Intelligent Metadata Enabled Solutions for Energy and Utilities

Concept Searching eliminates information complexity and increases information transparency. Understanding the conceptual meaning within content provides immediate and actionable visibility into all relevant content, regardless of where it resides.

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  • OverviewChallenges and SolutionsUse CasesJob FunctionKnowledge Center

    Helping Energy and Utilities, Now and in the Future

    Changes in the economic climate, pressure from shareholders, increasingly stringent regulatory requirements, environmental issues, political instability, and unanticipated process failures challenge the energy and utilities sector. Baby boomers continue to retire, necessitating the capture and retention of knowledge assets from a skilled workforce. It is now essential to improve internal performance and to minimize risk. Our clients share common goals – to leverage and use knowledge assets to improve decision making and processes, and to reduce risk.

  • The Concept Searching Difference

  • data-sovereignty

    Data sovereignty

    research-collaboration

    Search and collaboration

    knowledge-expertise-training

    Research and knowledge management

    security

    Security

  • The energy and utilities sector faces growing issues internally, and from uncontrollable external factors. The stumbling block is the inability to capture and identify the context within knowledge assets, to achieve business improvements. Data sovereignty is complicated, coupled with compliance and legal regulations that change as borders are crossed. Corporate memory and knowledge assets sit idle, instead of being used for research and improved decision making. Internal security, privacy laws, and cyber security are being addressed after the fact, resulting in fines, legal expenses, and restitution. A fundamental issue is the inability to easily access all relevant, timely, and accurate information, in the right context, at the right time, by the right person. Without this, failure is inevitable.

    policy

    Does multinational noncompliance worry you?

    security

    Do you believe end users have correct security levels, and can access accurate and trusted information for internal and external stakeholders?

    incorrect-metadata

    Are you prepared for business process failures or unexpected disruptions?

    identification-of-content-for-reuse

    Are your records easily accessible, is secure or confidential information protected, and are audit trails provided?
    Key Features

    Key Features

    All Concept Searching product platforms perform automatic compound term metadata generation, auto-classification, and taxonomy management. Content that was siloed and inaccessible can now be classified for use. Hybrid search capabilities enable strategic and operational information to be quickly accessed, for analysis, research, and decision making. Platform agnostic, the technologies can be configured to proactively identify any security violation, preventing security and data breaches. Issues relating to data sovereignty and compliance can be controlled through automatic tagging and routing of content to the correct location or person responsible for action. Information access and security rights are automatically enforced for specific data assets, ensuring third parties collaborate securely, accessing only information they have explicitly been given access to.

    Technology Benefits
    • Automatic generation of compound term metadata, tagging and classification enabling the use and reuse of knowledge assets to support decision making
    • Automatic identification and asset protection of information, preventing security breaches
    • Easily created workflows and rules track changes in regulatory requirements, mandates, compliance, and data sovereignty to quickly address violations for review and required actions
    • Immediate access to relevant and accurate information proactively addresses reasons for potential process failures
    • Automatic expert identification, accurate search, reuse of information assets, and the management of distribution controls and sensitive information provide secure collaboration and increased productivity, internally and with third parties
    • Addresses regulatory compliance through the automatic declaration and processing of records according to international laws and regulatory requirements
    • Eliminates or reduces the possibility of a data breach, avoiding fines, litigation, restitution, and negative publicity
    • Deduplication, data cleansing, and removal of ROT reduce eDiscovery and litigation support efforts
    • Improves information access for internal and external sites
    • Collaboration and productivity are improved through the capture of tacit and explicit knowledge from a retiring workforce
    • Enables the ability to rapidly address unexpected process failures, such as pipeline leaks or natural disasters
    • Reduces time spent on exploration research, resulting in improved decision making
    Key Benefits

    Key Benefits

    Concept Searching’s unique, flexible technology enables the energy and utilities sector to address the issue of organizing and managing the increasing volume of  unstructured and semi-structured content. This makes it the solution of choice for enterprises that need to proactively improve business processes that impact the bottom line.

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    Challenges and Solutions

    From an enterprise view, energy and utility companies share common challenges, although each can be unique in nature. Specific to the industry, some challenges are outside the control of the organization. Yet dealing with them successfully is key to organizational profitability. To address these challenges the organization itself must proactively envision innovative ways to increase preparedness, and solve the challenges within its control. This needs to be done at the tactical, business process level through a combination of people and technologies. At the heart of many of these challenges is the inability to manage unstructured and semi-structured content in a manner that facilitates, if not solves search challenges including eDiscovery and litigation support, protection of confidential information, records management, migration, text analytics, collaboration, and social content.

    What are the challenges at a business operational level?

    To solve the big picture challenges, it comes down to executing day-to-day tasks through a combination of people and technology. When addressing the big picture challenges, organizations must solve the basic problems that support the overall objectives of the organization.

    The fundamental technology problems that can improve the performance of the organization as a whole include:

    • Search, eDiscovery, and FOIA – the inability to identify and retrieve content, based on precise relevance and provide a single integrated view of content regardless of where it resides, reducing the costs associated with eDiscovery and litigation support
    • Records Management – the inability to accommodate the human factor, typically responsible for tagging and processing documents of record
    • Security – the inability to define vocabulary and descriptors used for the real-time identification of confidential or data privacy information, remove it from unauthorized access, and prevent portability of the content
    • Migration – inability to migrate content based on semantic metadata tagging to simplify pre-migration activities and improve the organization of content post-migration
    • Text Analytics – inability to reduce the quantity of information to be analyzed, cleanse the content, and find the precise information needed to make informed decisions and gain insight into content
    • Secure Collaboration – inability to communicate and collaborate with diverse stakeholders to ensure all participants have access to the same, up-to-date information delivered based on their authorized access to the content

    At the crux of all these challenges is metadata. In alignment with our intelligent content in context approach, intelligent solutions for the enterprise can only be achieved through the automatic generation of multi-term metadata, are specific to the various vocabularies and nomenclature of the organization, and serves as the foundation for any application that requires metadata. The 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 technology platforms are proving to be the solution of choice for energy and utility companies. Not restricted to just solving search challenges, the products reach far beyond to improve any application that requires the use of metadata and establishes the framework for information governance.

    To solve the over-arching and often global challenges, changes are needed at the tactical level using technology, people, and business processes to meet global objectives, reduce risks and costs, and improve business performance.

    Below are the fundamental issues followed by information on how our energy and utility clients were able to address their challenges.

  • Search

    Enterprise search is an infrastructure component and the impact of poor search reaches far beyond the retrieval of information.

    Impacting eDiscovery and litigation support, as well as unauthorized access to confidential information, inaccurate 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. Using multi-term metadata that represent a concept, 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

    Improving Search on a Corporate Website and Intranet

    document-downloadsFinding one product to provide an effective search experience for both a website and intranet can be a challenge. A nonprofit public benefit corporation operating in one of the largest states in the US found the solution in conceptClassifier for SharePoint. In the process of rolling out SharePoint 2010 and FAST search, it wanted the missing piece to provide automatic semantic metadata generation, auto-classification, and an integrated taxonomy solution leveraging the SharePoint Term Store. Concept Searching offered the only option that provided all the requisite features. With the ability to feed the multi-term metadata to the FAST search engine index, concept based searching was achieved. In addition, the solution provided one set of technologies to easily manage and improve access to information on both the corporate website and intranet.

  • Case Study

    Eliminating End User Tagging in Records Management

    document-downloadsA leading global resources company delivers value through the discovery, acquisition, development and marketing of natural resources. With over 100,000 employees, tagging documents of record manually was a continual challenge, error prone, and highly unproductive. Using the SharePoint 2010 Records Center, it deployed conceptClassifier for SharePoint to automate the process of applying metadata for document retention codes, and maintaining GUIDs for synchronization with content inside the SharePoint Records Center Library. Now, each document is automatically tagged with a retention code when it is uploaded. The synchronization of native GUIDs with other applications within the enterprise infrastructure provides additional value.

    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 challenges, in any industry, let alone energy and utilities.

    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 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, additional value is provided by the ability for the organization, or functional group to define confidential information that falls outside of standard descriptors.

    Case Study

    Using conceptClassifier for SharePoint to Eliminate Data Exposures

    document-downloadsA global upstream oil and gas company facing unstructured content management challenges deployed conceptClassifier for SharePoint, to provide the enterprise infrastructure to support information governance initiatives in SharePoint and automate processes and policies. The information governance initiative was designed to save money, reduce corporate risk, and create value for stakeholders. Although the applications were wide-reaching they included records management, compliance, search, identification and protection of confidential data assets, and migration from Hummingbird and SharePoint 2007 to SharePoint 2010. The company also took advantage of the ability to identify potential security exposures. This secured confidential content assets, averting a data exposure, breach, and improved compliance.

  • Case Study

    Migrating from Autonomy

    document-downloadsA top-tier oil field operations company’s first project was deploying conceptClassifier for SharePoint and conceptTaxonomyWorkflow to improve the delivery of precise and relevant content to maximize the use of reservoirs. The solution supports over 58,000 employees across 80 countries. However, before they could improve search, they needed to migrate from Autonomy. Using conceptClassifier for SharePoint made it possible to intelligently migrate content to be accessed by SharePoint 2010 and FAST search.

    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.

  • Text Analytics

    The ability to aggregate very precise information from diverse sources and then analyze them can be invaluable in decision making and cost reduction.

    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 products before 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.

    Case Study

    Using Text Analytics for 5,000 Research Personnel – Saving Millions in Unproductive Drilling Projects

    document-downloadsA multi-national oil and gas company is a long-term client of Concept Searching. One of its projects was to deploy a high-quality search solution across technical research data, to be used by over 5,000 geophysicists globally. The objective was to improve geological decision making, through the ability to identify accurate, relevant and related content from a large corpus of highly technical and specialized information, which resulted in millions in cost reductions. The solution included the implementation of conceptClassifier for SharePoint, to provide the underlying semantic and geo-tagging framework to improve FAST search in a SharePoint 2010 environment. They were able to then use the core technologies to extract highly specific and relevant information from a large corpus of documents for analysis and improved decision making.

  • Case Study

    Solving Collaboration Challenges

    document-downloadsAn early stage mining company of rare earths needed an infrastructure technology that would support its SharePoint 2010 knowledge and information portal. conceptClassifier for SharePoint was able to aggregate diverse repositories of information, provide a hierarchical search interface and support multiple search methods. The end result is consistent understanding of the value and context of information. This provides confident cross-organizational decision support capability, shared knowledge, and the enterprise-wide availability of knowledge, to increase organizational performance.

    Collaboration, Social Content, and Knowledge Capture

    With the challenge of retiring baby boomers the need to retain their experience and expertise should be proactively captured as intellectual assets.

    Using social and collaboration tools enables a diverse workforce to be united, while capturing best practices and knowledge, to reduce risk and become part of corporate memory for future access. Organizations need to capture the existing knowledge, and knowledge workers need to be able to access these intellectual assets to collaborate globally with diverse stakeholders, find organizational resources, identify experts, and leverage past business insight to make informed decisions. Concept Searching platforms deliver the automatic culling of information to meet the requirements of the individual business users through the delivery of relevant content in the right context, as well as to the right people at the right time. This is can be an extremely useful tool within the energy sector facing a surge of retiring baby boomers to transfer knowledge and expertise.

    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 flexibilty of the intelligent metadata enabled solutions can address search, 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 or 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, means 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 and automates document workflow for storage, preservation, access, usage controls, and automatically enforces protection of the records integrity throughout the individual document lifecycle eliminating many of the fundamental obstacles faced by records professionals on a day-to-day basis.

    Legal and H/R Professionals

    Energy and utility companies are continually faced with eDiscovery and litigation challenges. H/R must also ensure that the organization protects the privacy of all staff and eliminates any exposure that increases the risk of potential litigation or a data breach. Concept Searching platforms can be integrated with any eDiscovery or litigation application, or as a stand-alone technology, to retrieve highly granular content pertinent to the objective. 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 H/R professional can continually monitor and proactively address any violation involving PII, PHI, as well as safety compliance issues.

    Compliance Professionals

    Energy organizations often cross global boundaries, and additional security and compliance mandates are critical to the process of managing the compliance challenges associated with unstructured information. The drain on resources and time needed to stay on top changing mandates, as well as multinational content asset protection is enormous. The value of the Concept Searching platforms is the ability to rapidly develop information governance and compliance rules that can immediately identify any compliance violations at the time of content creation or ingestion. Violations can then be flagged and automatically routed to a repository for disposition.

    Security Professionals

    According to IDC, less than 50% of oil and gas companies have a documented and approved information security strategy. This makes organizations highly vulnerable to internal and external data privacy exposures and breaches, where repercussions can be costly and damage the organizational brand. In fact, organizations are now being held legally liable for personal social media postings, if they originated from within the organization. The value of the Concept Searching platforms is the ability for the organization to define what is actually confidential information and should be protected, either internally and/or externally. Standard descriptors such as social security numbers, are included in the base product. 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.

    Business Analysts

    Business analysts include professionals who need to analyze information proactively to reduce costs and risks or to aid in the determination of unexpected process failures. A good example is our client case study with 5,000 geophysicists whose objective was improving geological decision making. 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. 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 more contained. During the analysis process, information from diverse repositories can be aggregated and concept based search ensures the information retrieved is relevant.

    Safety and Operations Risk Managers

    With staff that spans the boardroom to the rigs, safety and operations risk failures can have a catastrophic impact on energy and utility companies. At the lowest level is the assurance that country specific mandates are being adhered to and maintained. At the most critical level is the safety of personnel and the ability to proactively identify events that could result in harm or even death. 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 highlight changes or to identify high level risks that pose safety violations that are unique to the organization.

    Knowledge, Collaboration, Social Content Managers and Professionals

    With the impending retirement of baby boomers, their knowledge and expertise needs to be captured for re-use as well as historical memory to develop a referenceable knowledge base. The ability to share information via collaboration across global locations in real time reduces the possibility of error, reduces redundancy in emails, and locates the most current documentation. Effective collaboration and knowledge capture can also achieve benefits to an 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. 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 end result is consistent understanding of the value and context of information. They also provide confident cross-organizational decision support capability, shared knowledge, and the enterprise-wide availability of knowledge, to increase organizational performance.