The Challenges of Building EnterpriseContent Taxonomies and the Role of

Classification Technologies in MaintainingTheir Effectiveness

Agenda

The Challenge of Unstructured Content

Key Concepts and Terms

Taxonomy, Classification and ECM Adoption

Classification Technologies for ECM

80% of Enterprise Data is Unstructured

Document

Image

E-mail

Report

Other

Billing statements Claims images Customer Correspondence Mortgage docs Contracts Signed BOLs Healthcare EOBs Marketing collateral Website content Voice authorizations Signature cards Credit enrollments Material Safety Data Sheets ISO 9000 docs Plant schematics Product images Spec sheets ….and much more!

The Challenge of ManagingUnstructured Content

What is Enterprise Content?

Organizing the explosion of

unstructured content becomes critical:

We’ve got 600 GB of content from

basic content services all over the

enterprise. How can we get this content

efficiently mapped into our ECM

taxonomy?

We’ve been managing our content

without classifying it for a few years

now. How can our users navigate amongst

this existing content in a way that’s

intuitive for our business?

The lawyers have to review 400,000

electronic documents for their case. How can we make sure they don’t

waste their time?

Where do I start?

Business Value of Classification for ECM

Ability to Structure Content with Databases

Multiple Repositories Make Access Difficult

And Then There’s SharePoint, File Shares and . . .

Key Concepts and TermsMetadata: a means of describing, locating, cataloging, andactivating content as objects in a software ecosystem (literally,data about data).

Enterprise Catalog: a centralized and normalized metadatamodel for unstructured content for the purposes of providing consistent services across all ECM applications.

Taxonomy: a hierarchical structure of informationcomponents, any part of which can be used to classify acontent item in relation to other items in the structure.

Classification: a coding of content items as members of agroup for the purposes of cataloging them or associating themwith a taxonomy.

Taxonomy and Classification in ECM

Classification Examples:– Document Classing– Foldering

Taxonomy Examples:– Enterprise Content Catalog– Industry Standard Document Taxonomies (ISO, XMI)

Methods:– Rules-Based: Applies pre-determined rules for

“if then” classification of text and properties– Analytics-Based: Applies algorithms to interpret classes in order to apply classification rules to them

ECM Taxonomy Illustrated

Criteria For ECM Classification Management Solutions

Integrate with and support the ECM metadata model Interpret a highly-federated content ecosystem

Go beyond search to catalog and manage content

Build on advanced analytic technologies – rules alone are not enough

Lessons Learned From ERP Adoption

Getting Classification Right: ‘Garbage in = garbage out’ is often used inmetadata management projects to describe the problem of building ametadata model on inconsistent sources.

Driving Process on Taxonomies: ERP systems depending on 3 mastertaxonomies – material, vendor and customer. These taxonomies driveevents, workflow definition and the development of transaction-centricbusiness process applications

Mastering Metadata: The ability to deploy new enterprise applicationsdepends upon the re-usability, scalability and integrity of the metadata model

System of Record is Required for Standardization:– Establishes an enterprise standard that can be audited– Forms the foundation for building demonstrable best practices

– Enforces consistency of data capture and output

Taxonomy and Classification in ECM

Classification Examples:– Document Classing– Foldering

Taxonomy Examples:– Enterprise Content Catalog– Industry Standard Document Taxonomies (ISO, XMI)

Methods:– Rules-Based: Applies pre-determined rules for ‘if,

then’ classification of text and properties– Analytics-Based: Applies algorithms to interpretclasses in order to apply classification rules to the

Most organizations face content taxonomy pain –

especially as they standardize around ECM – Mapping content to taxonomy during

ingestion – Reclassifying content under management – Evolving taxonomies as new types of

content emerge – Integrating folksonomies (SharePoint) into a master taxonomy

Classification is Hard Work

Business Drivers for ECM Taxonomy Management

Proliferating departmental solutions– Content Management– Collaboration (SP, Quickr, Team Rooms, Wikis)

User-based classification and high workforceturnover– Productivity declines as knowledge disappears– Legal discovery is a secondary concern

Mergers and Acquisitions – need to reconciledisparate content management practices,repositories and processes