I hope all your content has metadata. It probably doesn’t. Those pesky end users store documents every which way — and then they can’t find them. In fact, the average user spends 4.5 hours per week looking for documents. It’s a vicious cycle.
Do you think your organization values data as an asset? Do you think your organization formulates and implements a clear data strategy, and employees embrace that strategy? I would think very few readers would answer “yes” to the second question. With the continual influx of unstructured content, which represents over 80 percent of data, it might be a good idea to start thinking about your data strategy. Your legal, compliance and records management teams will greatly appreciate it.
Now for a tougher question: Do you think your metadata represents insight, intelligence or knowledge? The ultimate goal is to give people not only the right information, but information that is distilled from a variety of distinct content, making it available as useable knowledge.
We can keep waiting for artificial intelligence (AI) and associated technologies to solve our problems. But what do we do about things now? We all know how hard it is for end users to consistently apply metadata — even when provided with a drop-down list, they will overwhelmingly select the first option, rendering the metadata useless and just plain wrong. And only about 20 percent of organizations employ effective metadata and classification of their data. No wonder enterprise search is often a dismal failure.
Many auto-classification products on the market today require complex rules to be generated, often involving search syntax. Some even require a document training set for every term to be processed, or demand the use of Boolean expressions to create rules — not a common skill. These requirements create a high initial cost, in terms of both time and qualified staff needed.
Generating knowledge, or intelligent metadata, requires an adaptive technology that:
- Generates multi-term conceptual metadata at source
- Is not based on keywords, proximity, word counts or algorithms that cannot be changed
- Captures very specific criteria for business applications using the metadata
The end result is a rich set of intelligent metadata that reflects the unique terminology and vocabulary of an organization, which makes it valuable for search, records management, compliance, legal, eDiscovery, and data privacy purposes. If you aren’t generating knowledge metadata, you are missing a key component that can radically improve your data strategy. You are wasting money, losing productivity, blocking innovation, leaving your organization more vulnerable to data breaches and noncompliance, and increasing the risk of business disruption. Sounds horrible, doesn’t it?
To learn about a solution that can help you maximize the value of your enterprise content, check out Netwrix Data Classification.