Taxonomies Improving Business Decisions and Client Service 2015-04-28 David Wu, ARMA ...

21 Pages·2015·1.95 MB·English

Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Taxonomies Improving Business
Decisions and Client Service
Taxonomy Basics
Understand ECM/RM Differences with SharePoint 2010 and 2013
How to architect/configure SharePoint 2013 and Content Server AGA
David Wu
ARMA Spring Workshops 2015
April 28, 2015
Agenda
•Taxonomy Basics
•Workshop #1,2: Taxonomy/IA validation methods
•Where Taxonomies Have Implications
•Review Three(3) Classification Methods
•Term Store Basics in SharePoint 2013
•Workshop #3: Classify your own content hands-on
•Bonus Content
David Wu
•Education (B.Comm. Management, BSc.)
•MCSD.Net, MCTS-SharePoint 2010
•AIIM Senior Global SharePoint ECM Trainer
•AIIM Taxonomy and Metadata certificate
•ARMA –Records e-certificate
•VP ConceptSearching Canada
• Sales, Partnerships
• Auto Classification
• Taxonomy Management
• SharePoint 2007/2010/2013/O365
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 1
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Company Profile
•Company founded in 2002
•Provide scalable Enterprise Information Governance Solutions
•Focus on management of structured and unstructured information
•Technology
•Search platform that auto-classifies information repositories
•Automatic concept identification, content tagging, auto-classification,
taxonomy management
•Only statistical vendor that can extract conceptual metadata
•2009 -2012 –List of ‘100 Companies that Matter in KM’ (KM World Magazine)
Company Profile
•KMWorld ‘Trend Setting Product’ of 2009, 2010 and 2011
•Locations: Canada, US, UK, & South Africa
•Client base: Federal Government, Local Government, Fortune
500/1000 organizations
•Managed Partner under Microsoft global ISV Program -“go to
partner” for Microsoft for and
•PWGSC –Software Licensing Supply Arrangement (SLSA-server or
user pricing)
Clients
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 2
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
What we do
•Deliver the market leading , and
functions to create an Enterprise
Information Governancetechnology platform
•Deliver the only solution with the SharePoint
2010/2013 Term store and managed metadata properties
•Once the platform is implemented it solves some key business issues:
1. Improved compliance, security, and governance around enterprise
information
2. Auto-classification, intelligent taxonomy management
3. Improve retrieval and business decisions, search
4. Identification, securing and removal of sensitive information
What we do
1. Classification –Auto-classification
•File Shares, websites , Hummingbird
•SharePoint -MOSS 2007, 2010, 2013, O365
•Other repositories (Hummingbird, EMC, Interwoven)
•Structured content -Databases
2. Intelligent Migration of existing content
•File Shares, SharePoint, to other targets
•Remove Duplicates
3. Improve Retrieval and Search by tagging everything
4. Taxonomy Management
•Semantic Metadata Generation (suggestion engine)
Taxonomy Basics
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 3
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Purpose of Taxonomies
Taxonomies are all about organization!
Allows the user to understand the structure of your knowledge domain
at one easy glance. (INTUITIVE, PREDICTIVE)
The idea to organize this content and records for navigation,
information discovery, and findability is critical for the success of
businesses and government entities.
•Easier information management/ records management
•Flexibility to respond to changing needs.
•Foundation for findability and usability.
Why Taxonomies
Visual Knowledge
Retrieval
Records Management
Taxonomy Types
•List •Chunking and Familiarity
•Tree •Familiarization
•Hierarchy (cid:1)Name a type of taxonomy –uses
familiarization
•Polyhierarchy
•Facets
•Facets (cid:1)Name a few facets within your
•Matrix organization
•System Map
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 4
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Taxonomy Structure & Usability
•Level 1 –15^1= 15
•Level 2 –15^2= 225
•Level 3 –15^3= 3 375
•Level 4 - 15^4= 50 625
•Level 5 - 15^5= 759 375
7 ±2 SPAN OF CONTROL
15865 X 3385 = 53 703 025
Classifications!!!!
Taxonomy/ IA Validation Methods
Taxonomy/IA
Validation methods
Pre-Design and Post Design (create/validate)
•Card Sorts
•Open, Close, Delphi
•Usability
•Scenario Tests
•Who, How, Many, Frequency,
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 5
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Card Sorts
•Open or Closed
•Topic Cards with subjects
•Pick categories
•Natural categorization patterns
•Closed = supplied categories
Workshop #1
Closed Card Sort and the Optimal Card Sort tool
Scenario –Website/
Intranet Content
Beneficial
•IA, Information •Canadians
Navigation •Program •Management
•Search etc. Information •www
•Getting Help
Taxonomies Clients
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 6
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Closed Card Sorting
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© 2008 Prescient Digital Media
Not For Distribution or reproduction without written consent –violators will be prosecuted
19
High Level
Information Architecture
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Not For Distribution or reproduction without written consent –violators will be prosecuted
20
Done with Online Tools Demo
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 7
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Workshop #2
IA Sample survey and results (using BananaCom)
BananaCom
Taxonomy and IA
Validation Tools
•Many web tools –can upload data, can publish and test, reporting
and generation of results (graphs etc.)
•Card Sorting Tools
•IA validation
•http://iainstitute.org/tools/
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 8
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Where Taxonomies have
Implications
Benefits
•Drives everything –Security, Search, Retention, etc.
•Consistent Use of Terminology
•Better Search results, Navigation
•Better Business Decisions as latest and most up to date information is
available and retrievable
•Better Client Service Delivery–efficient, retrieval etc.
Where Taxonomies
have Implications
Standard for Electronic Documents and
Records Management Solutions (EDRMS)
3.3 EDRM solutions are automated systems used to manage, protect
and preserve information resources from creation to disposition. These
solutions maintain appropriate contextual information (metadata) and
enable organizations to access, use and dispose of records (i.e., their
retention, destruction or transfer) in a managed, systematic and
auditable way in order to ensure accountability, transparency and meet
departmental business objectives.
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 9
Taxonomies Improving Business Decisions and 2015-04-28
Client Service
Improved Business Decisions &
Client Service Delivery
easier, more convenient, •Navigation improved
more seamless access to
•Search/retrieval improved
government services;
and •Get Information Faster
higher levels of quality
and performance in •Better organized information leads to
service delivery by
better quality/performance
government
organizations
Review Three (3)
Classification Methods
Manual, Semi-Automated, Automated
Manual (classifiers, users)
•Subject based file plan
•Records Classifier –classify paper and electronic files
•GoC department records classifier can classify 147 documents per day
•Open document, scan, determine classification to the file plan
•5 classifiers, 220 days = 161 700 documents against one taxonomy per
year @ a cost of ~ $300K
•No other metadata –organization, function-activity, fiscal year, etc.
•Worse yet = Manual classifications by USERS (training –too much
effort)
David Wu, ARMA Spring Workshops 2015,
Ottawa, April 28, 2015.
[email protected] 10