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Enterprise Search in the European Union

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Enterprise Search in the European Union Enterprise Search in the European Union: A Techno-economic Analysis Authors: Martin White, Stavri G Nikolov Editors: Shara Monteleone, Ramon Compaño, Ioannis Maghiros 2 0 1 3 Report EUR 26000 EN European Commission Joint Research Centre Institute for Prospective Technological Studies Contact information Address: Edificio Expo. c/ Inca Garcilaso, 3. E-41092 Seville (Spain) E-mail: [email protected] Tel.: +34 954488318 Fax: +34 954488300 http://ipts.jrc.ec.europa.eu http://www.jrc.ec.europa.eu This publication is a Scientific and Policy Report by the Joint Research Centre of the European Commission. Legal Notice Neither the European Commission nor any person acting on behalf of the Commission is responsible for the use which might be made of this publication. Europe Direct is a service to help you find answers to your questions about the European Union Freephone number (*): 00 800 6 7 8 9 10 11 (*) Certain mobile telephone operators do not allow access to 00 800 numbers or these calls may be billed. A great deal of additional information on the European Union is available on the Internet. It can be accessed through the Europa server http://europa.eu/. JRC78202 EUR 26000 EN ISBN 978-92-79-30493-4 (pdf) ISSN 1831-9424 (online) doi:10.2791/17809 Luxembourg: Publications Office of the European Union, 2013 © European Union, 2013 Reproduction is authorised provided the source is acknowledged. Printed in Spain Preface This report contributes to the work being carried out by IPTS on the potential of Search, providing a techno-economic analysis of Enterprise Search in the EU and a discussion of the main challenges and opportunities related to the current state of the Enterprise Search market in Europe. This study is part of CHORUS+ - an initiative supported by the Directorate General Information Society and Media. Information about CHORUS+ and its related activities is available at http://avmediasearch.eu 1 Table of Contents Preface ................................................................................................................................................................. 1 Executive Summary ......................................................................................................................................... 5 Methodology .................................................................................................................................................... 11 Part I: Managing Enterprise Information .............................................................................................. 13 1.1 The enterprise repository .......................................................................................................................................... 13 1.2 Reasons for complexity of ES repository ......................................................................................................... 15 1.3 The technology of enterprise search .................................................................................................................. 17 Part 2: Market Considerations ................................................................................................................. 25 2.1 The value chain for enterprise search ............................................................................................................... 25 2.2 The enterprise search business structure ........................................................................................................ 27 2.3 The EU market for enterprise search ................................................................................................................. 32 2.4 Making a business case for enterprise search ............................................................................................. 35 Part 3: The Choice of Enterprise Search Solutions ........................................................................... 43 3.1 Selecting and implementing enterprise search applications ................................................................ 43 3.2 Search implementation and user satisfaction .............................................................................................. 48 3.3 Enterprise search skills availability ..................................................................................................................... 51 Part 4: Analysis and Policy Considerations ......................................................................................... 53 4.1 Technology assessment and forecast ............................................................................................................... 53 4.2 SWOT analysis ................................................................................................................................................................ 61 4.3 Opportunities for EC support actions. Some policy briefs. ..................................................................... 62 Appendix A: List of enterprise search vendors – alphabetical ..................................................... 71 Appendix B: Corporate profiles of selected enterprise search vendors ................................... 75 Appendix C: Delphi summary tables ....................................................................................................... 79 Appendix D: Enterprise search industry analysis consultancies.................................................. 83 Appendix E: Workshop "Exploring the future of enterprise search" ........................................... 85 References ....................................................................................................................................................... 87 3 Executive Summary The value of enterprise search The term ‘enterprise search’ (ES) is used as a generic description for information retrieval applications that use a range of different core technologies to search enterprise repositories. For the purpose of this report, it includes the search of organisations' external web sites, intranets and other electronic text held by the organisations in the form of email, database records, and documents on file shares. This is often referred to as ‘unstructured’ information. Enterprise search technologies date back to the late 1960s when they were developed to search large online databases of scientific, commercial and legal information and to support the legal teams working on a number of large anti-trust suits in the USA – the breakup of AT&T being one example. There are three main technical approaches to ES: Boolean, vector space and probabilistic. Though there are some differences between the requirements of searching web sites and searching other enterprise applications, primarily around security management, it is possible to use the same enterprise search application for both purposes. The development of enterprise search applications requires a wide range of specialised skills, in particular mathematical approaches to set theory, probability and computational linguistics. Enterprise repositories of unstructured information are growing rapidly because of the widespread adoption of social media, increased compliance and regulatory requirements and a lack of resources to remove redundant information. According to research in the USA, large companies (i.e. with more than 1,000 employees) have accumulated over 100 terabytes of information, and many have more than 1 petabyte. Surveys indicate that senior managers are aware of the importance of unstructured information but few are taking action to provide employees with adequate tools to access this information. Motivators Motivators for the development of an enterprise search market, as emerged from the surveys mentioned in this report and also from the workshop organized by JRC-IPTS, “Exploring the future of Enterprise Search”, in Seville in October 2011 are: There is increasing information everywhere: more than 200 billion emails per day; 80% of enterprise information is unstructured. Digital data growth is enormous: it is expected to be 35 zettabytes in 10 years' time. In particular, it seems that 94% of organizations are collecting and managing more business data than just a few years ago and business information collected/managed has increased by 86% in the last few years.1 The cost of poor data management: organizations are seemingly losing revenue each year (on average, 14%) as a result of not being able to fully leverage the information they collect. That translates to circa $130 million in lost opportunity each year for a $1 billion organization.2 Legal compliance of the enterprise: obligation to store and find all enterprise documents, business communications for legal reasons. Enterprise data is all over the place. ES has to federate all the information existing in both structured data (databases) and unstructured data (text, reports, mail). 1 Source: Oracle Survey, From Overload to Impact: an industry scorecard on big data business challenges, 2012. 2 Ib. 5 In other words, if one reason for adopting ES is the growth in data generation, a more worrying reason is the fact that this huge amount of information is largely unstructured. It is estimated that about 80% of the information stored is either unstructured or has no adequate metadata for the needs of employees. As noted by Findwise in its recent Enterprise Search and Findability Survey (2012), quick access to information is of strategic importance in the Information Economy: "The fault does not lie
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