A Framework for Compliance - Effective Risk Mitigation and Information Management

Transcription

1 A Framework for Compliance - Effective Risk Mitigation and Information Management Graham Sibley CEO Collabware gsibley@collabware.com Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com

2 Expert Speakers Graham Sibley CEO at Collabware started the company with the goal of transforming the enterprise content management software industry through new ideas and approaches to traditional problems. He has over 15 years of experience and proven success in information management technology, SharePoint solution architecture and user experience design. Don Miller Vice President of Sales at Concept Searching has over 20 years experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management.

3 Agenda Collabware Compliance Challenges Success Strategies Concept Searching Unique Approach Governance Policy Demonstrations Next Steps

4 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, 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 Managed Partner under Microsoft global ISV Program - go to partner for Microsoft for auto-classification and taxonomy management The Global Leader in Managed Metadata Solutions Smart Content Framework for Information Governance comprising Six Building Blocks for success Product Suite: conceptsearch, concepttaxonomymanager, conceptclassifier, conceptclassifier for SharePoint, concepttaxonomyworkflow, conceptcontenttypeupdater for SharePoint

5 Collabware Enterprise Records Management Software for SharePoint Collabware is proud to be the first and only vendor to offer records managers a comprehensive content lifecycle management product for Microsoft SharePoint. From content creation to record destruction, our end-to-end solution offers: a superior user experience advanced records management features complete compliance control physical and electronic records management Company Information Founded in North American locations Vancouver, British Columbia (headquarters) Waltham, Massachusetts

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7 Compliance Challenges People Poor Adoption End-User Burden Lack of Process Alignment Minimal Records Captured Technology Separate Environments Collaboration Records Management Results in Siloing Effect Inaccurate Classification Manual = Mistakes Change Management Forced Adoption of File Plan Poor User Experience Negative Effect on Adoption End-User Frustration Circumventing

8 Success Strategies Focus on User Adoption Automated Identification Automated Classification Automated Declaration Align to Business Processes Integrated Records Management Subject Files and Case Files Passive Participation in Compliance Activities Integrate Technologies One Access Point for Electronic and Physical Simplified User Experience Simple, Seamless, and Transparent

9 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 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.

10 Manual Tagging is a Behavior Modification Problem conceptclassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration conceptclassifier increases productivity, improves Findability, automates Governance, migrates content Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 Improves SharePoint Portal Adoption Aligns content with governance polices and federally mandated requirements Intelligently migrates content into and out of SharePoint Mitigates Risk Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving ediscovery audit capabilities and ensuring alignment with content retention policies Lowers cost of Administration Leverages native integration to Microsoft stack, manages migration of GUIDS Lowers cost of ownership to build out and administer EMM/Term Store Intelligent content migration Intuitive user interface for easy product adoption

11 Smart Content Framework Sum of parts is greater than whole Metadata driven application and enforcement of policies - conceptclassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. Many clients are using the platform to support their information governance strategy. Proven, mature functionality out of the box - The platform has been deployed in numerous sites and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Solr, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.

12 Information Governance Smart Content Framework for Information Governance Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective, efficient use of information in enabling an organization to achieve its goals. Gartner

13 Building Block #3: Governance The Challenges Less than 50% of content is correctly indexed, meta tagged or efficiently searchable (IDC) Highly trained information specialists will agree on meta tags only 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 mis-tagged content (Hoovers) The Benefits Early detection of non-compliance issues for remediation Reduce costs associated with the inability to find information Eliminate costs associated with tagging and mis-tagging

14 Policy How do you enforce Policy? It is simply not realistic to expect broad sets of employees to navigate extensive classification options while referring to a records schedule that may weigh in at more than 100 pages. Forrester Research/ARMA International Survey

15 Building Block #4: Policy The Challenges 67% of data loss in records management is due to end user error (Prism International) Large organizations lose a document every 12 seconds (Prism International) It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found (IDC) The Benefits Reduce potential non-compliance issues and mitigate corporate risk Reduce costs associated with litigation and ediscovery Eliminate costs associated with manual tagging

16 Collabware Demonstration and Concept Searching Demonstration

17 What s the End Result? The Collabware CLM and Concept Searching conceptclassifier for SharePoint solution enables governance and compliance processes to establish an information framework that ensures the availability, usability, integrity, and security of enterprises information Combined leading-edge technologies Industry-unique, end-to-end content lifecycle management solution Automates everything for the end user - content tagging, metadata generation, record classification, record declaration, record policy application Find full details here For a comprehensive demo of the combined solution and discussion of expected ROI, please contact Don Miller at Concept Searching or Graham Sibley at Collabware

18 Thank You Graham Sibley CEO Collabware Don Miller Vice President of Sales Concept Searching