Tapping into Topic Searches John Allec, CRS Findhelp Information Services.

Tapping into Topic Searches

John Allec, CRSFindhelp Information Services

Topic searchesare pre-constructed database searches, carefully built to automatically generate comprehensive and up-to-date search results.

Process for 211Ontario.ca topic search development

1) Creating the topic list

2) Draft search logic

3) French issues

4) Testing of search logic

5) Final adjustments

6) Reference materials

7) Implementation

8) Maintenance

1. Creating the topic list

A team with representatives of all 211 centres met to brainstorm a draft list of categories.

A draft document was drawn up and a second meeting convened for review.

22 categories were eventually selected, most of which have several sub-categories (see handout). Only the sub-categories actually trigger searches.

1. …Creating the topic list

Terminology should be up-to-date (e.g. ‘Older Adults’ rather than ‘Seniors’).

Opt for the general where possible: ‘Finding a health professional’ rather than

‘Finding a medical professional’. ‘New Parents’ rather than sub-terms ‘New

Mothers’ and/or ‘New Fathers’.


Province-wide consultation was crucial to identifying differing priorities.

For example, not only was a Transportation category added to the original set, to reflect rural needs, but that was divided into 4 subcategories.


Topics can be for either services or groups of people.

Using both results in repetition across categories:

Youth – Recreation, andRecreation – Youth

This should be kept to a minimum especially if the logic for each is stored in separate places. There should be unmissable cues that any change must be made in both places.


Decision to allow a miscellaneous ‘Other services’ sub-category under certain topics (e.g. Food) to capture services that would otherwise be omitted (community gardens, farmers markets).

But it’s a definite challenge to exclude the services already listed in the more specific sub-categories. Those must be excluded though to avoid an ‘everything’ category.

2. Draft search logic

A master reference document should be developed that incorporates all the search logic and all data related to the topic searches (e.g. definitions, French equivalents).

This should be centrally maintained but easily accessible by all involved. It is crucial that everyone feel confident they are consulting the latest, up-to-date version.

2. …Draft search logic

Any type of database searching may be incorporated into the search logic.

But… in order for the system to be as self-maintaining as possible, stable and consistent data components – that are maintained regardless of topic search work – should always be the first choice.

Searching through Description text, for example, should almost always be avoided.


The upcoming searches on 211Ontario.ca are built on:

(mostly) Taxonomy indexing where necessary, program names and

acronyms (not as stable, and can bring noise) as a last resort, drawing on records identified

by a special code (e.g. ‘pub codes” in CIOC) (relies on people remembering to add codes)


The Taxonomy search logic avoids using Taxonomy term names, and relies instead on the alphanumerical coding:

Term names may change, slightly or entirely. Allows equivalent searching in French Allows truncated searching, e.g. BD*


Topic search work can result in key decisions on Taxonomy indexing practices in general, especially in a wide-flung network.

Ideally, therefore, topic searches would be finalized and in place before a database is converted to the Taxonomy, to avoid having to re-index later.


But either way, constructing and implementing topic searches is a great route to consolidated and consistent indexing, and isolating problem indexing.

e.g. ‘Congregate dining’ used for youth services

e.g. Links for ‘Older Adults ~ Training and Employment Programs’ rather than ‘Older Worker Employment Programs’


Generally, the more flexible and general the search is, the less likely it is to fail.

At the same time, there is a need to pinpoint the most relevant services and avoid unsuitable results.

The ‘roll-up’ function allows for more detailed indexing choices among partners where suitable, e.g. for tourism and recreation.


See Also’s

These pointers to other Taxonomy terms that may be more suitable are valuable (and generally under-used).

They can give useful ideas about what else should be included in a search.


‘Related concepts’ are lists of all possible terms across the Taxonomy that are relevant to a topic, available on 211Taxonomy.org.

These are very similar to topic searches, and always kept up-to-date.

Unfortunately they are often too massive to incorporate easily into a search string. But they are invaluable for reference.


Example in English (almost…)

Aboriginal communities - Women(Breast Implants OR Breast Cancer OR Cervical Cancer OR Ovarian

Cancer OR Menopause OR Pelvic Inflammatory Disease OR PMS OR Pregnancy/Birth Problems OR Mastectomy Patients OR Widows OR Breastfeeding Women OR Single Parent Families Headed by Mothers OR Mothers OR New Mothers OR Postpartum Mothers OR Pregnant Women OR Stay at Home Mothers OR Surrogate Mothers OR Teenage Mothers OR Single Women OR Females OR Lesbians OR Transgender Individuals OR Battered Women OR Women's Issues) LINKED WITH Aboriginal communities


Example in Oracle-speak:

Aboriginal communities - Women((YF-3000.1340_YH-6000.0120%) OR (YF-3000.1480-120_YH-6000.0120%) OR (YF-

3000.1480-150_YH-6000.0120%) OR (YF-3000.1480-650_YH-6000.0120%) OR (YF-3000.5040_YH-6000.0120%) OR (YF-3000.6240_YH-6000.0120%) OR (YF-3000.6640_YH-6000.0120%) OR (YF-3000.6840_YH-6000.0120%) OR (YF-6000.8000-500_YH-6000.0120%) OR (YH-6000.0120% NEAR YJ-0900.1350-970) OR (YH-6000.0120% NEAR YJ-0920) OR (YH-6000.0120% NEAR YK-2000.8000-900) OR (YH-6000.0120% NEAR YK-6500.4900) OR (YH-6000.0120% NEAR YK-6500.6100-650) OR (YH-6000.0120% NEAR YK-6500.6550) OR (YH-6000.0120% NEAR YK-6500.6600%) OR (YH-6000.0120% NEAR YK-6500.8050-840) OR (YH-6000.0120% NEAR YK-6500.8200) OR (YH-6000.0120% NEAR YK-6500.8500-900) OR (YH-6000.0120% NEAR YK-8200.8100) OR (YH-6000.0120% NEAR YS-2000%) OR (YH-6000.0120% NEAR YT-2400.4500) OR (YH-6000.0120% NEAR YT-2400.8500%) OR (YH-6000.0120% NEAR YX-0300.1200) OR (YH-6000.0120% NEAR YZ-9000)) within TID

3. French issues

There was no need identified for different topic searches in French – except a decision to have an extra category in French for ‘French designated agencies’.

Fortunately, search logic based on Taxonomy codes works for either language. (Yet another reason to base as much logic as possible on the Taxonomy.)

But… any logic that draws on program names or acronyms must be developed separately in French.

4. Testing of search logic

Field testing to be organized among the entire data network, especially to gauge regional differences (and encourage further buy-in).

All should have: easy access to up-to-date search logic for

reference easy access to a test version of the public site user-friendly test assignments, with carefully

organized results reporting

4. …Testing of search logic

The data management software may have a different application than the public web site, as is the case for 211Ontario.ca.

Unfortunately this means different search strategies are likely needed to replicate the results, because of differences in search language.

These should of course be carefully saved along with the main search logic, preferably in the same document, for future work.

4. …Testing of search logic

Another alternative for cross-checking results is to compare against a reliable outside list, e.g. a government list of licensed child care centres.

That of course may show up discrepancies in the data, rather than in the search logic.

5. Final adjustments

Collection of final feedback

Corrections to search logic where necessary

Re-testing where necessary

6. Reference Materials

The up-to-date search logic should always be easily accessible by all involved.

Any program templates made available to data contributors (e.g. ‘Employment Resource Centres’) must reflect the choices made for topic searches, whether regarding Taxonomy indexing, program names, acronyms, etc.

6. …Reference Materials

A ‘starter set’ is a reference document that identifies the minimum required level of indexing in each area of the Taxonomy in a data network.

It is simply a list of all available terms indicating whether the default for each is activation or de-activation.


All in the database network are forbidden to index at a higher level than indicated in the starter set.

But conversely, all are encouraged to index at a deeper, more specific level if that better reflects local needs.


Topic searches are typically built on the starter-level terms.

But the ‘roll-up’ function and truncated search logic (e.g. BD*) assures that records indexed more specifically will be gathered up into the larger category.

Ideally, the reference Starter Set would be constructed after topic searches are worked out, to avoid re-indexing, but that may not be possible.

7. Implementation

If you have an existing set of topic searches already in place:

Consider phasing in the new searches in groups, incorporating them one by one to replace the older ones.

7. …Implementation

If you are converting from an older indexing system to the Taxonomy:

For a transition period, consider having searches draw on both the old indexing system and the Taxonomy, especially if you’re not confident about the state of the Taxonomy indexing.

8. Maintenance

Very important:

A system must be in place to accommodate ongoing changes to the master Taxonomy.

8. …Maintenance

Must check for any changes that affect existing search logic:

New terms that are relevant Terms that have disappeared Code changes (re changes in term names,

affecting sorting) Other changes (definitions, Used Fors) can

usually be safely ignored

8. …Maintenance

Any changes to search logic must of course also be reflected in any reference materials (templates, starter sets).

Other types of changes may also have an effect on search logic, e.g. acronyms for program names may change.

An annual review is suggested to make sure searches are still intact.

Questions??

John Allec

[email protected]

416-392-4572

Tapping into Topic Searches John Allec, CRS Findhelp Information Services.

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