Indexing with the AIRS/Info Line Taxonomy A Workshop for the 2001 AIRS Conference in Orlando Dick Manikowski, Detroit Public Library TIP Database & Subscriptions

Workshop Objectives n To review the Taxonomy’s structure and design n To introduce basic principles and practices in indexing n To help participants recognize some of the decisions that have to be made when using the Taxonomy n To discuss Taxonomy maintenance and customization procedures Note—This workshop is heavily based on the model devised by Margaret Bruni for workshops offered at previous Conferences.

What Is a Taxonomy? taks-on´-  -m  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 I&R directory indexes aisle directories affixed to grocery shopping carts Dewey Decimal system for classifying library materials

What Is the AIRS/INFO LINE Taxonomy? A Taxonomy of Human Services: A Conceptual Framework with Standardized Terminology and Definitions for the Field, 3rd ed. The Information and Referral Federation of Los Angeles and the Alliance of Information and Referral Systems, 1994.* *Has been periodically updated by supplements

Indexing 101: Principal Types of Indexes n Hierarchical (Classified) Index n Alphabetical Index n Keyword Index

Hierarchical (Classified) Index

Alphabetical Index

Keyword Index

The Bottom Line The agency has to decide whose convenience is more important—that of the resource management staff or that of the end-user.

The AIRS-INFO LINE Taxonomy is n a classified taxonomy (Hierarchical Display section) n with an alphabetical index (Alphabetical Display section) n and a keyword index (Permuted Display section) I&R software packages often permit access to the Taxonomy from all three points.

Taxonomy’s Hierarchical Display n Divides human and social services into ten Major Service Categories (with a separate eleventh Target Group Section), each branching into up to five Levels of Classification n Each Major Service Category opens with an Outline for quick reference n Each term has a unique identification number (Taxonomy Code) n Each Taxonomy Term uses language from its field and has a precise and concise definition See Also References to other related terms are provided to help indexers

Hierarchical Relationships

Taxonomy Branch Level 1 Level 2 Level 3 Level 4 Level 5

Alphabetical Display n Taxonomy Codes n Taxonomy Terms n Term Definitions n See Also References (which refer users to other preferred terms of possible interest) n Use References and reciprocal Used For References (which refer users from non-preferred terms to preferred terms and vice versa) Emergency Generators (BM-175) Programs that pay for or provide portable generators which allow access to power when there are outages. See also Domestic Disaster Relief (JR ) Emergency Grocery Vouchers use Food Vouchers (BD ) Food Vouchers (BD ) used for Emergency Grocery Vouchers

Permuted (Keyword) Display n Alphabetically displays each word in each preferred term in context Food Stamp Recipients Food Stamps Food Vouchers Formula/Baby Food Government Surplus Food Distribution Natural Food Restaurants Occasional Emergency Food Assistance Ongoing Emergency Food Assistance Pet Food n Doesn’t include codes, definitions, Use References or See Also References

Types of Terms n Service terms describe specific services –Low Cost Meals –Long-Term Care Insurance n Facility type terms describe what entities are (which often implies what they do) –Public Libraries –Senior Centers –Voluntary Heath Organizations n Major program terms describe commonly known major programs –Medicare –WIC

Types of Terms (cont.) n Target terms* describe groups at whom services and programs are targeted. Social Clubs/Events (a true service term) could be focused by combining it with: –Alcoholics –Pregnant Teens *Target terms are meant to be used to modify service terms and should never be used alone. Don’t confuse the concepts of targets and eligibility requirements.

Types of Terms (cont.) n Modality terms* describe how services are delivered. Service term Discrimination Assistance (another true service term) could be modified by modality terms: –Legal Representation –Advocacy *Modality terms are meant to be used to modify service terms and should never be used alone.

Types of Terms (cont.) n Orientation/Philosophy terms describe services which are provided in a manner which accommodates a particular philosophy –Service term Pregnancy Counseling (LJ ) is a true service term which is subdivided into two Orientation/Philosophy terms: Pro-Choice Counseling (LJ ) Pro-Life Counseling (LJ )

Types of Terms

Types of Services (not Types of Service Terms) n Primary Services (entry point services which an individual can receive without already being affiliated with an agency) –Index primary services n Secondary Services (individual must already be receiving a primary service to qualify for a secondary service) –Don’t index as Child Care Centers a community center which houses a Mutual Support Group for recovering alcoholic women and provides child care during their meetings. Only index the (latter) primary service. n Indirect Services (services for which an agency makes referrals to other agencies) –Don’t index as Emergency Food Pantries an agency which makes referrals to providers but doesn’t actually distribute food. Index it as Information and Referral or as Specialized Information and Referral.

Types of Services (cont.) n Ancillary Services (services not important enough to index) –Don’t index as Speakers/Speakers Bureaus agencies who provide individuals who only speak about their agency’s activities—virtually every agency does that. Instead, reserve the term for agencies who can provide speakers on a variety of topics n Phantom Services (services which are available so seldom that indexing them would be misleading) –If an agency purports to offer Temporary Financial Aid when their resources permit it but investigation reveals that this happens very rarely, think carefully before indexing this service for their entry in your database

Types of Services (cont.)

Indexing Principles n Accuracy in Indexing –Choose the most specific term available* which fully describes what is being indexed *Availability of terms will be discussed later n Don’t Double Index –Example—Indexing a service under terms: Employment (ND) and Employment Acquisition (ND-180) and Job Search/Placement (ND ) The prohibition on double-indexing is based on the premise that the database/directory user should only have to look under a single term to find all the resources which offer a given service.

Indexing Principles (cont.) n Consistency in Indexing –Once a term has been used to index one record, it should also be used for all other records to which it applies –Example—If you index Agency A as providing Job Search/Placement (ND-180), you can’t index Agency B as providing Employment Acquisition (ND )

Understanding a Branch Within the Taxonomy Hierarchy

Consistent Indexing within a Branch ** = Term authorized for use in indexing

Tracking Status of Terms in Your Implementation of the Taxonomy

BBasic Subsistence BD Food BD-150 Communal Food BD-180 Emergency Food BD Brown Bag Programs BD Food Pantries BD Food Lines BD Occasional Emergency Food BD Ongoing Emergency Food BD Food Vouchers BD Government Surplus Food BD Sack Lunches/Dinners BD Specialty Food Providers BD Drinking Water BD Food Supplements BD Formula/Baby Food BD-200 Food Banks BD-220 Food Gleaning Programs BD-240 Food Outlets BD Farm Trails BD Farmers Markets BD Food Co-ops BD Mini Markets BD U-Pick Programs BD-260 Food Production BD Agricultural Assistance BD Irrigation Assistance BD Home Gardening Assistance BD Community Gardening BD Livestock Breeding/ Management BD Rent-A-Tree BD-500 Meals BD Child Care Food Programs BD Congregate Meals BD Home Delivered Meals BD Low-Cost Meals BD Meal Vouchers BD Milk Programs BD Mobile Canteens BD School Breakfasts BD School Lunches BD Soup Kitchens BD Summer Food Service Programs Taxonomy’s Full Food (BD) Section

Customized For a Comprehensive I&R: BD Food Pantries BD Food Vouchers BD Government Surplus Food BD-200 Food Banks BD Agricultural Assistance BD Congregate Meals BD Home Delivered Meals BD Soup Kitchens Customized Food Sections Customized For a Senior I&R: BD Brown Bag Programs BD Food Supplements BD Mini Markets BD Congregate Meals BD Home Delivered Meals BD Low-Cost Meals Customized For a Disability I&R: BD Food Supplements BD 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

Factors to Consider in Determining the Level at Which to Index a Subject Area n How specific are service requests in that subject area? n What is the skill level of staff? n How specifically can your afford to index? n How volatile is the information you are indexing? n What are your agency’s priorities? Remember—Depth of indexing can vary between individual subject areas within a database. All that matters is the absolute consistency within any single subject area.

Specific Indexing Steps ¶Identify the primary service concept ·Is a facility type appropriate to describe it? ¸Identify the most appropriate term to characterize that service concept aTry to use the Classified Index directly bUse the Outlines for orientation cUse Alphabetical and Permuted Indexes as access points to the Classified Index ¹Read the definition to verify that the term is right

Specific Indexing Steps (cont.) ºReview the hierarchy to confirm the level selected »Look at the See Also references listed for the term. Should any of them be used to index the concept? ¼Is a modality needed to clarify the manner in which the service is delivered? ½Is a target group needed to clarify the group at which the program is aimed? ¾If the capability exists in your software, do any of the terms need to be linked?

CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI / 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 are the primary service(s)? Indexing Exercise #1

Christian Guidance Center n LXSubstance Abuse n LX-185 Drug Testing n LX-330 Inpatient Substance Abuse Programs n LX-500 Maintenance Treatment n LX-650 Outpatient Substance Abuse Programs n LX-700 Residential Substance Abuse Programs n LX-800 Smoking Cessation n LX-825 Substance Abuse Education/Prevention n LX-850 Transitional Substance Abuse Services n LX Alcoholism-Related Transitional Services n LX Drug-Related Transitional Services

CHRISTIAN GUIDANCE CENTER 3684 Trumbull Ave., Detroit, MI / 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 the Y section outline (starting on p. 269)

Target Population YP Offenders YP-100 Batterers YP Elder Abusers YP Parent Abusers YP Spouse/Partner Abusers YP-140 Child Abusers YP Incest Perpetrators YP-160 Defendants YP-180 Detainees YP-200 Ex-Offenders YP-250 Gang Members

American Diabetes Association Indexing Exercise #2 (see handout) Working from the photocopy of the brochure for the American Diabetes Association’s Michigan Chapter, make a list of all the services referred to. Don’t worry about finding the correct Taxonomy terms for each service yet!

American Diabetes Association Full Inventory of Services n Research n Support Groups n Patient Education n Professional Education n Public Education n Literature n Hotline n Camp n Camperships n Youth Services n Fund Raising n Volunteers n Magazine n Newsletter n Workshops/Meetings n Films/Videos n Cookbook n Recreational Activities n Special Library

Indexing Issues for American Diabetes Association Special LibrariesAncillary Service Film Collections/VideoAncillary Service Tape Collections Professional ContinuingAncillary Service Education CampershipsSecondary Service ResearchIndirect Service Recreational ActivitiesNot Enough Information Voluntary ActivitiesPolicy Decision

Indexing Options for American Diabetes Association n Option 1 –Voluntary Health Organizations n Option 2 –Voluntary Health Organizations –Health Education –Mutual Support Groups –Camps n Option 3 –Voluntary Health Organizations –Disease/Disability Information –Mutual Support Groups –Therapeutic Camps n Option 4 –Voluntary Health Organizations –Disease/Disability Information xNewsletters xPrinted Materials xWorkshops xMedical Information Lines –Mutual Support Groups xHealth Problems Counseling –Therapeutic Camps 5/1/00

Converting Your Database to the Taxonomy ¶Convert one subject area at a time. ·Locate the section(s) of the Taxonomy that cover(s) the types of resources to be re-indexed. ¸Determine which terms in the Taxonomy can be eliminated for use in your file. Consider: n What type of resources are available in the community? n What are your inclusion criteria for your file? n What types of resources does your file currently contain?

Converting Your Database to the Taxonomy (cont.) ¹Determine the level of detail which is appropriate for the remaining Taxonomy terms. n How specific are the service requests you receive from your clients? n What is the skill level of your staff? n How specifically can your staff afford to index? n How volatile is the information your file contains? n What are your priorities? ºLook for legitimate shortcuts. »Keep track of available, unavailable, and used terms (see attached suggested conventions)

Questions About Indexing with the Taxonomy? n You can me, but I can’t guarantee that I’ll have the time or expertise to help you n A better option is to join the AIRS Networker and post your questions there. (For subscription information, click on: n To suggest new indexing terms, write to Georgia Sales

Keeping the Taxonomy Up-to-Date in Your Database n Consult Georgia Sales’ article from v. 20 (1998) of Information and Referral: The AIRS Journal (also available on the AIRS Web site;

Workshop Objectives n To review the Taxonomy’s structure and design n To introduce basic principles and practices in indexing n To help participants recognize some of the decisions that have to be made when using the Taxonomy n To discuss Taxonomy maintenance and customization procedures Note—Please take the time to fill out your workshop evaluation forms. The information you supply will be helpful both to me and to planners of future conferences.