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Flattening Enterprise Knowledge White Paper
Do you Control Your Content or Does Your Content Control You?
1 Executive Summary: Enterprise Content Management (ECM) is a common buzz term and every IT manager knows it’s an
organizational need. What is generally forgotten though is that ECM is more than just putting content
on a server.
Content drives the daily operations of an enterprise. If it didn’t there wouldn’t be a need for content
and information could be regularly discarded. Unfortunately that’s not realistic; discarding this
information creates liability, drives up costs and increases the likelihood for duplicity of information and
processes.
Enterprises create content through daily operations and associated tasks, so ECM offerings must have
the ability to not only meet basic storage needs but also function within the framework of various
standard operating procedures (SOPs). This makes selecting the right ECM far more critical than just
picking the right server to store your information on…
2 Issues
Enterprises operate as well as their content allows Do you control your content or does your content control you? Enterprises can consist of one office in a
small town or hundreds of offices across the globe. Offices have hundreds if not, thousands, of
employees and customers. Each employee and customer has associated data (HR Records, client
relationship information, invoice information, payroll information…). This data isn’t all in the same
language or file cabinet or shared drive or office or repository. That’s billions of words and images, a
successful enterprise needs to be able to locate, track and analyze at the blink of an eye.
Space Costs Money Daily enterprise operations create content. Content Requires Space. Whether content is the creation of
common forms, emails, corporate documents, specific hard copy materials (architectural drawings),
media or web pages, it requires space. Space could be a dark closet in the basement of your office or
it could be the file server space on your enterprise’s network.
Various SOPs Within each enterprise and subsequent office there are multiple
departments from business development to IT to HR. Each of these
departments use their own unique SOPs which create information and
content. Not only do these SOPs create massive amounts of information
and content, but they also require very specific processes for corporate,
legal, and trade compliance. This requires any ECM to have the flexibility
to implement multiple SOPs while having the ability to edit on the fly.
Paper Based SOPs By nature, enterprises create content for records management and daily
operations reactive to workflows and SOPs. This content is crucial to the
processes and operations. SOPs vary across enterprises from business
development and HR requirements to IT documentation. Each division or
branch of enterprise requires its own flexible SOP for content and daily
operations creating an ever growing collection of paper based workflows.
Discovery Enterprise operations require leveraging information in a timely and efficient manner. But the more
content created, the harder locating and examining this information becomes and the more
cumbersome enterprise content becomes. Increased time to convert data to knowledge discovery
creates inefficient processes and reduces return on information assets.
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Flattening Enterprise Knowledge White Paper
There’s only one solution capable of spanning all of an enterprise’s data
and information resources, finding drops of information in the sea of data,
and discovering the knowledge embedded within... KnowvationTM
3 Knowvation
Knowvation is a complete ECM platform for information intensive enterprises. Built on robust, field-
proven technology, Knowvation is designed for knowledge workers to reduce the time and cost of
finding information in the sea of data. Reduced time to convert data to knowledge discovery and
action improves business process efficiency and increases return on information assets.
While all portals, applications, or ECMs have some basic search and classification functionality, they are
typically limited to keyword search and manual classification. Furthermore, access to information in
these repositories is often stove-piped or out of context. With growing number of enterprise portals,
applications, and CMS on different platforms and databases, the need for unified, context relevant
access to information across all information resources is key to increasing productivity of knowledge
workers.
Knowvation can access information across all types of portals, applications, repositories, and file
systems. It can utilize a variety of indexing, concept and entity extraction, and content filtering methods
regardless of content type – unstructured, semi-structured, and structured. Knowvation’s unique
Information Discovery Services such as Boolean, Concept, and Pattern Searching provide context-
relevant, precise, and unified information retrieval.
Flatten your enterprise knowledge and take control of your content!
Semantic Indexing The unification of content begins in Knowvation’s initial semantic index process, which is based on
terms, expressions and concepts. Compared to simply ranking the frequency of words for indexing,
Knowvation initiates a semantic analysis to discover synonyms and related concepts embedded
throughout the entire collection of content. This provides the ability to execute searches on keyword
relations and phrases in a timely and effective process.
Categorization and Classification with Taxonomies Knowvation’s Categorizer automatically extracts concepts from documents using taxonomies and
creates a semantic signature (metadata) for each document. Taxonomies contain thousands of
concepts organized in consistent hierarchies with generic to specific relationships. This component
provides the knowledge foundation going forward as new data is discovered, modified or added, and
will automatically refresh the overall data repository to ensure the latest version to the user base.
Knowvation uses scalable and consistent taxonomies for categorization and flexible and pragmatic
classifications for information access. This unique approach provides users with fast and secure access
to relevant information in a portal like user interface – bringing context to content.
Categorization and Dynamic Classification represent a behavioral and technological leap for users and
enterprises alike. Rather than being forced to fit searches within the constraints of inflexible categories,
users can dynamically create their own information categories based on the context of their search.
Further, those categories can inter-relate and display information from widely disparate sources and
locations, permitting users to discover knowledge that might have otherwise remained hidden.
Optimized Search Precision & Recall Through the combination of keyword indexing, advanced linguistics processing, and variety of basic
and advanced search methods, Knowvation achieves optimized precision & recall across vast and
diverse information sources. Boolean, Pattern, and Concept modes can be used independently or
interactively.
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Flattening Enterprise Knowledge White Paper
Pattern Search Pattern searches tolerate spelling errors in either the body of the text or the keyword search. It
automatically performs pattern expansion on all keywords based the number of words set by the user,
and then ranks the retrieved documents. Pattern searching overcomes already stated deficiencies in
OCR quality.
Concept Search This type of search expands your search term to include semantically related terms. It uses a network of
word associations enabling the expansion of search terms by using variations, synonyms, antonyms, and
other relationships to search the entire document text. This allows users to have the most relevant
documents delivered to the top of the result list.
Intelligent Browse Structure This functionality allows administrators to create a rich hierarchical structure to organize archived
documents. This web-based navigation tool allows users to walk through a folder structure to retrieve
content. Browse can be invoked from a search result screen to allow users to quickly find documents
related to their searches that may not contain any of the desired search terms.
Advanced Language Processing –
Adding Value to Multi-lingual Content Ability to process content consistently even if
documents may be in different languages and
encoding requires advanced language
processing. Knowvation offers Advanced
Natural Language Processing features that
include Language Identification, Tokenization,
Morphology Analysis, Idiom Processing, Part-of-
Speech Tagging. Furthermore, Knowvation uses
Special Data Preparation features such as
Character Normalization, Stop-word Removal,
and Exact Phrase Identification.
Knowvation’s advanced language processing features enables content to be indexed, and
categorized with linguistic markers such as language tags, conceptual identifiers, grammatical
categories (i.e. is the term a noun or a verb). This allows for more accurate retrieval of results.
Web Editor Performs necessary maintenance, editing, and cataloging as well as manages metadata associated
with digital documents from both hard copy source materials to electronically published materials. The
web editor allows privileged users to create and edit descriptive metadata right from the search results
without loading a client application or installing an ActiveX control
Scalable Architecture Knowvation’s scalable multi-tier J2EE architecture is built for consistent and fast response time over local
and wide area networks. The design supports a distributed system configuration that can be tuned to
maintain performance regardless of size. The default web based client is implemented with JSP and
Servlet technology allowing for simple customization and web integration.
Cross Lingual Searching
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Flattening Enterprise Knowledge White Paper
Technical Design The core of the Knowvation design is
the underlying database structure
that defines the fundamental
relationship of the digital document
to its descriptive metadata. The
Dublin Core standard is used to
describe the metadata of the
document represented as XML and
stored in the database schema. A
best-of-breed full-text search engine
is pre-configured to index and
retrieve documents from the digital
archive based on full text and
metadata queries against the
complete data repository. For added
flexibility, the Dublin Core metadata
framework can be expanded to
accommodate an additional 50
customer-defined fields.
Business services implemented as
Enterprise Java Beans (EJB) provide
extensible APIs for content
management, access and
administration. These data objects
provide full lifecycle management of
digital documents in the archive.
Role based security wraps the entire
system providing granular levels of
access to the business objects and
the documents themselves that can be tightly controlled by system administrators. The extensible
security model can be configured to use LDAP for authentication and directory services, allowing
existing enterprise policies to be migrated to the digital archive.
Application Programming Interface A complete API exposes all system functionality to facilitate
customization and integration of Knowvation with 3rd party and
legacy enterprise applications. Communication with the
backend Enterprise Java Beans is done via RMI and JNDI over
HTTP/SSL, allowing any Java application either local or remote
access to system functionality. Knowvation can be installed as a
complete turnkey application. Knowvation can also be
customized and integrated with other third party technologies
such as document capture, forms processing, workflow, and
document management systems using Knowvation’s powerful
API services.
Knowvation API
Knowvation Architecture
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Flattening Enterprise Knowledge White Paper
Document Version Control and
Security Knowvation incorporates full
Document Version Control and
Security. This feature can be
customized to set specific rights and
privileges to certain users and groups
in the modification, preservation and
identification of specified documents.
The level of custody, possession and
control of documents can be set by
the original author or other authorized
personnel.
As new authorized versions and provisions of a document are created, Knowvation automatically
preserves the original. Reports can be generated automatically detailing each version change
including; chain of custody identification, location, date of change and reasons. Additional reports
can also include the specifics on individual user’s history of searches, topics, specified sites and current
document custody status as illustrated in Knowvation Document History. Users can access the original
file by clicking the Restore option under the Version column.
MyWare Knowvation provides individual users the
ability to create their own preferences
through the MyWare functionality. Users have
the ability to save specific searches and
create notifications for new additions that
meet relevant search criteria. With MyWare,
users also have the ability to customize and
edit their layout and setup preferences in
addition to creating RSS feeds.
Speech to Text Manual transcription of audio can be very
expensive. To provide a more cost effective
solution, Knowvation provides its customers with
speech to text searching. Text is indexed for
search when the speech to text conversion
occurs. This allows rapid discovery across large
volumes of audio to include oral histories,
congressional proceedings, official audio
recordings and signals intelligence. Commonly
audio supported files include .wav and .mp3.
As displayed in the figure to the right users can
search full text of converted audio using all
Knowvation’s full search feature set. Selection of
highlighted “hit” plays audio at that selection.
Knowvation Speech to Text
Functionality
Knowvation Record History
Knowvation MyWare Functionality
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Flattening Enterprise Knowledge White Paper
Flexible Displays Knowvation’s unique Graphical User Interface (GUI) provides users the ability to quickly change screen
displays to meet their preferences. This GUI flexibility allows users to toggle back and forth between
different displays while maintaining search results or the file currently being viewed. Below are a few
examples. The first screenshots show the column and row views for search results. The 3rd screenshot
displays the quick toggle to the metadata portion of a file.
About PTFS
With more than 500 partnerships and installations for clients internationally, PTFS offers
customized and proven content management solutions. Our core products include
KnowvationTM, BibliovationTM and DronewareTM. To help organizations focus on their
core missions, we also offer highly technical teams that streamline the process to
implement and maintain custom solutions that best meet their needs.
Knowvation Search Result
Column View
Knowvation Search Result
Row View
Knowvation Metadata Editor
Interface
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