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Evaluating Taxonomy Software: Who, Why, and How in Knowledge Architecture

This presentation by Tom Reamy, Chief Knowledge Architect at KAPS Group, explores the essential aspects of taxonomy software selection. We will cover the key features to look for, the importance of integration, and how taxonomies enhance knowledge management within organizations. Participants will learn about historical perspectives, evaluation methods, usability features, and additional capabilities for effective taxonomy management. Join us to transform your taxonomic structures and improve your information organization processes.

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Evaluating Taxonomy Software: Who, Why, and How in Knowledge Architecture

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  1. Selecting Taxonomy Software Who, Why, How Tom ReamyChief Knowledge Architect KAPS Group Knowledge Architecture Professional Services http://www.kapsgroup.com

  2. Agenda • Introduction: Basic Decision Context • What, Why, and How • Evaluating Software • Features – good, bad, and ugly • History, Philosophy, and Evolution • Conclusion

  3. KAPS Group: General • Knowledge Architecture Professional Services • Virtual Company: Network of consultants – 12-15 • Partners – Convera, Inxight, FAST, etc. • Consulting, Strategy, Knowledge architecture audit • Taxonomies: Enterprise, Marketing, Insurance, etc. • Services: • Taxonomy development, consulting, customization • Technology Consulting – Search, CMS, Portals, etc. • Metadata standards and implementation • Knowledge Management: Collaboration, Expertise, e-learning • Applied Theory – Faceted taxonomies, complexity theory, natural categories

  4. Varieties of Taxonomy Software • Taxonomy Management • Multi-Tes, Data Harmony, SchemaLogic • Distributed Taxonomy Development • Wordmap, Wikionomy • Text Analytics – Entity Extraction • ClearForest, Inxight, Teragram • Auto-Categorization • ClearForest, Inxight, Teragram • Embedded software – Content Management, Search

  5. Why Taxonomy Software? • If you have to ask, you can’t afford it • Spreadsheets • Good for calculations, days of taxonomy development over • (almost) • Ease of use – more productive • Increase speed of taxonomy development • Better Quality – synonyms, related terms, etc. • Distributed development – lower cost, user input (good and bad)

  6. Decision Points • Dedicated taxonomy management software • Small company, specialized taxonomy • Real issue is how it will be integrated • Text analytics / auto-categorization • Dedicated software or use features of CM and/or enterprise search • Combination of dedicated and embedded • Integration – export and import is critical • Integration with Policy / Procedure • Distributed contributions

  7. Taxonomy – How will it be used? • Browse front end to portal • Search engine indexing • Keyword searching • Hierarchical browsing – formal structure • Faceted navigation • Subject taxonomy and lots of metadata • Controlled vocabulary for entering metadata • Applications – text and data mining, alerts, etc. • Semantic Infrastructure

  8. Evaluating Taxonomy Software Historical Perspective: Four Methods • Spreadsheets were good enough for my father • Flip a Coin • 50-50 chance • Ask a Friend (Industry Recommendation) • Historical Accident? • Feature Check List and Score • Basic taxonomy functionality • Which method produces different results?

  9. Evaluating Taxonomy SoftwareFeature Checklist and Score: Basic Features • New, copy, rename, delete, merge • Branches not just nodes • Scope Notes • Spell check • Search – all parts and selected (only taxonomy nodes) • Names and Identifiers for terms and nodes • Versioning

  10. Evaluating Taxonomy SoftwareFeature Checklist and Score: Usability • Ease of use – copy, paste, rename, merge, etc. • User Documentation, user manuals, on-line help, training and tutorials • Visualization • file structure, tree • Hierarchy and alphabetical? • Automatic Taxonomy/Node Generation • Nonsense for Taxonomy • Node – suggestions – perhaps • List of terms out of context versus reading

  11. Evaluating Taxonomy SoftwareFeature Checklist and Score: Additional Features • Language support – international • If you have need for it • Scalability – Size of taxonomy rarely important • More important for auto-categorization • Import-Export – XML and SKOS • Support standards – NISO, etc. • Mapping between taxonomies • API / SDK • Security, Access Rights, Roles – See integration

  12. Evaluating Taxonomy SoftwareAdvanced Features – Taxonomy as Platform • Text Analytics – multiple document types • Entity Extraction • Multiple types, custom classes • Auto-categorization • Training sets • Terms – literal strings, stemming, dictionary of related terms • Rules – simple – position in text (Title, body, url) • Advanced – saved search queries (full search syntax) • NEAR, SENTENCE, PARAGRAPH • Boolean – X NEAR Y and Not-Z • Advanced Features • Facts / ontologies /Semantic Web – RDF +

  13. Evaluating Taxonomy Software “Philosophy” Perspective • Self-Knowledge is the highest form of knowledge. • It’s not what you do, it’s who you know. • Importance of who on team • Life is meaningless and absurd • And so are most search/categorization results • Beauty and Meaning are in the eye of the beholder • Raise your hand if you think I’m more beautiful than … • “The real constitution of things is accustomed to hide itself” • Beware 2.0 “solutions”

  14. Self Knowledge is the highest form of knowledge • Start with self knowledge – KA audit – content, users, technology, business and information behaviors • Develop a model of taxonomy use in your enterprise • Ask Experts – Taxonomy is not for faint of heart • If test – use own content • Balance of current application and platform • Use the test to get a head start on taxonomy development • Spend more time on self knowledge than vendor capability.

  15. Evaluating Taxonomy SoftwareSelf Knowledge – Distributed model of taxonomy in action • People • Interdisciplinary Team • Knowledge architects, editors, SME, users • Roles • Select and implement taxonomy software, input into CM, Search • Care and feeding of taxonomies, metadata, vocabularies • Initial filter of user input, monitoring user input, answer questions • Provide input – what works and not, new terms • Technology • Develop taxonomies, vocabularies, facets • Integrate taxonomy into CM, search, applications • Activities • Information needs and behaviors – support with advanced features

  16. It’s not what you know, it’s who you knowDesign of the Taxonomy Selection Team • Traditional Candidates - IT • Experience with large software purchases • Search/Categorization is unlike other software • Experience with needs assessments • Need more – know what questions to ask, knowledge audit • Objective criteria • Looking where there is light? • Asking IT to select taxonomy software is like asking a construction company to select the design of your house. • They have the budget • OK, they can play.

  17. It’s not what you know, it’s who you knowDesign of the Taxonomy Selection Team • Traditional Candidates - Business Owners • Understand the business • But don’t understand information behavior • Focus on business value, not technology • Focus on semantics is needed • They can get executive sponsorship, support, and budget. • OK, they can play

  18. It’s not what you know, it’s who you knowDesign of the Taxonomy Selection Team • Traditional Candidates - Library • Understand information structure • But not how it is used in the business • Experts in search experience and categorization • Suitable for experts, not regular users • Experience with variety of search engines, taxonomy software, integration issues • OK, they can play

  19. It’s not what you know, it’s who you knowDesign of the Taxonomy Selection Team • Interdisciplinary Team, headed by Information Professionals • Relative Contributions • IT – Set necessary conditions, support tests • Business – provide input into requirements, support project • Library – provide input into requirements, add understanding of search semantics and functionality • IP – Rank the relative contributions • Knowledge Audit – understand information behaviors • Taxonomy in full context

  20. Evaluating Taxonomy SoftwareEvolutionary Approach • Eliminate the unfit • Filter One- Ask Experts - reputation, research – Gartner, etc. • Market strength of vendor, platforms, etc. • Look for minimum features, • Filter Two – Technology Filter – match to your overall scope and capabilities – Filter not a focus • Filter Three – Focus Group one day visit – 3-4 vendors • Filter Four – deep pilot (2) – advanced, integration • Evolve higher life forms • Focus on working relationship with vendor. • Focus on ease of customization

  21. Conclusion • Start with self-knowledge • Taxonomy is not an end it itself – what will you use it for? • Basic Features are only filters, not scores • Integration – need an integrated team (IT, Business, KA) • Integration – right balance, location (dedicated or embedded) • Integration – Distributed model of taxonomy development and applications • Central team and distributed authors, users • CM, Sharepoint, Search, Advanced Applications

  22. Questions? Tom Reamytomr@kapsgroup.com KAPS Group Knowledge Architecture Professional Services http://www.kapsgroup.com

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