Classification vs. Taxonomy

What’s In a Name?Ellie Myler, CRM, CBCP, Consulting Manageremyler@accesssciences.comelecolorado@hotmail.com

(IM account), 1-800-242-2005

Andree Bourgeois, MLS Senior Consultantabourgeois@accesssciences.com, 1-800-242-2005

‘LINKS’, Great Northwest Region 2008 ARMA ConferenceApril 8, 2008

2

“SEC Chairman C. Cox is embracing

technology to bring more information to

investors.”

Why Bother?

Information Architecture –

Why?

Organization Mandate–

“worth the time and effort to make information identifiable and accessible”

•

RM –

compliance•

Archive –

posterity

•

KM –

repurpose•

CM / DM –

collaboration, currency

•

BPM –

efficiency•

IT –

functionality, interoperability

“Knowledge is of two kinds. We know a subject ourselves, or we know where we can find information upon it.”

Samuel Johnson (1709–1784)

2-10x Improved Business Performance

Source: Mills-Davis

5

Presentation Learning Objectives

1. Concepts, Explanations, Definitions1. Concepts, Explanations, Definitions

2. Similarities and Differences2. Similarities and Differences

3. When to use the terms as appropriate3. When to use the terms as appropriate

4. Samples4. Samples

5. Q&A / Wrapup5. Q&A / Wrapup

6

Learning Objective 1

•

Concepts

•

Explanations

•

Definitions

From the beginning

Discipline of Information Architecture

ASIST -

American Society for Information Science and Technology

AIFIA -

Asilomar

Institute for Information Architecture

The Enterprise Framework by Zachman

e.g. DATA

Builder

SCOPE(CONTEXTUAL)

MODEL(CONCEPTUAL)

ENTERPRISE

Designer

SYSTEMMODEL(LOGICAL)

TECHNOLOGYMODEL(PHYSICAL)

DETAILEDREPRESEN-

TATIONS(OUT-OF-

CONTEXT)

Sub-Contractor

FUNCTIONINGENTERPRISE

DATA FUNCTION NETWORK

e.g. Data Definition

Ent = FieldReln = Address

e.g. Physical Data Model

Ent = Segment/Table/etc.Reln = Pointer/Key/etc.

e.g. Logical Data Model

Ent = Data EntityReln = Data Relationship

e.g. Semantic Model

Ent = Business EntityReln = Business Relationship

List of Things Importantto the Business

ENTITY = Class ofBusiness Thing

List of Processes theBusiness Performs

Function = Class ofBusiness Process

e.g. Application Architecture

I/O = User ViewsProc .= Application Function

e.g. System Design

I/O = Data Elements/SetsProc.= Computer Function

e.g. Program

I/O = Control BlockProc.= Language Stmt

e.g. FUNCTION

e.g. Business Process Model

Proc. = Business ProcessI/O = Business Resources

List of Locations in whichthe Business Operates

Node = Major BusinessLocation

e.g. Business Logistics System

Node = Business LocationLink = Business Linkage

e.g. Distributed SystemArchitecture

Node = I/S Function(Processor, Storage, etc)Link = Line Characteristics

e.g. Technology Architecture

Node = Hardware/SystemSoftware

Link = Line Specifications

e.g. Network Architecture

Node = AddressesLink = Protocols

e.g. NETWORK

Planner

Owner

Builder

ENTERPRISEMODEL

(CONCEPTUAL)

Designer

SYSTEMMODEL

(LOGICAL)

TECHNOLOGYMODEL

(PHYSICAL)

DETAILEDREPRESEN-

TATIONS (OUT-OF

CONTEXT)

Sub-Contractor

FUNCTIONING

MOTIVATIONTIMEPEOPLE

e.g. Rule Specification

End = Sub-conditionMeans = Step

e.g. Rule Design

End = ConditionMeans = Action

e.g., Business Rule Model

End = Structural AssertionMeans =Action Assertion

End = Business ObjectiveMeans = Business Strategy

List of Business Goals/Strat

Ends/Means=Major Bus. Goal/Critical Success Factor

List of Events Significant

Time = Major Business Event

e.g. Processing Structure

Cycle = Processing CycleTime = System Event

e.g. Control Structure

Cycle = Component CycleTime = Execute

e.g. Timing Definition

Cycle = Machine CycleTime = Interrupt

e.g. SCHEDULE

e.g. Master Schedule

Time = Business EventCycle = Business Cycle

List of Organizations

People=Major Organizations

e.g. Work Flow Model

People = Organization UnitWork = Work Product

e.g. Human InterfaceArchitecture

People = RoleWork = Deliverable

e.g. Presentation Architecture

People = UserWork = Screen Format

e.g. Security Architecture

People = IdentityWork = Job

e.g. ORGANIZATION

Planner

Owner

to the BusinessImportant to the Business

What How Where Who When Why

SCOPE(CONTEXTUAL)

e.g. STRATEGYENTERPRISE

e.g. Business Plan

Data models and other IT system elements are informed by metadata and taxonomies

a/k/a

the

semantic

language

model

Information Architecture -

Products

•

Organization, labeling, and navigation schemes (categories)

•

Structural design of an information space (layout)

•

Sites are manageable and accessible (usability)

•

New/old discipline bringing architecture and design to the “digital landscape.”

•Organization scheme

•Presentation

•Search

•Metadata

•Navigation

Today -

Systems for all information

Early Web –Digital Information

•

Organization scheme

•

Presentation

•

Search

•

Metadata

•

Navigation

Taxonomy ≥

Classification

Taxonomy is the practice and science of •classification, •relationship schemes, •organizational systems.

•Classification is •the act, process, or result of classifying•a category or class.

Source: Wikipedia, dictionary.com

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Taxonomy Definition•

Taxonomy is the practice and science of Classification.

•

The word comes from the Greek

τάξις, taxis, 'order' + νόμος, nomos, 'law' or 'science'. Taxonomies, or taxonomic schemes, are composed of taxonomic units known as taxa (singular taxon), or kinds of things that are arranged frequently in a hierarchical

structure, typically related by

subtype-supertype

relationships, also called parent-child relationships.

•

In such a subtype-supertype

relationship the subtype kind of thing has by definition the same constraints as the supertype

kind of thing plus one or more additional

constraints. For example, car is a subtype of vehicle.

Source: http://en.wikipedia.org/wiki/Taxonomy, accessed 2-26-08

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Taxonomy ≠

Taxidermy•

Taxidermy (Greek

for "the arrangement in the skin") is the art of mounting or reproducing animals and Humans for display (e.g. as hunting trophies) or for other sources of study.

•

Taxidermy can be done on all species of animals including people if necessary. The methods that taxidermists practice have been improved over the last century, heightening taxidermic

quality. After cleaning out the organs and blood and eyes, they replace them with substances to preserve them and replace the eyes.

•

Taxidermy should not be confused with

taxonomy, which is the study of scientific classification.

Source: http://en.wikipedia.org/wiki/Taxidermy, accessed 2-

26-08

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Taxonomy Definition -

Example

– Any car is also a vehicle,

•

But not every vehicle is a car.

– So, a thing needs to satisfy more constraints to be a car than to be a vehicle.

Source: http://en.wikipedia.org/wiki/Taxonomy, accessed 2-26-08

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Classification Definition•

Library classification forms part of the field of library and information science:–

the act of cataloging and classification–

sometimes grouped together as technical services. –

the process of cataloging and classifying library materials is called a cataloger

or catalog librarian. –

Library classification systems are one of the two tools used to facilitate this. The other are such as Thesauri and Subject Headings systems.

•

Similar to the concepts of records series and document types in the records management space.

http://en.wikipedia.org/wiki/Library_classification, accessed 2-26-08

Definition Close Out

Classification = Act of organizing [action or verb]

Taxonomy = Structure itself [format or noun]

Source: Reggie Twigg, IBM CM

Taxonomy Structure Types1.

Flat –

•

Easy, simple to create•

Simple to implement•

Equal relationship•

Unique•

Same content type•

Examples: Purchase orders, Contract numbers

2.

Hierarchical –•

Tree structure, <4 levels deep•

Content at every level•

Single parent, two or more children•

Broader to narrower relationship•

Movement –

Up

is broaden or expand, Down

is refine or qualify•

Balance breadth and depth•

Examples: Organization chart, Coding Source: World Bank

Taxonomy Structure Types (cont.)3.

Facet –

–

Star data structure, appears simple–

Each node linked to central concept/topic/object–

Each node may be linked to multiple nodes–

Clearly define central object and its facets and their behavior–

Complexity can multiply quickly–

Most are implicit information structure–

Examples: Metadata, Product Catalog

4.

Network or Plex

––

Both hierarchical and associative relationships–

More than one parent for a child–

Many and different types of relationships between nodes–

Consider usability and presentation–

Applicable for both explicit and implicit information–

Examples: Website navigation, Thesaurus, Cross walks (vocabulary, topic), visual concept maps

Source: World Bank

Interoperability

ASC Sales

Client Services

IP

Business Services

ASC Library

Methods Projects Referenc

e

Context Diagrammin

g

Thesaurus

Lessons Learned

ECRM Processes

Case Studies

Contract 1

Contract 2 Contract 3

ECRM

White Papers

Client Services

Search

The Company

Knowledge Base

Contracts

Website

hierarchical

faceted

flat

network / plex

Website

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Records Classification System

•

System for classifying documents –

that are equivalent to official ‘declared records’

–

memorializing business transactions–

providing evidence for future utility

•

ISO 15489-2 (4.3..4.1)

•

Foundational Concepts–

Records Series

–

Document Types

21

Classification 101 –

Apples & Oranges

•

Organizations = Groups (aka

Functions)

•

Components = Buckets (aka

Records Series)

•

Ingredients = Contents (aka

Document Types)

22

Classification -

Example

Legal

Dissolution due diligence papers

Acquisitions & divestitures

Reorganization files

Joint venture and mergers

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Learning Objective 2

•

Similarities

•

Differences

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Different Access Points & Tools

•

Retention Schedule

•

File Plans

•

Taxonomies

•

Metadata

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Access Point RelationshipsRetention ScheduleHow do

they use it?

TaxonomyHow do

we use it?File Plans

How do I use it?

Buckets + Rules

Search + Access

My Documents

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Access Point EmphasisRetention Schedule

Governance

TaxonomiesStructures, Metadata

File PlansGranular Lists

Records Series

NodesLocations + Owners

Metadata Purpose & TypeIdentification /

Uniqueness Search & Browse

Use Management Records Management

Agent Country Authorized By

Record Identifier

Title Region Rights Management

Disposal Status

Date Abstract/ Summary

Access Rights

Disposal Review Date

Format Keywords Location Management History

Publisher Subject-Sector- Theme-Topic

Use History Retention Schedule/Mandate

Language Business Function

Disclosure Status Preservation History

Version Disclosure Review Date

Aggregation Level

Series & Series #

Relation

Content Type

Flat Taxonomy Hierarchical Taxonomy

Network Taxonomy Faceted Taxonomy

User Requirement

Source: World Bank

Metadata –

The Major Issue

“Memory is like a purse,—if it be over-full that it cannot shut, all will drop out of it.”

Thomas Fuller (1608–1661)

Metadata Issues

•

Mandatory vs. optional•

Global vs. local

•

Attributes•

Values

•

Population method•

User friendly

•

Currency•

Trusted source

•

Data Quality

Publications

Knowledge

Services

Collections

Documents

People & Communities

Data

Communications

YOUR ORGANIZATION

Standards Based Metadata Schemes•

Dublin Core Metadata Element -

http://dublincore.org/dcregistry/index.html

•

MARC -

Machine Readable Cataloging -

http://www.loc.gov/marc/marcdocz.html

•

FGDC -

Federal Geographic Data Committee –

Geospatial Metadata -

http://www.fgdc.gov/metadata

•

DoD 5015.2 -

Design Criteria Standard for Electronic Records Management Software Applications

–

http://jitc.fhu.disa.mil/recmgt/standards.html

•

ISO/TS 23081-1 Information and documentation –

Records management processes –

Metadata for records -

http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.h

tm?csnumber=40832

•

ISO/IEC 11179, Information Technology --

Metadata registries (MDR) –

Framework, Classification, Basic Attributes, Data Definitions, etc. -

http://metadata-standards.org/

•

W3C –

World Wide Web Consortium –

RDF, XML, OWL, etc.-

http://www.w3.org/TR/2004/REC-owl-guide-20040210/

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Business Environments

Retention Schedule = TaxonomyRetention Schedule ≠

Taxonomy

Taxonomy = File PlanTaxonomy ≠

File Plan

File Plan = Retention ScheduleFile Plan ≠

Retention Schedule

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Learning Objective 3 & 4

•

When to use the terms, as appropriate

•

Samples

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Classification -

Sample

Develop, Update and Document

Function: Research and Development

Activity: Developing New Products

Series: Design Standards and Specifications

Types: ConfigurationsCalculations, Diagrams

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Classification -

Sample

Develop, Update and Document

Function: Financial Services

Activity: Accounting

Series: Accounts Payable

Types: Invoices, Bills

ECRM & Taxonomy•

Taxonomy–

Approach appropriate to culture, content and technology

–

Technology independent–

Methods / approaches

•

Single classification meets both records management and content management requirements

•

Two classifications: retention schedule and file plan–

Married –

content type, file plan•

Model file plan for user to select appropriate components•

Activation of retention on a document upon demand–

Semantic Model for computer system(s)

•

Governance•

Responsive change management•

Document!!!

ECRM & Applied Taxonomy•

Presentation or views –

Facilitate user’s needs

•

Public Affairs –current publications in which company is mentioned

•

HR Training –

incoming/completed training requests by function

•

Pipeline –

maintenance and flow metrics–

Internal

•

Few templates –

organization, team, small project, large project, my view

•

Standardize on web parts•

Information delivered via search, taxonomy, channels

•

Don’t think only in terms of a web page

ECRM & Applied Taxonomy (cont.)

•

Presentation or views –

External –

•

Web presence•

Own template

•

Separate governance and authorship•

ECRM functionality

•

Content channels•

Information delivered via search taxonomy, channels

–

Content, Life cycle management•

Information stored, maintained via taxonomy, workflows, rules

•

Pre-built, change discouraged•

Email included37

View 1Examples

Source: microsoft.com

View 2

Source: microsoft.com

Examples

View 3

Source: microsoft.com

Examples

Taxonomy ≥

Classification•

Technology independent

• Information architecture product

Taxonomy/classification structures are foundational and necessary for effective information management by means of a computer system.

In closing

41

Taxonomy is the nervous system of an information

management system.

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Based on your experience, whiteboard or share your ideas on the terms

Your perceptions and ideasYour perceptions and ideas