The Data Enquiry Tag-Team

Is your local database in harmony?

What are we talking about?

Every successful enquiry includes searching skills and a detailed record with appropriate indexing.

• What are the biggest challenges faced by CIRS staff trying to find the correct records?

• What do we know about the way the software searches?

• How does the indexing affect the search results• What can be done to minimize false-positive

search results?

What are the biggest challenges faced by CIRS staff trying to find the correct records?

• “Recent” change in indexing tools (Thesaurus vs Taxonomy)• New terminology to learn

• Broader concepts now broken into smaller, more specific pieces of information

• New search capabilities (drill down searching)

• Multiple search “type” options• Requires previous knowledge of what each search type

is looking for in a record

What are the challenges faced by CIRS staff trying to find the correct records?

EXERCISE• Search your local database for walk-in medical clinics

using a words anywhere search

How many results did you get?

• Now search for it using Subject search• Now search for it using a Taxonomy search

Did you get the same numbers???

Why did that happen?

• Different search types look in different fields to find the information you request

• Previously “Walk-In Medical Clinic” was a term in the Thesaurus, and did not have a definition – your CRS likely just made the decision to index all “like” services the same to make life easier for everyone

• The Taxonomy now has separate definitions for “Walk In Clinics” and “Urgent Care Centres”

• Is there really a difference between the two? Let’s look at the definitions to see!

What do we know about the way the software searches? CIOC-centric, sorry!

• Organization Name• ORG_LEVEL_1-5

• ALT_ORG

• FORMER_ORG

• Subjects• SUBJECTS

• LOCAL_TERMS

• BROADER_TERMS

• USED_FOR_TERMS

What do we know about the way the software searches?

• Service Categories• TAXONOMY

• Use References, including Rolled-Up Terms

• Broader Terms, excluding Level 1

What do we know about the way the software searches?

• Words Anywhere - Community Resources• Everything from Organization Name, Subjects and Service

Categories • AREAS_SERVED, SITE_LOCATION, INTERSECTION • CONTACT_NAME_1, CONTACT_NAME_2,

VOLCONTACT_NAME, EXEC_NAME_1, EXEC_NAME_2 • ELIGIBILITY (Notes) • ACCESSIBILITY • FEES • FUNDING • LANGUAGES • DESCRIPTION, SUP_DESCRIPTION • NAICS• CIC_EXTRA A, CIC_EXTRA_B, CIC_EXTRA_C, CIC_EXTRA_G

Do CIRS staff need to know ALL this technical stuff?

YES!This is the foundation for good searching habits.

How can you find what you’re looking for, when you aren’t too sure where you’re looking for it?

Exercise

• Search with “ORG Name” for smoking

• Search with “Words Anywhere” for smoking

• Search with “Subject” for smoking

• Search with “Service Category” for smoking

Which search returned the most relevant results?

Let’s talk about why!

How does the indexing affect the search results?

• Broader terms now more narrow and refined in the Taxonomy

• Popular wording historically used by staff may no longer be the “preferred” term used in the Taxonomy

• Should provide the best way to search for information – but like any tool, it must be used properly

What can be done to minimize false-positive search results?

• Crosswalk document which outlines popular local topics – past vs present terms

• Use of “Browse by Service Category” and “Basic Taxonomy Search”

• Practice, practice, practice!! For the CIRS staff• Test, test, test!! For the CRS to see where Taxonomy

modifications, data entry changes need to be made• BE SURE TO SHARE YOUR LOCAL

MODIFICATIONS ON THE TAXONOMY DISCUSSION BOARD – your work can save someone else from having to go through it one day.

Is there one right answer?

Of course not!That would be too easy!

Each CIRS will have a learning style that works best for them.

Flexibility is key when trying to get someone to fully understand such a complex system.