|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.
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.
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:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
|Configure & index|
|Review Existing Taxonomy|
|Develop New Taxonomy|
|Review Proposed Taxonomy|