Document Taxonomy Review

ProblemSolutionBenefits
Knowledge management in a large corporate can often be less than optimal. Typical systems require categorisation and taxonomy to be intuitive and suit the evolving needs of the organisation. When the old system doesn’t support the organisations changing needs, it is a difficult problem to fix. Doing this thoroughly across
multiple repositories at once is almost impossible with a manual review.
Using Frisk to understand the frequency of terminology, in conjunction with searching and comparing contents to the current classification, enables analysts to rapidly propose taxonomy changes to better reflect the organisation’s needs. Our system capability rapidly reclassifies documents and demonstrates the current vs proposed taxonomy for
meaningful stakeholder input prior to rollout.
  • Enables rapid and global review of frequent data terminology and the application of a new and more contemporary taxonomy library.
  • Comparison of old vs new and review of search improvements is made easy.
  • Provides the mechanism to understand the emerging needs, monitoring trends and outliers in work types, customer sentiment etc.

Problem

A government organisation was upgrading their version of SharePoint, currently being used as the primary document library.  Before embarking on the upgrade, the organisation sought to review the current document taxonomy within SharePoint to determine a more appropriate hierarchy and enable a more efficient document management process across both SharePoint and other document stores. A manual process of review, formulation and testing of the current and proposed taxonomy was seen as being time consuming and expensive so an alternative solution was sought.

Solution

Frisk developed a process that would support the taxonomy project and ensure the required level of buy-in to the new taxonomy structure. The key steps were:

  1. Configure & Index:  A sub-set of documents held in SharePoint and in other document repositories were copied to a standalone PC to ensure there was no impact on the production environment.  Once copied across the indexing of every word in every document commences along with the application of OCR to any documents not already digitised. The volume of documents included was limited only by the capacity of the PC.
  2. Review Existing Taxonomy:  The relevance of the current Taxonomy was then reviewed using the results of the Frisk Term Frequency report to cross reference with key words in the current taxonomy.  Key terms not reflected or where current taxonomy does not reflect content could be identified. This includes the identification of common synonyms and misfiled documents.
  3. Develop New Taxonomy:  Utilising the term frequency report key search terms are
    identified. Other databases and lists (e.g. product names, client names) were also used to drive Bulk queries and categorise documents.  The results are then reflected in the flexible UI and a proposed document hierarchy can be visualised.
  4. Review Proposed Taxonomy:  The project team then review the effectiveness of the
    proposed taxonomy by calling up search results using the flexible UI.  Where appropriate, additional information is written back into the index and new filters created to make this information easily searchable.  With the prior taxonomy recorded in the meta data, a comparison of search results can quickly be created.
  5. User Acceptance Testing:  Using the configurable UI, end users are able to review the proposed taxonomy and quickly analyse search results to ensure content matches expectations.  Required filters can be tailored to reflect common search preferences, and visualise the hierarchy.
  6. Implementation:  Once finalised, a report is exported showing where document location or hierarchy needs to be changed with in the SharePoint installation and across other data stores.
StageProcessFrisk Capability
Configure & index
  1. Load a copy of SharePoint onto standalone PC
  2. Configure appliances to maximise streaming options
  3. OCR and Index to enable search across document content and metadata
  • OCR and Index on the fly
  • Streaming – take advantage of available computer resources
Review Existing Taxonomy
  1. Search for applicability of the key words in existing taxonomy
  2. Identify key content that may be outside the current taxonomy framework
  3. Identify misallocated documents
  • Term Frequency Report
  • Smart Search
  • Bulk Search
  • Export to report
Develop New Taxonomy
  1. Identify words and phrases that have strong relevance to a new taxonomy
  2. Utilise Frisk to visualise and present an ideal document hierarchy
  • Configurable UI
  • Term Frequency Report
  • Smart Search
  • Bulk Query
  • Export Report
Review Proposed Taxonomy
  1. The project team then search key words and search terms using the flexible UI
  2. The results can then be visualised through tagging the index with the results and making these searchable filters
  • Index new classifications and make searchable
  • Tailor UI to search on new taxonomy
  • Export Report
User
Acceptance
Testing
  1. Involve users in the validation exercise to view the search keywords using proposed taxonomy within Frisk
  2. Visualise the results using the Frisk UI to call up results using new Taxonomy framework
  • Configurable UI to streamline analysis process
Implementation
  1. Produce a report that lists all query results
    (documents) in each relevant classification or
    grouping and its current location
  • Export to report

Contact Us

document-taxonomy-review

180 Flinders St ADELAIDE SA 5000
PO Box 879, UNLEY BC SA 5061

Phone: 1300 43 33 11
Email: mail@frisk.com.au

180 Flinders St ADELAIDE SA 5000
PO Box 879, UNLEY BC SA 5061

p: 1300 43 33 11
e: mail@frisk.com.au

Enquiry

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