provide the basis for a re-usable enterprise repository to address metadata challenges and enable intelligent metadata enabled solutions. As an example, a professional services client using conceptClassifier for SharePoint identified 66,000 duplicates out of a total of 270,000 documents, representing a 24% reduction in disk space. In another example, a global supplier of automotive parts primary objective was to implement conceptClassifier for SharePoint to improve search for 147,000 business users. The first project was to migrate several millions documents. conceptClassifier for SharePoint was used for the pre and post migration, and for enabling concept based searching integrated with their existing search engine after the migration. The US Air Force has been a client for over twelve years and was one of the first clients to use the platforms for migration, and has successfully used the capabilities in multiple and diverse migration scenarios.
All Concept Searching clients use the product platforms to migrate content. The US Air Force sites have been using it to migrate to 2010, and now to 2013.
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, that 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. Concept Searching migration capabilities include migrating from file stores to file stores, file stores to SharePoint, SharePoint to SharePoint, and provide the ability to define a custom action through the conceptTaxonomyWorkflow product.
Moving to the cloud can provide a strong return on investment and enable ubiquitous access for end users, regardless of where they are located.
But moving to a cloud environment, or even a hybrid environment, poses challenges with regards to applying a consistent information governance strategy across all environments. The Concept Searching platforms have been deployed in the cloud, including SharePoint Online and Amazon Web Services, and enables effective management of unstructured content by enforcing and extending an enterprises’ on-premises information governance policies within the cloud environment. Metadata driven policy actions on content used in search, migration, identifying and securing sensitive information, or in the automatic declaration of documents of record, are some of the key capabilities available in a cloud environment. conceptTaxonomyWorkflow, an add-on product, provides the workflow capabilities and is available in all product platforms.