AN ENTERPRISE TAXONOMY PROVIDES A CONSISTENT WAY TO CLASSIFY AND FIND INFORMATION
To develop the taxonomy, we worked with client subject matter experts to understand how the different groups worked with their information in support of business processes and decision making. This understanding enabled us to identify the key information (facets and terms) employees had available to them in order to search for content, regardless of whether the content was in their department repository or created by another department. Once we had a working start on the facets and terms of the taxonomy, we conducted sessions with over 30 functional work groups to test their accuracy and make improvements. We did our testing by having the creators and users of the content answer the following questions:
- Can you use these terms to classify your content?
- Can you find what you need even if your department hasn’t created the content?
- Is the terminology familiar to you?
- Are there ways we can automate and streamline the classification process?
Once our design and testing sessions were finished, we incorporated records management policy requirements into the taxonomy, designed a governance structure and policy to maintain the taxonomy going forward, and provided the client with an online survey and video presentation to allow them to solicit additional global feedback.
As a result of this effort…
- The client has a vetted, enterprise taxonomy representing its culture, terminology, and how it conceptualizes its work
- Employees now have a consistent means to find and manage information both across the enterprise and within departments regardless of location or system
- Classified information is tied to records policies so it can be defensibly disposed and managed