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.


2. Organization/Facility Type Terms (cont.) are also listed in the Related Concepts section of the Web site


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.


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.


3. Named Program Terms (cont.) are listed in the Related Concepts section of the Web site


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.


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.



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



The Y branch of the Taxonomy encompasses target 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.



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.


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.


5. Modality/Delivery Format Terms (cont.) are listed in the Related Concepts section of the Web site


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.


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)


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)


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.


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)


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!


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.


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!


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.


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


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)


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.


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.


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


B V -8 9 50U tility S e rv ice


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


B V -8 90 0 .930 0 -950 **W a te r S e rv ice


B V -8 9 00 .93 00U tility S e rv ice


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-260.830 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-500.450 Low-Cost Meals

Customized For a Disability I&R:

BD-180.820-20 Food Supplements


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 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





All of these services are secondary services and should not be indexed!





Are there any appropriate target(s)? Check theY section outline.

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.



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



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.


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)


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..




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.




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



WXYZ – Channel 7Term(s): Television Station/Access Systems (TJ-5500.8500) * Media Consumer Services (DD-2100.5000) Legal Information Lines (TJ-3200.4500)


* 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.

indexing with the airs/211 la county taxonomy a 2-part workshop for the 2010 airs conference in...

Documents

taxonomy files

indexing n

taxonomy maintenance

master taxonomy

airs211 la county taxonomy

design n

relevant fields n

workshop objectives