Compliance in Office 365 What You Should Know. Don Miller Vice President of Sales Concept Searching

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1 Compliance in Office 365 What You Should Know Don Miller Vice President of Sales Concept Searching

2 Agenda Concept Searching Who we are and what we do Office 365 and Concept Searching technologies Information Governance Integrated enterprise approach Real-life client scenario Demonstration Search Records Management Policy and Governance Migration Collaboration and Social Networking

3 Company founded in 2002 Product launched in 2003 Focus on management of structured and unstructured information Technology Platform Delivered as a web service Automatic concept identification, content tagging, auto-classification, taxonomy management Only statistical vendor that can extract conceptual metadata 2009, 2010, 2011, 2012, 2013, Companies that Matter in KM KMWorld and Trend Setting product of 2009, 2010, 2011, 2012, 2013 Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army Locations: US, UK, and South Africa Client base: Fortune 500/1000 organizations Microsoft Business-Critical SharePoint program partner, Gold Certification in Application Development Smart Content Framework for Information Governance comprising Five Building Blocks for success Product Platforms: conceptclassifier for SharePoint, conceptclassifier for Office 365, conceptclassifier, and Concept Searching Technology The Global Leader in Managed Metadata Solutions

4 Concept Searching and Office 365 Microsoft Partner Member of elite Microsoft Business-Critical SharePoint Program Microsoft Gold Certification in Application Development conceptclassifier for Office 365 Automatic semantic metadata generation Compound term processing Auto-classification Taxonomy management Supports single tenant and multi-tenant environments Currently the only solution that addresses Information Governance in Office 365 Security of content assets, security breaches, search, ediscovery, litigation support, records management, migration, collaboration, social networking

5 Office 365 Technology Challenges Office 365 limits the type of solutions that can be installed No full trust solutions, sandbox only No ability to make external web service or SQL calls Reduced SharePoint APIs

6 Auto-Classification Challenges The restrictions in Office 365 pose specific challenges to an autoclassification application Event Receivers cannot reach out to an external server: A problem if you want to use these to alert the external server when documents are added or modified Metadata updates cannot invoke a system update: A problem if you want to update MMP without corrupting the Modified By user and date Term Store APIs are restricted: Rename Term and Delete Term are not supported and Term GUIDs cannot be specified

7 conceptclassifier for Office 365 conceptclassifier for Office 365 is the first auto-classification application to fully support Office 365 Event Receivers do contact the remote server to alert it when documents are added or modified Metadata updates are performed without corrupting the Modified By user and date All taxonomy management is implemented, including Rename Term, Delete Term, and synchronization of Term GUIDs

8 Office 365 In Practice What is Information Governance? And why do you care?

9 Smart Content Framework Sum of Parts is Greater than Whole Metadata driven application and enforcement of policies to achieve Information Governance

10 Unique Approach Concept Searching has a unique approach to ensure success Concept Searching s unique statistical concept identification underpins all technologies Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid conceptclassifier for SharePoint will generate conceptual metadata by extracting multi-word terms that identify triple heart bypass as a concept as opposed to single keywords Metadata can be used by any search engine index or any application/process that uses metadata.

11 Why Information Governance in Office 365? A single semantic framework regardless of where content resides Maximizes value of enterprise information assets Reduces liabilities surrounding lack of processes Provides a way to manage unstructured and semi-structured data in a cloud or hybrid environment Reduces organizational risk Avoids the cost of non-compliance Addresses cyber security and data protection Improves decision making and organizational performance

12 What Do We Need? A Robust Information Governance Strategy in the Cloud will Need Integrated Enterprise Metadata Repository Consistency and increased accuracy in Search ediscovery, FOIA, Litigation Support Records Management Data Privacy Intelligent Migration Enterprise Social Networking/Collaboration Framework

13 What is the Crux of the Problem? It s all about metadata. The metadata infrastructure provides the critical glue that binds the information infrastructure to the underlying IT infrastructure. Sound information governance practices would take advantage of the metadata infrastructure to ensure that content and data are managed consistently and adhere to written policies, across on-premise and cloud based environments IDC Digital Universe Study

14 Manual tagging is a behavior modification problem. You will never solve it by requiring end users to tag.

15 Why is Metadata So Hard to Get Right? A manual metadata approach will fail 95%+ of the time Issue Organizational Impact Inconsistent Subjective Cumbersome - expensive Malicious compliance No perceived value for end user What have you seen Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization (IDC) Highly trained information specialists will agree on meta tags between 33%-50% of the time (C. Cleverdon) Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mistagged content (Hoovers) End users select first value in list (Perspectives on Metadata, Sarah Courier) What s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non-conformance to policies Metadata will continue to be a problem due to inconsistent human behavior

16 How Do Information Management and Enterprise Metadata Interact?

17 Metadata Matters The Challenges of Content Overload 80% of enterprise data is unstructured (IDC) 60% of documents are obsolete (elaw) 50% of documents are duplicates (Equivio) The Benefits of Automatic Semantic Metadata Generation Elimination of costs and errors associated with end user tagging Identification and protection of secure content assets from unauthorized access and portability in accordance with compliance procedures Automatic in-place identification and tagging of documents of record Normalization of content across functional and geographical boundaries Integration with the enterprise search Ability to apply policy consistently across diverse repositories

18 What Does Metadata Achieve? Relevance and precision in search Enterprise content management Identification of assets for data security, ediscovery, and litigation preparedness Cyber security protection Records management and compliance Collaboration and social tagging Intelligent migration Text analytics

19 Accurate Approach conceptclassifier for SharePoint provides an automated metadata approach for an immediate ROI and enforces Information Governance Create enterprise automated metadata framework/model Average return on investment minimum of 38% and runs as high as 600% (IDC) Apply consistent meaningful metadata to enterprise content Incorrect meta tags costs an organization $2,500 per user per year in addition potential costs for non-compliance (IDC) Guide users to relevant content with taxonomy navigation Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) 100% Recall of content, 35% Faster access to content Precision Use automatic conceptual metadata generation to improve Records Management Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) Improve compliance processes, eliminate potential privacy exposures 6. Records Management and PII 7. Life Cycle Management 5. Business Processes 1. Create concept index from your content 4. Findability 2. Model and Validate 3. Automate Tagging

20 Office 365 Case Study Situation: Global services firm SharePoint environment Over 170,000 users located across the globe - Americas, Europe, Middle East, India, Africa (EMEIA), Asia Pacific, Japan Challenge: Ability to communicate real-time with end users and clients regardless of where they reside or how they are connected Information Governance issues Solution: conceptclassifier for SharePoint conceptclassifier for Office 365 Benefits: Hybrid environment with Information Governance enforced across the global enterprise migration, data security, search, content management, records management Improved communication and access to real-time information High performance and scalability One core set of technologies deploy once use for multiple applications

21 Demonstration

22 Show me the ROI Create enterprise automated metadata framework/model Average return on investment minimum of 38% and runs as high as 600% (IDC) Migration, can individuals ensure the right documents are migrated and the sensitive ones are removed? Apply consistent meaningful metadata to enterprise content Incorrect meta tags costs an organization $2,500 per user per year, in addition potential costs for non-compliance (IDC) Guide users to relevant content with taxonomy navigation Savings of $8,965 per year per user based on $80,000 salary (Chen & Dumais) 100% recall of content, 35% faster access to content precision Use automatic conceptual metadata generation to improve records management Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) Improve compliance processes, eliminate potential privacy exposures

23 Thank You Don Miller Vice President of Sales Concept Searching

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