SharePoint Metadata Makes Content Findable

Autoclassification enhanced with Natural Language Processing

SharePoint Metadata is critical in making search work. BA Insight’s Classification software uses text analytics to create metadata, leveraging SharePoint’s Managed Metadata Service  (Overview of managed metadata in SharePoint Server 2013 here) and native SharePoint metadata navigation.

Microsoft SharePoint is one of the most widely used technologies in the world. Its place as the preferred platform for intranets, extranets, and portals makes it a key component of any organization’s content access and sharing initiatives. Many organizations, and their SharePoint designers, do not have a good metadata strategy, and thus users struggle finding the information they need. Microsoft has provided some really great information, available here, around the core concepts dealing with metadata. BA Insight takes these concepts one step further, applying the concepts of machine generated metadata and automatic content classification to the already robust metadata management capabilities within SharePoint.

SharePoint out-of-the-box barely meets the minimum requirements for enterprise search and intranet deployments.  Organizations do not have a complete and functional taxonomy, which is critical in the application of strong and consistent metadata.  Through advanced machine learning, the AutoClassifier tool provides a semantic entity extraction capability which identifies and relates concepts found inside content in nearly any system or format.  The time required to create an organizational taxonomy is greatly reduced due to these machine learning capabilities.

Having a complete and functional taxonomy cannot solve all issues alone, as many classification tools on the market lead to ineffective tagging, making it difficult for users to discern which tags are helpful, and which are noise. Through an advanced and easy to use set of rules and thresholds, users gain complete control over the tagging accuracy, ensuring that only the most relevant tags are applied to content.  This allows organizations to fully realize the potential of metadata-driven search, pushing the most relevant content directly to users based on their searches.

The AutoClassifier works natively within SharePoint 2010, SharePoint 2013, SharePoint 2016, SharePoint Online, and Office 365. Working with the software is very similar to how administrators currently manage metadata within SharePoint, which Microsoft provides a good article on here.

Organizations use AutoClassifier for SharePoint for:



Classification is the process of describing a piece of content (a document, an email, a process), what it is about (products, projects, people, clients, topics and whatever is important to the individual business), and how it should be managed (distributed, secured, archived) by adding one or more tags to the metadata. Classification can be carried out manually or automatically, through classification software. Manual classification depends on humans to classify content and add metadata tags and often lacks consistency and scalability. Automatic classification is the process by which technology is used to assign these tags and metadata. The advantages to automatic classification are consistency, scalability, and time savings.

Rules-Based Autoclassification

In rules-based auto classification, rules are created to match terms and entities to make decisions on how content should be categorized and tagged with the correct metadata. Rules-based classifiers are not dependent on the information in the collection—a new collection can use the same rules. Hence, rules-based classifiers offer greater flexibility than statistics-based classifiers; however, until recently the creation and management of rules required a lot of effort and a person skilled in rules formats. BA Insight’s AutoClassifier provides a simple and intuitive rules authoring engine, allowing business users to manage and implement rules quickly and easily.