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Collaboration and Search

May 5, 2008

We collaborate and work together to achieve a common goal, sharing knowledge and ideas and creating content in the process. Often times in a business, people are collaborating around a certain issue that needs addressing or improvement or maybe brain-storming ideas to come up with a new solution or collaborating around a certain task. Typically, as people collaborate, content gets created in the form of an email or a document or a discussion thread or a virtual workspace or a wiki or other similar mechanism. While the collaboration activity is at its peak, it’s probably easier to keep track of this content. However, the further removed one is from the actual activity, the harder it becomes to know or remember where something might be found. And ultimately for the business, all of this content could be considered assets that need to be easily and quickly retrieved.

Collaboration by its very nature creates a lot of unstructured content. Given that there isn’t a pre-defined structure, how does one go about quickly locating relevant information? It’s quite possible that the one who is looking for something might not even know where the information might reside. Is it on a file system or in a virtual team workspace or in a discussion thread or in a wiki? Also, it’s quite possible that the unstructured content that is created was actually pertaining to some structured content out in a database or a line-of-business application. Wouldn’t it be great to be able to search and reference that information as well?

IDC estimates that information workers spend on average 48% of their time searching for and analyzing information, (9.5 and 9.6 hours per week, respectively) which costs an organization $28,000 per worker per year (see “The Hidden Costs of Information Work”, IDC April 2006)

As mentioned last week, I’m going to look at some of the capabilities of Microsoft Office SharePoint Server 2007 (referred to in the future as SharePoint 2007) which make it such a strong contender in the Enterprise 2.0 space. With SharePoint 2007, you are able to search both structured and unstructured data and quickly find the information you might be looking for. You can search content on your file shares, your internet and intranet web sites, IBM Lotus Notes repositories, Microsoft Exchange Public folders, and of course, SharePoint sites. You can also find information stored in databases and backend Line of Business systems, such as ERP and CRM. Not only this, but you can also search for people in your organization and identify those who might have the required expertise to get a job done. The best part about SharePoint search is that it returns security-trimmed results, so that a user only gets to see what they’ve been previously authorized to see. The search experience in SharePoint 2007 is highly customizable as well so that one can display best bets, eliminate noise words, and customize the display of search results and do so much more. Another highly useful feature is that there is really no preset document limit unlike other well-known search products.

An Enterprise Search feature pack is expected soon which is going to further enhance the Search experience with SharePoint and incorporate some of the powerful functionality found in Microsoft Search Server 2008, which Forrester Research has labeled as a Disruptor in Enterprise Search (see Microsoft: Latest Disruptor in Enterprise Search). Also, with Microsoft’s acquisition of FAST earlier this year (see Gartner Magic Quadrant for Information Access Technology, 2007), which Microsoft plans to integrate into SharePoint Search, it’s going to make the already powerful SharePoint search experience even more so. It’s worth noting too that other software vendors have also recognized the power of SharePoint Search and are integrating their products with SharePoint to leverage its powerful search functionality (for example, look at this news article about an open source collaboration vendor integrating with SharePoint for its Search functionality).

So with SharePoint 2007, you can pretty much assume that you will be able to search and retrieve the content you’re looking for. For more details, look at Enterprise Search from Microsoft.

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Written by Raveen Rajavarma · Filed Under IT Consulting 

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