AIIM ECM Certificate Programme
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1 Enterprise Content Management (ECM) Findability AIIM ECM Certificate Programme ECM ECM ECM Case Study Strategy Practitioner Specialist AIIM All rights reserved 2 1
2 ECM Practitioner Course Outline Foundations Tools & Instruments 1. Introduction 4. Create & Capture 7. Security & Control 10. Delivery & Presentation 2. Technologies & Functionality 5. Metadata 8. Process & Automation Futures 11. Trends & Directions 3. Information Architecture 6. Taxonomy 9. Findability AIIM All rights reserved 3 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 4 2
3 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 5 Defining findability Findability is the art and science of making content easy to find Findability moves beyond simple search to include elements of browsing and discovery Library Science User Language Interface At Arts Source: AIIM Market IQ on Findability (2008) AIIM All rights reserved 6 3
4 Browsing User interface-oriented Dependent on metadata and/or taxonomies AIIM All rights reserved 7 Effective browsing Dependent on Structure Labeling Location of the content Virtual folders represent different classifications Allows for multiple paths to the same content Ideally content should be cross-referenced, but not duplicated AIIM All rights reserved 8 4
5 Search A tool for finding information via user specified terms and keywords Advanced display techniques can blur the line between search and browse Search is not a magic bullet or effective panacea for lack of information organisation Better-organised information will yield more effective search results AIIM All rights reserved 9 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 10 5
6 Overview of search functionality Allows an administrator to identify specific content to be indexed, searched, and displayed to authorised users Core features: Automatic Indexing Query processing Presentation of results AIIM All rights reserved 11 Approaches to search implementation Application search Search provided within a single software application, designed to provide localised search services to application users E.g., , desktop Enterprise search Systems intended for use within an organisation by employees seeking information held internally by the organisation in a variety of formats and locations, including databases, document management systems, and other repositories Homogeneous search engine, heterogeneous repositories Federated Universal AIIM All rights reserved 12 6
7 Application search Many applications come with Search embedded in the software Searches only the information managed by that particular tool (e.g., Outlook), repository (e.g., a Records Management System), or system (e.g., Desktop Search) AIIM All rights reserved 13 Value of application search Engrains search inside the user s daily work environment (i.e., the business application) Potentially leads to actionable content Typically understands and respects the application s security and access model AIIM All rights reserved 14 7
8 Drawbacks to application search Search subsystem may not be as feature-rich as best-of- breed alternatives Search results are typically limited to a single repository, and may not encompass information across a complete business process AIIM All rights reserved 15 Enterprise search The enterprise is not a monolith Multiple information repositories Multiple search engines (i.e., application search) Need to search across information domains from a single query interface Three approaches to enterprise search Homogeneous search engine, heterogeneous repositories Federated Universal AIIM All rights reserved 16 8
9 Federated search example Example: Merlot Federated engine for education resources on the public web ( AIIM All rights reserved 17 Challenges of enterprise search More difficult to implement than application-based search Needs to resolve the intersection of multiple access controls with multiple indices Different index and query approaches across search systems may skew results Potential performance problems Results must be transferred, de-duped, merged, and ranked AIIM All rights reserved 18 9
10 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 19 Basic search techniques All search techniques fall into two basic approaches Rules-based Statistical Many tools combine both AIIM All rights reserved 20 10
11 Rules-based search Based on a pre-defined set of parameters Queries and results based on those rules Predictable and controllable Speed AIIM All rights reserved 21 Statistical search Utilise mathematical algorithms to create an understanding or profile of the content and the user queries Query profiles matched to content profiles for similarity Many different algorithms are used, typically proprietary and not modifiable Algorithms can be applied in a variety of settings, including different languages and content types AIIM All rights reserved 22 11
12 Parametric search Parametric search (a.k.a. fielded search ) adheres to pre-defined attributes present within a given data source For example, a search for a women s size 8 red shoe with a 3 inch heel The parameters in this example are gender, size, colour, and heel size The parameter values (populated by predefined vocabularies) are women s, 8, red, and 3 inches High precision, limited flexibility AIIM All rights reserved 23 Keyword search A form of parametric search based on one or more fields, containing user-declared words or phrases that represent concepts within the content Keywords may or may not physically be within the content Can be applied to any type of content Requires human indexing Inflexible AIIM All rights reserved 12
13 Full-text search Based on an automatically generated index of all words in a corpus of information, alphabetically arranged with pointers back to where each word can be found in the corpus Query for the word lettuce returns all documents that have the word lettuce within them Would not retrieve documents that contain the words salad, romaine, or radicchio as alternatives ti to lettuce Various levels of granularity available in the index Flexible, but also inflexible AIIM All rights reserved 25 Concept and fuzzy search Provides retrieval based on broad appreciation for word meanings, semantic relationships E.g. a query for the word fast automatically locates documents containing related concepts such as quick, speedy and rapid E.g. walk = walks, walked, walking, walker Concept clustering provides holistic analysis of a document and indexes it at a concept or topic level AIIM All rights reserved 26 13
14 Multilingual search Can be critical for multinational organisations Results can be targeted based on user location or authentication Involves various capabilities Interface Search terms Stopwords AIIM All rights reserved 27 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 28 14
15 Navigation (1) Navigation means moving through a corpus of information by traversing directories or following hypertext paths (links) The Scent of Information in the navigation paradigm When a user wants to find something, they are on a hunt They ll be most successful when they pick up a strong scent Navigation design must enhance your information s scent Label nomenclature and design are paramount Source: Jared Spool (UIE) AIIM All rights reserved 29 Navigation (2) AIIM All rights reserved 30 15
16 Five facets: Wine.com Source: wine.com AIIM All rights reserved 31 Tag clouds Source: CMS Watch AIIM All rights reserved 32 16
17 A clustering example Source: cwi.nl & Inxight AIIM All rights reserved 33 Relevancy ranking 3,897 results - which are the best? Date (Weighted) Term summing Omni-term skewing Term density Term proximity Popularity/voting Best Bets Connection tracking Source: US National Cancer Institute: cancer.gov AIIM All rights reserved 34 17
18 Agents User defined omni-present queries Run in background Provide immediate notification AIIM All rights reserved 35 Agenda Defining findability Search overview Basic search techniques Presentation and interfaces Findability and security AIIM All rights reserved 36 18
19 Levels of security Repository Cabinets Workspaces Folder Groups Folders Subfolders Documentst Elements <XML> Hard Harde est AIIM All rights reserved 37 Securing findability-specific content Securing access controls within a search environment should extend beyond the content itself Index Queries AIIM All rights reserved 38 19
20 Enhancing security through findability Data Loss/Leak Prevention (DLP) AIIM All rights reserved 39 Summarising enterprise search Source: CMS Watch AIIM All rights reserved 40 20
21 What you have learned Findability is a critical component to an ECM strategy Findability is comprised of multiple technologies and techniques Wide variety of interfaces available Present challenges and enhancements to security AIIM All rights reserved 41 21
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