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Transcript of Taming the Wild Beast: Indexing with the AIRS/LA County Taxonomy of Human Services A Two Part...
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Taming the Wild Beast: Indexing with the AIRS/LA
County Taxonomy of Human Services
A Two Part Worksh0p for the 2014 Airs conference
Atlanta June 2, 2014
Robin Pokojski – Call Center Manager
Cathy Vaisvil – Resource ManagerUnited Way 2-1-1 MO and SWIL
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“All things are difficult before they are easy.” Thomas Fuller
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Workshop Objectives
• To review the Taxonomy’s structure and design
• To introduce basic principles and practices in indexing
• To help recognize decisions to be made when using Taxonomy
• To discuss maintenance and customization
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What is a taxonomy?
A thorough classification system, that
distinguishes concepts, names those
concepts and puts those concepts into
a hierarchical order
Name some examples of a taxonomy?
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What is a taxonomy?
Dewey Decimal System
Phone Book Headings
Plant and Animal Species Names
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But a taxonomy of services?
• Classifies “things done” rather than “things”
• Provides structure for information
• Tells people what is in your system
• And how to find it!
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AIRS/211 LA County Taxonomy
• Work on taxonomy began in 1982• Full printed version completed 1987• Continually developed and assessed
by full time editor and researcher, Georgia Sales – LA County 2-1-1.
• Specifically designed for indexing community resources in a computerized environment
• Endorsed by AIRS and United Way Worldwide
• Originally designed for US, now two Canadian versions
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AIRS Standard 9: Classification System/Taxonomy
The I&R service shall use the AIRS/211 LA CountyTaxonomy of Human Services (formally titled A
Taxonomyof Human Services: A Conceptual Framework withStandardized Terminology and Definitions for the
Field)to index and facilitate retrieval of resource
information,increase the reliability of planning data, make
evaluationprocesses consistent and reliable, and facilitate
nationalcomparisons of data. Additional classification
structuressuch as keywords may supplement the Taxonomy,
but mustbe connected to the Taxonomy rather than
functioning asindependent indexing systems.
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Benefits of the Taxonomy
• Structure is comprehensive in scope
• Logical and exclusive niche for every concept
• Compatible with the way services are actually delivered
• Incorporates terminology accepted in the human service field
• Terms are clearly defined and cross referenced
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Benefits of the Taxonomy
• Language and structure are simple
• Structure is flexible to permit change and growth
• Users can customize to meet their own needs
• Saves money!
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Benefits of the Taxonomy
All terms can berolled up sostatistics are
easierto collect and
report!
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How do I get access to the Taxonomy?
Subscriber Category Annual Rate
AIRS Members (non-profit or governmental)
$200
AIRS Members (for profit) $500
Non-Members (non-profitor governmental)
$250
Non-Members(for profit)
$650
Taxonomy Subscription Rates
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Types of Agency Services
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Types of Agency Services
• Primary• Secondary• Indirect• Ancillary• Phantom
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Primary Services
• Entry point services
• Open to anyone who meets eligibility
• Always index primary services (unless they don’t fall within your agencies inclusion/exclusion criteria)
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Secondary Services
• Must already be receiving primary services to be eligible to receive secondary services
• DON’T index secondary services (though it’s useful to mention them in service descriptions)
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Indirect Services
• Services an agency does not directly provide
• DON’T index indirect services (or at least index them under the proper term)
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Ancillary Services
• Services which an agency provides but NOT worth the effort to index
• DON’T index ancillary services
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Phantom Services
• Services that an agency claims to offer…but rarely does!
• DON’T index phantom services
It’ll come back to haunt you later!
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Summary: Types of Agency Services
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
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Can you figure out which services to code???
First Night Columbia was established in 1994 and currently takesplace throughout 12 venues in The District, downtown Columbia. AUSA National Certified 5K Run/Walk starts the event at 4:00.Entertainment and activities in the venues begin at 7:00 p.m. withthe Teen Venue and Children’s Art Area starting at 6:30 p.m.
One of the main goals of First Night Columbia is to provide a safeand fun event for our youth at our Teen Venue and other venues bypromoting creative fun and fitness on a high-risk night resulting ingood physical, emotional and mental health.
We believe the opportunities First Night has developed andcontinues to develop promotes a healthy community of young people. Our
desireis to reach and make our event accessible to all cultures of diverse race,
economicvariables, physical capabilities and artistic interests. Our partnerships withmultiple organizations in Columbia support our vision and efforts.
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Can you figure out which services to code???
LifeHouse exists to equip, enable, encourage, andstrengthen expectant mothers in crisis through
shelter,education, and advocation, in a safe and lovingenvironment. Through these provisions, the goal is
toempower expectant mothers with life skills they
canutilize for their personal success and for the futuresuccess of their unborn child.
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Can you figure out which services to code???
Children's Mercy Hospitals and Clinics, providesthe highest level of medical care, technology,services, equipment and facilities in promoting thehealth and well-being of children in the region, frombirth through adolescence. Patients and their familiesare treated with compassion in a family-centeredenvironment that recognizes their physical, emotional,financial, social and spiritual needs. Thecomprehensive health care environment provided bythe hospital includes clinical services, research andteaching efforts which are designed to serve today's andtomorrow's children and the community in which theylive.
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Taxonomy Structure
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Taxonomy Structure
Divides all human and social services into 10 service categorywith a separate 11th target group section
• B Basic Needs• D Consumer Services• F Criminal Justice and Legal Services• H Education• J Environmental Quality• L Health Care• N Income Support and Employment• P Individual and Family Life• R Mental Health Care and Counseling• T Organizational/Community/International Services• Y Target Populations
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Taxonomy Structure
• Each section is broken up into “branches” that consist of up to 6 increasingly narrow classification levels
• Each term has a unique identification number – its Taxonomy code
• Consisting of letters and numbers, that reflects its exact placement in the hierarchy
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Branch Sample
• N Income Support & Employment• ND Employment• ND-1600 Employee Certification• ND-1600.9500 Work Permits• ND-1600.9500-300 Home Work
Permits• ND-1600.9500-950 Youth Work
Permits
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Branch Sample Showing Relationships
ND-1600.1800Exempla ry Rehabilitation
Certification
ND-1600.2000Fidelity Bonding
Services
ND-1600.9500-300Home W ork Permits
ND-1600.9500-950.15Unassigned Term
ND-1600.9500-950-25Unassigned Term
ND-1600.9500-950Youth W ork Permits
ND-1600.9500W ork Perm its
ND-1600Employee Certification
ND-2000Employm ent P reparation
NDEmployment
NLPublic Assistance
Program s
NSSocial Insurance
Program s
NIncome Support & Em ploymentLevel 1
Level 2
Level 3
Level 4
Level 5
Level 6
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Path Leading to Specific Term
ND-1600.9500-950.25Unassigned
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
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Terms and Cross References
• Each term, also known as a Preferred Term has a code and a precise and concise definition
• Use References are non-preferred terms which point to the preferred term you should use
• See Also References point to other preferred terms of potential interest to your general search
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Take a Deep Breath…
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Types of Taxonomy Terms
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Types of Taxonomy Terms
• Service Terms• Organization/Facility Type Terms• Named Program Terms• Modality/Delivery Format Terms• Target Terms
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Service Terms
• Specific services offered to individuals seeking assistance
• The vast majority of terms are service terms (Branch B through T)
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Examples of Service Terms
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Organization/Facility Type Terms
• Describes what an organization is which often implies what they do
• They are scattered throughout the taxonomy branches (Branch B through T)
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Examples of Organization/Facility
Terms
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Named Program Terms
• Describe a small number of “shortcut” terms for nationwide, widely known programs
• Known to most social service providers, making it unnecessary to index the specific services which come under their umbrella
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Examples of Named Program Terms
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Modality/Delivery Terms
• Describes the way in which a service is delivered
• Should link to a Service Term
* Ability to link will be dependent upon the software
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Examples of Modality/Delivery
Terms
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Target Terms
• Describes groups to which a service is aimed
• Can be used to more narrowly focus indexing
• Should link to a Service Term
• The Y Branch of the taxonomy, encompasses Target Terms and the YZ branch covers topical identifiers/issues
* Ability to link will be dependent upon the software
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Things to Consider when using Target Terms
• DON’T Over Use!!! Can quickly get way out of hand
• If a service is generally for most people DON’T use a target term at all
• DON’T use target terms if the population group is indicated in the taxonomy term definition
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Examples of Proper and Improper Target Term
Usage
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Scenarios
Program Type: Homeless temporary shelterServices Provided To: Pregnant womenOngoing Requirements of Residents: Random drug testingParticipation in religious activities Must save certain amount ofmoneyRequirements UPON ENTRY to the program: Background check Drug screeningLiving Arrangements: 2 or 3 residents/families share a bedroomCommunity kitchen Community bathroomPlease specify: Pregnant women are welcome to remain in theLifeHouse program until approximately 3 months after the birth
oftheir child(ren).”
Homeless Shelter* Pregnant Women or Maternity Homes?
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Scenarios
Description: Children's Mercy Hospital provides the highestlevel of medical care, technology, services, equipment andfacilities in promoting the health and well-being of childrenin the region, from birth through adolescence. Patients andtheir families are treated with compassion in a familycentered environment that recognizes their physical,emotional, financial, social and spiritual needs. Thecomprehensive health care environment provided by thehospital includes clinical services, research and teachingefforts which are designed to serve today's and tomorrow'schildren and the community in which they live.
Children’s Hospitals (LL-3000.1450) NOT Hospitals*Children
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Scenarios
Delivers bags with food, clothing, bedding and toiletriesto sites where homeless individuals might be dwelling.
Street Outreach Programs*Homeless Individuals (Wrong because definition defines this population)
Service Description: Parenting with Love and Limits: Six-weekprogram where parents gather to learn and share parentingknowledge and experiences.Eligibility: The program is specifically geared toward parents
withchildren with severe behavioral and/or emotional problems.
Parent Support Groups*Parents of Children with Disabilities
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Scenarios
Provides food assistance to area residents who are in need.
Would not do:• Food Pantries*Men• Food Pantries*Women• Food Pantries*Children• Food Pantries*Seniors• Food Pantries*Pregnant Women• Food Pantries*Homeless Veterans• Etc., etc. – too many terms!!
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Summary of Types of Taxonomy 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
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Indexing Using the Taxonomy
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Indexing Steps
Determine if any of the services offered should be combinedinto a cohesive group:
1. Identify the primary services2. Determine if there is a facility type term
that would be appropriate3. If not, identify the most appropriate term
to characterize that service concept4. Read the definition of the taxonomy term
that you think is appropriate to verify correctness
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Indexing Steps
5. Review the hierarchy to confirm the level selected
6. Look at the See Also References listed for the term, can any of them also be used to index the agency’s services?
7. Is a modality term needed to clarify the manner in which the service is delivered
8. Would a target group be useful?
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Helpful Hint:
• Remember! Not all services offered by an organization should be indexed (refer to Types of services)
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Principles of Indexing
• Accuracy
• Consistency
• Avoiding Double Indexing
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Accuracy
• Choose the most accurate/specific term available to you that fully describes what is being offered by the organization
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Consistency
• Once a term has been chosen to describe a type of service, it should be used from then on to describe similar services offered by other organizations
• Avoid using a broad term if a narrower term is already being used, or vice versa
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Examples
• If you index an agency’s service at Electric Service Payment Assistance (BV-8900.9300-180) then you can’t index another agency at Utility Service Payment Assistance (BV-8900.9300…which is a 4th level term)
• Any programs that offer services within BV-8900.9300 branch will have to be indexed at the 5th level
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Example
B V -8950 .180 0 **E le ctric S e rv ice
C o nn ection /R e pa ir
B V -8950 .600 0 **N a tu ra l G as S erv iceC o nn ection /R e pa ir
B V -8950 .850 0 **T e lep ho ne S e rv iceC o nn ection /R e pa ir
B V -8950 .950 0 **W ate r S erv ice
C o nn ection /R e pa ir
B V -8950U tility S e rv ice
C o nn ection /R e pa ir
B V -8900 .930 0-18 0 **E le ctric S e rv ice
P a ym en t A ss is is tance
B V -8900 .930 0-25 0 **G a s S e rv ice
P a ym en t A ss is ta nce
B V -8900 .930 0-85 0 **T e lep ho ne S e rv ice
P a ym en t A ss is ta nce
B V -8900 .930 0-95 0 **W ate r S erv ice
P a ym en t A ss is ta nce
B V -8900 .93 00U tility S e rv ice
P a ym en t A ss is ta nce
B V -8900 .920 0 **U tility D isconn ec tion
N o tifica tion
B V -8900U tility
A ss is ta nce
B VU tilities
BB a sicN e eds
1
2
3
4
5
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Double Indexing IS…
• Double Indexing– Vertical or Intrabranch: using two
terms on the same branch anywhere in your database
– Horizontal or Interbranch: using multiple terms to describe one service
• Taxonomy Attacks!
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Double Indexing is NOT…
• One or more Target Terms linked to a service term
• A Modality Term linked to a service term
• An Organization or Facility Term used in conjunction with a service term to index the same record
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Example of Vertical Double Indexing
• If you used Electric Service Payment Assistance (BV-8900.9300-180)
• Then DON’T use Utilities (BV)
• DON’T use Utility Bill Assistance (BV-8900.9300)
• But you could use Utility Bill Disconnection Notification (BV-8900.9200)
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Practice• BV-8900 Utility Assistance • BV-8900.9200 Utility Disconnection Notification• BV-8900.9125 Utility Bill Payment Plans • BV-8900.9125-600 Percentage of Income Utility Payment
Plans • BV-8900.9125-900 Utility Arrearage Payment Plans • BV-8900.9125-920 Utility Budget Billing • BV-8900.9300 Utility Service Payment Assistance • BV-8900.9300-150 Cable Service Payment Assistance • BV-8900.9300-180 Electric Service Payment Assistance • BV-8900.9300-250 Gas Service Payment Assistance • BV-8900.9300-300 Heating Fuel Payment Assistance • BV-8900.9300-330 Internet Service Payment Assistance • BV-8900.9300-850 Telephone Service Payment
Assistance • BV-8900.9300-860 Trash/Recycling Service Payment
Assistance • BV-8900.9300-950 Water Service Payment Assistance
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More Practice!• LT-3400 Immunizations • LT-3400.0100 Adolescent/Adult Immunizations • LT-3400.0100-150 Chickenpox Immunizations • LT-3400.0100-250 Hepatitis A Immunizations • LT-3400.0100-300 Hepatitis B Immunizations • LT-3400.0100-500 Measles/Mumps/Rubella
Immunizations • LT-3400.0100-650 Pneumococcal Pneumonia
Immunizations • LT-3400.0100-700 Poliovirus Immunizations • LT-3400.0100-800 Shingles Immunizations • LT-3400.0100-850 Td/Tdap Immunizations • LT-3400.0200 Anthrax Immunizations • LT-3400.1500 Childhood Immunizations • LT-3400.2000 Flu Vaccines • LT-3400.3100 HPV Immunizations • LT-3400.5000 Meningitis Immunizations • LT-3400.6000 Pre/Post-Exposure Rabies Immunizations • LT-3400.8000 Smallpox Vaccinations • LT-3400.8500 Travel Immunizations
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Example of Horizontal Double Indexing
“Providing outreach to homeless families living on the streets of St. Louis City. Provides blankets, food and case management”
• Code at Street Outreach Programs (PH-8000)
• DO NOT also code Outreach Programs (TJ-6500.6300)
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Another Example of Horizontal Double Indexing
“Providing loans for students to attend college”
• Code at Student Loans (HL-8000.8100)
• DO NOT also code Personal Loans (NT-6400)
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Customization
• No I&R provider needs all 9400+ taxonomy terms
• So, it is convenient to carve off or deactivate the 100’s or 1000’s of terms that aren’t relevant to your I&R’s Community/Focus
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Don’t Bite Off More than You Can CHEW!
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Customization Considerations
• What are your agency’s inclusion/exclusion criteria?
• Who is your customer/client?• What types of resources are
available in your “community”?• Branch by branch, determine
which sections/terms can be disregarded altogether
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Customization Considerations
• Determine depth of indexing (levels) for each branch
• Levels can vary between branches/subject areas
• How specific are service requests?
• How quickly does the information change?
• Who are your end users?
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Customization Considerations
• How much time do the Resource Specialist(s) have to devote to maintenance?
• How much turn over does the staff have?
• How many resources will be listed as providing the service?
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Examples
• BD-1800 Emergency Food • BD-1800.1000 Brown Bag
Food Programs • BD-1800.1900 Food Lines • BD-1800.2000 Food Pantries
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Examples
• BD-1800.8200 Specialty Food Providers
• BD-1800.8200-150 Dehydrated Food
• BD-1800.8200-200 Food
Supplements • BD-1800.8200-250
Formula/Baby Food
• BD-1800.8200-255 Fresh Food
• BD-1800.8200-300 Gluten Free Food
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Keeping Up To Date
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Updating
AIRS Standard 9 Subsection 4 statesthat any organization using theTaxonomy must update at least every18 months
• To update the taxonomy in your system, go to www.211taxonomy.org
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Taxonomy Website
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XML File Sample of Taxonomy Download
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Sharing Your Database
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Sharing Database Information
• Importing database information into your system
• Considerations include: each agencies customization of taxonomy, cleanliness and consistency, style and converting from one file type to another
WARNING: Post merging databaseclean up is tedious and exacting
work!
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Resources
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www.211taxonomy.org
• Taxonomy (allowing code search, term search, drilldown, related concepts)
• Recent Taxonomy Changes• Resources, including library and
frequently asked questions
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We All Need a Helping Hand Sometimes
Don't Give Up!
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Listserv
Go to http://groups.yahoo.com/ and search to join listservs.
• AIRS Taxonomy Listserv – community of users of the taxonomy
Go to http://airsnetworker.airs.org/Home
• AIRS Networker – community of AIRS members
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Other Resources
• www.airs.org & ABC’s of I&R• Georgia Sales – creator of the
Taxonomy – [email protected] (can also be accessed through the AIRS Taxonomy Listserv)
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“Working hard and working smart
sometimes can be two differentthings”
Byron Dorgan
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Questions?
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Robin Pokojski – Call Center Manager(314)[email protected]
Cathy Vaisvil – Resource Team Manager(314)[email protected]