Indexing with the AIRS/211 LA County Taxonomy A 2-Part Workshop for the 2010 AIRS Conference in...
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Transcript of Indexing with the AIRS/211 LA County Taxonomy A 2-Part Workshop for the 2010 AIRS Conference in...
Indexing with theAIRS/211 LA County Taxonomy
A 2-Part Workshop forthe 2010 AIRS Conference
in Rochester (5/25/10)
Dick Manikowski, Editor, AIRS Journal [email protected]
Last revised 05/11/10 5:46p
Workshop Objectives To review the Taxonomy’s structure and design; To introduce basic principles and practices in indexing; To help participants recognize some of the decisions that have to be
made when using the Taxonomy; To discuss Taxonomy maintenance and customization procedures; and To have fun while we’re learning. (But don’t spill the beans to your
colleagues who couldn’t come. What happens in Rochester . . . )
Note—This is a two-part workshop. Anyone who can’t attend the second half won’t get the real substance of it. Anyone who skips the first half will likely be lost during the second half.
The content is heavily based on the model devised by Margaret Bruni for workshops offered at previous Conferences and has hugely benefited from suggestions from Georgia Sales and many others.
Why Do We Index Databases & Directories?
So we can sift through the contents efficiently Your goal is for the index to allow the user to find
– All relevant resources– Only relevant resources– As easily as possible
Indexes exist for the convenience of the user and not that of the indexer– There’s an inverse relationship between ease of use of a
database or directory and ease of indexing. To create an index that the user can navigate easily and effectively, the indexer has to work hard and smart. Jenny and I are here to help you work smart. The working hard part is up to you.
What Is a Taxonomy?
tak-SON-â-mē 2: The systematic distinguishing, ordering and naming of type groups within a subject field: CLASSIFICATION(Webster’s Third New International Dictionary)
Taxonomies include:• telephone Yellow Pages headings• the system of binomial nomenclature used to assign names to plant and animal species (homo sapiens)• Dewey Decimal and Library of Congress systems for classifying library materials• I&R directory indexes
Watch Your Terminology! The taxonomy we use is the AIRS/LA 211 Taxonomy That taxonomy is composed of terms that users
search under to locate needed services Don’t embarrass yourself by saying “I’m looking for a
taxonomy for a program that . . . .” You’re looking for a term, not a taxonomy.
If you make that faux pas in this workshop or in the future, I will publicly embarrass you.
The AIRS/211 LA County Taxonomy Is specifically designed for indexing community resource
files Has been endorsed by both AIRS and United Way of
America Has been developed in consultation with experts in a broad
range of fields Uses language from relevant fields Includes carefully crafted definitions Is integrated into most I&R software packages Continues to evolve to meet the needs of indexers Is not only the de facto standard for indexing I&R files,
but . . .
It has been mandated by the AIRS Standards for Professional Information& Referral and Quality Indicators (Version 6.0; January 2009)
Standard 9: Classification System/Taxonomy The I&R service shall use the AIRS/211 LA County Taxonomy of Human Services (formally titled A Taxonomy of Human Services: A Conceptual
Framework with Standardized Terminology and Definitions for the Field) to index and facilitate retrieval of resource information, increase the reliability of planning data, make evaluation processes consistent and reliable, and facilitate national comparisons of data. Additional classification structures such as keywords may supplement the Taxonomy, but must must be connected to the Taxonomy rather than functioning as independent indexing systems.
The AIRS/211 LA County Taxonomy
Finally, by using a standardized classification system, I&Rs are better able to share resource records. (It’s not quite that simple. Some ramifications that shared records present for database managers will be briefly discussed later in this presentation.)
The AIRS/211 LA County Taxonomy
Taxonomy Web Sitewww.211taxonomy.org
After many years of planning, the taxonomy Web site was unveiled on 2/11/05.Subscribers have password-protected access to a frequently updated copy of the master Taxonomy, with the ability to download updates in a variety of formats and sorts.(Visitors without passwords are permitted to access some of the features of the site in order to get a taste of how the site works.)
Taxonomy Web SiteAuthorized users search for terms
Taxonomy Web SiteAuthorized users can view changes for any specified period
Taxonomy Web SiteAuthorized users can download the Taxonomy as a data file for importation into their resource database if their software vendor supports this function
Important—The Taxonomy subscription permits your agency to download the taxonomy files (which have only been available in XML format since 6/30/07). But in order to implement the changes, your software publisher must develop a mechanism for incorporating the updates into your database. Neither AIRS nor 211-LA County can do this for your software.
Taxonomy SubscriptionRates (effective 6/1/10)
Why should my agency have to pay a subscription fee for the Taxonomy on top of our AIRS membership dues? We have a tight budget!
Subscriber Category Annual Rate Three-Year Prepaid Rate
AIRS Members (non-profit or governmental)
$200 $450 ($150/yr)
AIRS Members (for profit)
$500 $1350 ($450/yr)
Non-Members (non-profitor governmental)
$250 $600 ($200/yr)
Non-Members(for profit)
$650 $1800 ($600/yr)
• 211 LA County has a tight budget, too, but they subsidized Georgia Sales’ development of the Taxonomy for over 20 years and continue to do so. They deserve to be compensated for that support.
• The Taxonomy is copyrighted by 211 LA County. Unauthorized use of it is a violation of federal law.
Taxonomy Hierarchy Divides all of human and social services into
ten Major Service Categories (with a separate eleventh Target Group Section), each branching into up to six increasingly narrowly focused Levels of Classification
Taxonomy Term Code Each term has a unique identification
number (Taxonomy Code) which reflects its placement in the hierarchy. (Note: Don’t let the codes intimidate you. They exist to help computers and indexers understand the relationship between terms. You do not have to memorize codes.)
Hierarchical RelationshipsBetween Terms
ND-1600.1800Exem plary Rehabilitation
Certification
ND-1600.2000F idelity Bonding
Services
ND-1600.9500-300Hom e W ork Perm its
ND-1600.9500-950.15Unassigned Term
ND-1600.9500-950-25Unassigned Term
ND-1600.9500-950Youth W ork Perm its
ND-1600.9500W ork Perm its
ND-1600Em ployee Certification
ND-2000Em ploym ent P reparation
NDEm ploym ent
NLPublic Assistance
Program s
NSSocial Insurance
Program s
NIncom e Support & Em ploym entLevel 1
Level 2
Level 3
Level 4
Level 5
Level 6
There are 6 levels to the Taxonomy, but most concepts aren’t developed past the 3rd, 4th, or 5th level.
Taxonomy Branch(Path Leading to a Specific Termfrom the Level I Term Above It)
ND-1600.9500-950.25Unass igned
ND-1600.9500-950Youth W ork Perm its
ND-1600.9500W ork Perm its
ND-1600Employee Certification
NDEmployment
NIncome Support & Em ploymentLevel 1
Level 2
Level 3
Level 4
Level 5
Level 6
Terms and Cross References Each actual taxonomy term (technically called a Preferred Term)
has a code, uses language from its field, and has a precise and concise definition
See Also References are provided to other related Preferred Terms to help both indexers and end-users
Use References point to Preferred Terms fromnon-preferred terms under which users might search for a concept
Taxonomy Locale While the Taxonomy was originally developed for use in the
United States, partners have helped develop two Canadian versions of it (in English and in French).
The Canadian versions reflect that country’s governmental and judicial structures as well as differences in terminology (First Peoples rather than Native Americans) and spelling (favourite colour rather than favorite color)
Six Facets (Types of Preferred Terms)
1. Service Terms describe specific services (acts of help for assistance)
– Low Cost Meals– Long-Term Care Insurance
The vast majority of terms in Taxonomy branches B (Basic Needs) throughT (Organizational/Community/International Services) are service terms.
2. Organization/Facility Type Terms describe what entities are, which often implies what they do
– Hospitals– Senior Centers– Voluntary Health Organizations
Organization/Facility Type terms are scattered throughout Taxonomy branches B through T. These terms can provide valid indexing shortcuts.
Six Facets (Types of Preferred Terms)
2. Organization/Facility Type Terms (cont.) are also listed in the Related Concepts section of the Web site
Six Facets (Types of Preferred Terms)
2. Organization/Facility Type Terms (cont.)
One particularly useful organizational/facility type term isAdministrative EntitiesTF-0500Management offices that serve as headquarters for organizations and which provide services that plan, organize and control the activities of the organization but which offer no direct services to the public except peripheral administrative services like training, community awareness programs or materials and research. Included are the administrative offices of local city and county departments, state agencies and federal agencies as well as those that oversee the work of large non-governmental agencies.
Six Facets (Types of Preferred Terms)
3. Named Program Terms describe major programs with commonly known names
– WIC– Medicare– Medicaid
Because human service workers have a good idea of what these programs encompass, there’s often no need to index the specific services which come under their umbrella.
Six Facets (Types of Preferred Terms)
3. Named Program Terms (cont.) are listed in the Related Concepts section of the Web site
Six Facets (Types of Preferred Terms)
4. Target Terms* describe groups at whom services and programs are targeted and can be used to more narrowly focus indexing. Social Clubs/Events (a true service term) could be focused more narrowly by combining it with target terms like:
– Social Clubs/Events * Alcoholics– Social Clubs/Events * Pregnant Teens
*Only applicable if your I&R software package supports the ability to combine Taxonomy terms.
Six Facets (Types of Preferred Terms)
4. Target Terms (cont.)
Don’t confuse the concepts of eligibility and targeting. A program may be targeted at a particular group but have eligibility criteria which are much broader.
Example: A particular soup kitchen may be specifically targeted at the homeless population but have no eligibility restrictions.
Six Facets (Types of Preferred Terms)
4. Target Terms (cont.)
If you try to reflect eligibility criteria in your indexing, you’ll make your database unsearchable and drive yourself nuts attaching target terms to service terms.Soup Kitchens * MalesSoup Kitchens * FemalesSoup Kitchens * AdultsSoup Kitchens * Young AdultsSoup Kitchens * Older AdultsSoup Kitchens * AlbaniansSoup Kitchens * AsthmaSoup Kitchens * Ad Infinitum
Six Facets (Types of Preferred Terms)
4. Target Terms (cont.)
The Y branch of the Taxonomy encompasses target terms.
Six Facets (Types of Preferred Terms)
4. Target Terms (cont.)And the YZ branch of it covers Topical Identifiers/Issues which are useful for focusing indexing terms in the Public Awareness/Education branch.
Six Facets (Types of Preferred Terms)
4. Target Terms (cont.)
For a really thoughtful discussion of the issues involved in using target terms, see the article Indexing Using Target Population Terms in the AIRS/INFO LINE Taxonomy by Diane Gatto (Barrett) and Cathleen Kelly. Originally published in 2004 in v. 26 of the AIRS Journal, it’s available online in the Library section of the Taxonomy Web site.
Six Facets (Types of Preferred Terms)
5. Modality/Delivery Format Terms describe how services are delivered. Taxonomy term Discrimination Assistance (a true service term) could be narrowed by combining it with modality terms:
– Discrimination Assistance * Legal Representationor
– Discrimination Assistance * Advocacy
Not all I&R software packages support the ability to combine Taxonomy terms.
Six Facets (Types of Preferred Terms)
5. Modality/Delivery Format Terms (cont.) are listed in the Related Concepts section of the Web site
Six Facets (Types of Preferred Terms)
5. Modality/Delivery Format Terms (cont.)
Modality/Delivery Format Terms are meant to be used to modify service terms and should never be used alone.
Six Facets (Types of Preferred Terms)
6. Orientation/Philosophy terms describe services which are provided in a manner which accommodates a particular philosophy. There are only a handful of this type of term. Three are in the Target Populations section:
– Feminist Organizational Perspective(YQ-2000)
– Partisan Political Organizational Perspective (YQ-6500)– Religious Organizational Perspective
(YQ-7000)
Six Facets (Types of Preferred Terms)
6. Orientation/Philosophy terms (cont.)Additionally, true service term Pregnancy Counseling (LJ-2000.6500) is subdivided into two Orientation/Philosophy service terms:
• Pro-Choice Counseling (LJ-2000.6500-650)
• Pro-Life Counseling(LJ-2000.6500-700)
Six Facets (Types of Preferred Terms)
6. Orientation/Philosophy terms (cont.)
Orientation/Philosophy Terms which are target terms are meant to be used to modify service terms and should never be used alone. But the terms that are also service terms can be used alone
Not all I&R software packages support the ability to combine Taxonomy terms.
Six Facets (Types of Preferred Terms)
Summary: Six Facets(Types of Preferred Terms)
Facet (Type of Term)
Can Be Used Alone
Should Never Be Used Alone
Service Term Organization/Facility Type Term
Named Program Term Target Term Modality/Delivery Format Term
Orientation/Philosophy Term
(if it’s also a service term—Pro-Choice or Pro-Life Pregnancy Counseling)
(if it’s also a target term—Partisan Political or Feminist or Religious Organizational Perspective)
Five Types of Services(not Terms)
1. Primary Services are entry point services which an individual who meets the eligibility criteria can receive without having to be already being affiliated with an agency.
– Always index primary services (unless they don’t fall within your agency’s inclusion/ exclusion criteria)
Five Types of Services(not Terms)
2. Secondary Services are services which an individual can’t receive unless she’s already receiving a primary service from an agency
– Don’t index secondary services (though it’s useful to mention them in text)
– If a job training program offers bus passes to program participants, don’t use the indexing term Local Transit Passes. Only index the primary service (Job Training).
Why not?
Because you won’t be referring callers to the agency for bus passes!
Five Types of Services(not Terms)
3. Indirect Services are services which an agency doesn’t directly provide but for which it makes referrals to other agencies
– Don’t index indirect services . . . or at least index them under the proper term
– If an agency claims to operate a food pantry but is found to actually refer individuals to neighboring pantries, don’t index it as Food Pantries. If you’re going to index the activity at all, call it what it is: Information and Referral or Specialized Information and Referral.
Five Types of Services(not Terms)
4. Ancillary Services are services which an agency provides but which aren’t worth the effort to index
– Don’t index ancillary services– Every agency is happy to promote itself. So
you don’t need to index with the Speakers/Speakers Bureaus term to advise the call specialist that a caller looking for someone to speak about the local Job Corps center should be referred to the local Job Corp center. She already knows that!
Five Types of Services(not Terms)
5. Phantom Services are services which an agency claims to offer but is rarely able to actually provide.
– Don’t index phantom services– If a local charity claims to provide persons
in emergency situations with used cars when they can but has only been able to do so once in the past three years, who would be served by using the indexing term Automobiles? Neither the charity nor the caller.
Summary: Five Types of Services (not Terms)
Type of Service Should Be Cited in Narrative Text?
Should Be Indexed?
Primary Service Yes Yes Secondary Service Selectively No Indirect Service Selectively Selectively . . . but
use the right term! Ancillary Service Selectively No Phantom Service No No
Four FundamentalPrinciples of Indexing
1. Ease of Searching– The end-user should only have to search
under one term to locate all resources in the database which provide a particular service
– Reliance on keywords or a shotgun approach to indexing actually complicates the search
Note—This isn’t one of the Three Fundamental Principles of Indexing originally formulated by Margaret Bruni. I’ve added it because I think it provides the philosophical underpinning for the other three principles.
Four FundamentalPrinciples of Indexing
2. Accuracy in Indexing– Choose the most specific term available*
which fully describes what is being indexed*Availability of terms will be discussed later
– If needed, use multiple terms to describe what is being indexed
Organization provides small supply of groceries and used clothing to families in emergency situations.• Index as Food Pantries• Index as Clothing
Four FundamentalPrinciples of Indexing
3. Avoid Redundant Indexing (Double Indexing)– Redundant indexing is using two terms from
the same Taxonomy branch anywhere in your database, such as terms* Employment (ND) and* Job Finding Assistance (ND-3500)
Four FundamentalPrinciples of Indexing
More on Avoiding Redundant Indexing:When you have a legitimate need to index a service group at what seem to be multiple levels, look for a generalized form of the lower level term– Example—Rather than indexing a program under the terms
Dental Care (LV-1600) and Orthodontics (LV-1600.6350), use Level 4 terms General Dentistry (LV-1600.2400) and Orthodontics (LV-1600.6350)
– Unfortunately, situations will arise when double indexing can’t be avoided . . . but do your best to minimize double-indexing in your database.
Notify Georgia if you think a new generalized lower level term is needed.
Four FundamentalPrinciples of Indexing
4. Consistency in Indexing (cont.)– Once a term has been used to index
one record, it should also be used for all other records to which it applies.
Four FundamentalPrinciples of Indexing
4. Consistency in Indexing (cont.) If you index Agency A as providing Job Fairs (ND-
3500.3500-360), you can’t index Agency B as providing Job Information (ND-3500.3500). By using the Level 5 term Job Fairs, you’ve tacitly agreed not to use any other terms in that branch of the Taxonomy anywhere in your database.Any programs that offer any service within the ND-3500.3500 branch will have to be indexed at a Level 5 term.
Consistent Indexingwithin a Branch
B V -8 95 0 .180 0 **E lec tr ic S e rv ice
C o n ne ction /R ep a ir
B V -8 95 0 .600 0 **N a tu ra l G a s S e rv iceC o n ne ction /R ep a ir
B V -8 95 0 .850 0 **T e lep h one S e rv iceC o n ne ction /R ep a ir
B V -8 95 0 .950 0 **W a te r S e rv ice
C o n ne ction /R ep a ir
B V -8 9 50U tility S e rv ice
C o n ne ction /R ep a ir
B V -8 90 0 .930 0 -180 **E lec tr ic S e rv ice
P aym e n t A ss is is ta n ce
B V -8 90 0 .930 0 -250 **G as S e rv ice
P aym e n t A ss is ta nce
B V -8 90 0 .930 0 -850 **T e lep h one S e rv ice
P aym e n t A ss is ta nce
B V -8 90 0 .930 0 -950 **W a te r S e rv ice
P aym e n t A ss is ta nce
B V -8 9 00 .93 00U tility S e rv ice
P aym e n t A ss is ta nce
B V -8 90 0 .920 0 **U tility D isco n ne ction
N o tifica tion
B V -8 9 00U tility
A ss is ta nce
B VU tilitie s
BB as icN e e ds
** = Term authorized for use in indexing
1
2
3
4
5
Tracking Status of Terms in Your Implementation of the Taxonomy B Basic Needs BV Utilities BV-8800 Utility Bill Assistance *BV-8800.9200 Utility Bill Disconnection Notification BV-8800.9300 Utility Bill Payment Assistance *BV-8800.9300-150 Electric Service Payment Assistance *BV-8800.9300-250 Gas Service Payment Assistance BV-8800.9300-850 Telephone Service Payment Assistance *BV-8800.9300-950 Water Service Payment Assistance * = Term has been used Text = Unused term available for indexing Text = Term unavailable for indexing Why?
B Basic Needs BV Utilities BV-8800 Utility Bill Assistance BV-8800.9200 Utility Bill Disconnection Service BV-8800.9300 Utility Bill Payment Assistance *BV-8800.9300-150 Electric Service Payment Assistance *BV-8800.9300-250 Gas Service Payment Assistance BV-8800.9300-850 Telephone Service Payment Assistance *BV-8800.9300-950 Water Service Payment Assistance
This approach would work if you opted to index utility bill payment at the 5th level of the taxonomy. Just because you’re using a 4th level term for Utility Bill Disconnection Notification, you’re not obligated to index everything at the 4th level. All that matters is that you never use a term that’s directly above or below another term used to index your database.
Your I&R software may provide options for deactivating terms (making them invisible to all users) or authorizing them (letting your indexers know that they’ve been approved for use).
Check 2007 AIRS Journal (reprinted in the Library | Resources section of the Taxonomy Web site) for details on how it works
Filters Feature Enables Subscribers to Maintain or
Even Share Customized Versions of the Taxonomy
Relax! Properly Using the Taxonomy Doesn’t Entail the Massive Workload It Initially Appears To
By not indexing secondary services, ancillary services, indirect services, or phantom services, you’re greatly reducing the number of services you need to index.
You’re not choosing from the entire pool of Taxonomy terms (which would be pretty intimidating)
Both of these save you time and effort without compromising your resource database. (In fact, they’ll make your data more accessible to the searcher.)
With Each Indexing Decision You Make, You Reduce Your Pool of Available Terms to a More Manageable Size
Terms in the TIP Database as of 4/14/08
"Real" Terms (Branches B - T)
Target Terms (Branch Y)
Total Taxonomy Terms 6,710 2,207
Terms Used for Indexing
1,317 88
Percentage of Total Taxonomy Terms
19.6274% 3.9873%
B Basic Needs
BD Food
BD-150 Communal Food
BD-180 Emergency Food
BD-180.100 Brown Bag Programs
BD-180.200 Food Pantries
BD-180.200-20 Food Lines
BD-180.200-62 Occasional Emergency Food
BD-180.200-64 Ongoing Emergency Food
BD-180.225 Food Vouchers
BD-180.250 Government Surplus Food
BD-180.800 Sack Lunches/Dinners
BD-180.820 Specialty Food Providers
BD-180.820-18 Drinking Water
BD-180.820-20 Food Supplements
BD-180.820-25 Formula/Baby Food
BD-200 Food Banks
BD-220 Food Gleaning Programs
BD-240 Food Outlets
BD-240.200 Farm Trails
BD-240.225 Farmers Markets
BD-240.250 Food Co-ops
BD-240.500 Mini Markets
BD-240.900 U-Pick Programs
BD-260 Food Production
BD-260.050 Agricultural Assistance
BD-260.050-33 Irrigation Assistance
BD-260.050-35 Home Gardening Assistance
BD-260.150 Community Gardening
BD-260.450 Livestock Breeding/ Management
BD-260.700 Rent-A-Tree
BD-500 Meals
BD-500.145 Child Care Food Programs
BD-500.150 Congregate Meals
BD-500.350 Home Delivered Meals
BD-500.450 Low-Cost Meals
BD-500.500 Meal Vouchers
BD-500.510 Milk Programs
BD-500.520 Mobile Canteens
BD-500.800 School Breakfasts
BD-500.820 School Lunches
BD-500.830 Soup Kitchens
BD-500.850 Summer Food Service Programs
Taxonomy’s Full Food (BD) Section
This and the following are old slides using the code format which has since been superseded.
Customized For a Comprehensive I&R:
BD-180.200 Food Pantries
BD-180.225 Food Vouchers
BD-180.250 Government Surplus Food
BD-200 Food Banks
BD-260.050 Agricultural Assistance
BD-260.150 Congregate Meals
BD-260.350 Home Delivered Meals
BD-260.830 Soup Kitchens
Customized Food Sections
Customized For a Senior I&R:
BD-180.100 Brown Bag Programs
BD-180.820.20 Food Supplements
BD-240.500 Mini Markets
BD-500.150 Congregate Meals
BD-500.350 Home Delivered Meals
BD-500.450 Low-Cost Meals
Customized For a Disability I&R:
BD-180.820-20 Food Supplements
BD-500.350 Home Delivered Meals
No agency would (or should) use all of the Food terms to index its file. Instead, each agency would choose a particular subset of terms to meet its needs.
This and the preceding are old slides using the code format which has since been superseded.
Factors to Consider inDetermining the Level at
Which to Index a Subject Area What are your agency’s scope and priorities? How many resources will be listed as providing the
services within that subject area? How specific are the service requests you receive in
that subject area? What is the skill level of staff? How much time can
they devote to maintenance? How much turnover does the staff have?
How volatile is the information you are indexing?
Remember—Depth of indexing can vary between individual subject areas within a database. What ultimately matters is absolute consistency within any single branch.
Ramifications forSharing Records
While the ability to electronically share records among I&R agencies is awesome, doing so can produce an unworkable mess unless all parties are consistent in terms of:Indexing practices—If you import records which have indexed secondary services into your database, your clean database will no longer be clean.
Indexing terms—If you’ve been using Level 4 term Food Pantries and the records you import use Level 3 term Emergency Food, searching will get muddied.
Ramifications forSharing Records (cont.)
Post-merging database cleanup is tedious and exacting work . . .
. . . and it will need to be done every time you merge records from different databases.Unless . . .
Ramifications forSharing Records (cont.)
. . . the records are totally consistent. To have a really functional partnership, contributors of shared records need to make a commitment to:
1. Work with other contributors to establish conventions for indexing practices.
2. Work with other contributors to establish conventions for specific terms to be used for every relevant Taxonomy branch.
3. Abide by the agreed upon conventions for indexing practices and indexing terms to be used.
Getting Help with Questions About Indexing with the Taxonomy
The best option is to join the AIRS Taxonomy listserv (send a blank e-mail message [email protected]) and post your questions there. Better yet, visit www.yahoogroups.com to join the group. That way, you’ll be able to search the message archives and download files which have been uploaded to the group.
To suggest new indexing terms, write to Georgia Sales ([email protected]). Please don’t monopolize too much of her time, though.
AIRS Taxonomy ListservFront Page
AIRS Taxonomy Listserv Posting
Comprehensive Taxonomy Overview
Revised versions are periodically published in the AIRS Journal. The most recent version is available in the Library subsection of the Resources section of the Taxonomy Web site.
Keeping the TaxonomyUp-to-Date in Your Database
Your software vendor should provide a mechanism for periodically updating the Taxonomy in your resource database
If your vendor doesn’t provide that mechanism, you’ll need to update your Taxonomy manually.
And that sucks.
Keeping the TaxonomyUp-to-Date in Your Database
Consult Georgia Sales’ article from v. 20 (1998) of The AIRS Journal (also available on the Taxonomy Web site) for info on manually updating
Specific Indexing Steps1. Determine of the agency’s services should
be logically bundled together into a service group/service cluster. Then, taking one group/cluster at a time:
2. Identify the primary service concept(s)
3. Is there a facility type term for it?
4. If not, identify the most appropriate term to characterize that service concept.
5. Read the definition to verify that the term is right for the service group.
Specific Indexing Steps (cont.)6. Review the hierarchy to confirm the level
selected. Have you used that term before? Did you index the concept at a higher or lower level? Remember: You’ve got to be consistent!
7. Look at the See Also references listed for the term. Should any of them also be used to index the agency service?
8. Is a modality term* or an orientation/ philosophy term* needed to clarify the manner in which the service is delivered?
*Only applicable if your I&R database software permits you to link terms.
Specific Indexing Steps (cont.)9. Would a target group* be useful to identify
the group at which the service is aimed and expedite searches?
*Only applicable if your I&R database software permits you to link terms.
Converting Your Databaseto the Taxonomy
1. Convert one subject area at a time.2. Locate the section(s) of the Taxonomy that
cover(s) the types of resources to be re-indexed.
3. Determine which terms in the Taxonomy can be eliminated for use in your database. Consider:
• What type of resources are available in the community?
• What are your inclusion/exclusion criteria for your database?
• What types of resources does your database currently contain?
Converting Your Databaseto the Taxonomy (cont.)
4. Determine the level of detail which is appropriate for the remaining Taxonomy terms.
• How specific are the service requests you receive from your clients?
• What is the skill level of your staff?• How specifically can your staff afford to
index?• How volatile is the information your file
contains?• What are your priorities?
5. Look for legitimate shortcuts.
Converting Your Databaseto the Taxonomy (cont.)
6. Keep track of available, unavailable, and used terms.
7. Make sure you’re not spinning your wheels by indexing:* secondary services* indirect services* ancillary services* phantom services
Practice ExercisesDuring our remaining time, let’s try to put the concepts and principles we’ve discussed today to work by indexing some resources.Refer to the slides on Specific Indexing Steps as needed. We’ll look for relevant Taxonomy terms via the www.211taxonomy.org Web site.If we can’t finish going through all the exercises together, please complete them on your own or working with another participant after you return to work. The sooner you reinforce this training, the more valuable it will be to you.
CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI 48208 313/832-1470
Purpose: (1979) A residential program designed to re-integrate recovering substance abusers into the community. Program is aimed at ex-offenders, but not limited to this group.
Services: 1) Individual counseling 2) Group therapy 3) Adult basic education classes 4) GED classes 5) Recreational activities.
Eligibility: Men age 18 and over. Serves the tri-county area.
What is/are the primary service(s)?
Indexing Exercise #1
CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI 48208 313/832-1470
Purpose: (1979) A residential program designed to re-integrate recovering substance abusers into the community. Program is aimed at ex-offenders, but not limited to this group.
Services: 1) Individual counseling 2) Group therapy 3) Adult basic education classes 4) GED classes 5) Recreational activities.
Eligibility: Men age 18 and over. Serves the tri-county area.
Christian Guidance Center LX Substance Abuse Services LX-8450 Substance Abuse Treatment Programs LX-8450-0500 Antabuse Programs LX-8450-1150 Comprehensive Outpatient Substance
Abuse Treatment LX-8450.3300 Comprehensive Inpatient Substance Abuse Treatment LX-8450.8100 Substance Abuse Day Treatment LX-8470 Supportive Substance Abuse Services LX-8500 Transitional Residential Substance Abuse
Services LX-8500.6500 Primary Recovery Homes LX-8500.8000 Sober Living Centers LX-8500.8500 Supportive Recovery Homes
CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI 48208 313/832-1470
Purpose: (1979) A residential program designed to re-integrate recovering substance abusers into the community. Program is aimed at ex-offenders, but not limited to this group.
Services: 1) Individual counseling 2) Group therapy 3) Adult basic education classes 4) GED classes 5) Recreational activities.
Eligibility: Men age 18 and over. Serves the tri-county area.
All of these services are secondary services and should not be indexed!
CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI 48208 313/832-1470
Purpose: (1979) A residential program designed to re-integrate recovering substance abusers into the community. Program is aimed at ex-offenders, but not limited to this group.
Services: 1) Individual counseling 2) Group therapy 3) Adult basic education classes 4) GED classes 5) Recreational activities.
Eligibility: Men age 18 and over. Serves the tri-county area.
Are there any appropriate target(s)? Check theY section outline.
CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI 48208 313/832-1470
Purpose: (1979) A residential program designed to re-integrate recovering substance abusers into the community. Program is aimed at ex-offenders, but not limited to this group.
Services: 1) Individual counseling 2) Group therapy 3) Adult basic education classes 4) GED classes 5) Recreational activities.
Eligibility: Men age 18 and over. Serves the tri-county area.
Target Population YJ Families and Individuals Needing
SupportYJ-0500 At-Risk PopulationsYJ-0500.0100 At-Risk AdultsYJ-0500.0300 At-Risk FamiliesYJ-0500.0500 At-Risk YouthYJ-0900 Bereaved IndividualsYJ-1400 Children of Aging ParentsYJ-1500 Children of Divorced ParentsYJ-1550 Co-DependentsYJ-1600 Community NewcomersYJ-2000 Divorced PersonsYJ-2030 Ex-OffendersYJ-2050 Families of Military Personnel
Detroit Public Library 5201 Woodward Avenue Detroit, MI 48202 313/833-1000
Purpose: (1865) Public library providing a broad range of information access and other services to the community.
Services: 1) TIP Service--Refers individuals to community services and programs 2) Career and Employment Information Center--Provides vocational testing and guidance 3) Burton Historical Collection--Nationally known archive of local history and genealogical materials 4) Lends videotapes, DVDs, audiotapes, and CDs 5) A broad range of children’s and adult programming.
Eligibility: Main Library serves all Michigan residents. Branches serve people who live, work, own property, or attend school in Detroit.
Indexing Exercise #2
What is/are the primary service(s)?
Detroit Public Library 5201 Woodward Avenue Detroit, MI 48202 313/833-1000
Purpose: (1865) Public library providing a broad range of information access and other services to the community.
Services: 1) TIP Service--Refers individuals to community services and programs 2) Career and Employment Information Center--Provides vocational testing and guidance, job search assistance, and resume preparation assistance 3) Burton Historical Collection--Nationally known archive of local history and genealogical materials 4) Lends videotapes, DVDs, audiotapes, and CDs 5) A broad range of children’s and adult programming.
Eligibility: Main Library serves all Michigan residents. Branches serve people who live, work, own property, or attend school in Detroit.
Can a Facility-Type term be used?
Detroit Public LibraryTerm(s): Public Library (TJ-4400.6500) Information and Referral (TJ-3000)
orComprehensive Information and Referral (TJ-3000.1500)
Archives (TJ-4500.8300-030) Genealogical Collections (TJ-4500.8300-230) Job Search/Placement (ND-3500.3600) Vocational Assessment (ND-2000.1500-900) Resume Preparation Assistance (ND-2000.6500-700)
Target(s): None needed
There’s no need to index CD/DVD/videotape loan or adult and children’s programming services since those are implicit services of almost all public libraries these days.
United Way Community Services 1212 Griswold Ave. Detroit, MI 48226 313/226-9482
Purpose: (1941) Organization dedicated to uniting the community to mobilize volunteer, financial, and information resources to efficiently meet the human service needs of Detroit and southeastern Michigan.
Services: 1) Operates Torch Drive, an annual public fundraising campaign to fund non-profit organizations to provide needed human and social services 2) Tel-Help--Refers callers to needed human and social services 3) Tribute Fund--Provides financial assistance to individuals in emergency situations. Program does not pay for utilities, taxes, or past due bills. 4) Speakers available to discuss the organization and its activities.
Eligibility: Residents of Macomb, Oakland, and Wayne counties
Indexing Exercise #3
What is/are the primary service(s)?
United Way Community Services 1212 Griswold Ave. Detroit, MI 48226 313/22609482
Purpose: (1941) Organization dedicated to uniting the community to mobilize volunteer, financial, and information resources to efficiently meet the human service needs of Detroit and southeastern Michigan.
Services: 1) Operates Torch Drive, an annual public fundraising campaign to fund non-profit organizations to provide needed human and social services 2) Tel-Help-- Refers callers to needed human and social services 3) Tribute Fund--Provides financial assistance to individuals in emergency situations. Program does not pay for utilities, taxes, or past due bills. 4) Speakers available to discuss the organization and its activities.
Eligibility: Residents of Macomb, Oakland, and Wayne counties
United Way Community Services
Term(s): Federated Giving Programs (TD-1200.1800) Information and Referral (TJ-3000)
orComprehensive Information and Referral (TJ-3000.1500)
Undesignated Temporary Financial Aid (BR-9000)
Target(s): None needed
There’s no need to index the speakers, since they only appear to be available to talk about their own agency’s activities (and that’s an ancillary service).
Epilepsy Foundation of Michigan 26211 Central Park Blvd. Southfield, MI 48076 800/377-6226
Purpose: (1952) Organization committed to empowering and enhancing the lives of individuals with epilepsy and their families through support and public awareness.
Services: 1) Increasing public awareness of epilepsy 2) Sponsors two summer camps (Camp Storer and Camp Fowler) to offer children with epilepsy traditional camp activities while providing counselors trained in seizure recognition and first aid 3) Equipment Connection operates an information exchange service which matches people who are looking for used adaptive equipment (such as van-lifts, wheelchairs, and motorized carts) with others who have such items to sell or donate..
Eligibility: Residents of Macomb, Oakland, and Wayne counties
Indexing Exercise #4
What is/are the primary service(s)?
Epilepsy Foundation of Michigan
Term(s): Voluntary Health Organizations (TD-1200.6600-900)
Note: Even though VHOs routinely provide Disease/Disability Information (LH-2700.1700), if you’ve used that term elsewhere in your database you’re compelled to use it here, too, in addition to the Voluntary Health Organization term.
Therapeutic Camps (PL-6400.1500-850) Assistive Technology Resale/Listing Service
(LH-0650.0350)
Target(s): Epilepsy (YF-1800.1800) would be helpful to focus all three
terms (four, if you also end up using Disease/Disability Information)
Hunger Action Coalition 2727 Second Ave., Suite 109 . Detroit, MI 48210 313/965-8117
Purpose: (1975) Organization which seeks to alleviate hunger and improve nutrition in Michigan through research, community education, and coordination of and support for local emergency food programs.
Services: 1) Provides information, technical assistance, coordination, and advocacy for food providers 2) Links individuals to soup kitchens, food pantries, and nutrition information 3) Provides speakers to conduct presentations about hunger and nutrition issues.
Eligibility: Residents of Macomb, Oakland, and Wayne counties
Indexing Exercise #5
What is/are the primary service(s)?
Hunger Action CoalitionTerm(s): Hunger/Poverty Action Groups (TD-1600.3200) Service Planning and Delivery Assistance
(TP-8700.8000) Information and Referral (TJ-3000)
orSpecialized Information and Referral (TJ-3000.8000)
Speakers/Speakers Bureaus (TJ-6500.8000)
Target(s): Hunger/Food Issues (YZ-3280) would be helpful to qualify
the Speakers/Speakers Bureaus term (and possibly all the terms except Hunger/Poverty Action Groups—the target term would be redundant to that term)
WXYZ – Channel 7 20777 W. 10 Mile Rd. Southfield, MI 48075 248/827-3362
Purpose: (1953) Television station which serves as a channel of communication for news, entertainment, advertising, and other matters of current interest in the community.
Services: 1) Call for Action—Volunteers help telephone callers locate information and services to resolve disputes with government agencies and the private and business sectors. 2) Ask the Lawyer--Bar association volunteers answer legal questions for telephone callers. Program provides legal information only, NOT legal representation.
Eligibility: No restrictions
Indexing Exercise #6
What is/are the primary service(s)?
WXYZ – Channel 7 20777 W. 10 Mile Rd. Southfield, MI 48075 248/827-3362
Purpose: (1953) Television station which serves as a channel of communication for news, entertainment, advertising, and other matters of current interest in the community.
Services: 1) Call for Action—Volunteers help telephone callers locate information and services to resolve disputes with government agencies and the private and business sectors. 2) Ask the Lawyer--Bar association volunteers answer legal questions for telephone callers. Program provides legal information only, NOT legal representation.
Eligibility: No restrictions
WXYZ – Channel 7Term(s): Television Station/Access Systems (TJ-5500.8500) * Media Consumer Services (DD-2100.5000) Legal Information Lines (TJ-3200.4500)
Target(s): None needed
* It’s your call whether to index the agency as a television station. You’re presumably putting the agency into your database because of its special programs. If you index it as a television station, consistency dictates that you should
also include all other local stations in your database. Contact info for TV stations is so readily accessible via the Internet or the phone book that there’s really no practical need to put it into your database.
Three Parting RemindersFriends don’t let friends index drunk
Only you can prevent bad indexing.
Don’t ever misuse the word Taxonomyor I’ll make you regret it
Workshop Objectives Revisited To review the Taxonomy’s structure and design To introduce basic principles and practices in indexing To help participants recognize some of the decisions that have to
be made when using the Taxonomy To discuss Taxonomy maintenance and customization procedures To have fun while we’re learning
Note—Please take the time to fill out your workshop evaluation forms. The feedback you supply will be helpful both to me and to planners of future conferences.
For a Fun Way to Reinforce the Information
Presented Today
Write to me for an interactive copy of Indexing Jeopardy. My address is on the front slide.
Thanks for Faed Hendry of FindHelp of Toronto for the Jeopardy template.