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Establish ownership Establish governance processes Create change control processes Develop maintenance plan Review content for new conceptsDevelop user feedback process for new conceptsMaintain lifecycle (version control)Review success criteriaProvide documentation
Find a strong sponsor and championBuild a multi-disciplinary team
Terminology decisions – Information professionals (librarians, archivists)Technology decisions – ITSubject matter experts from across the companyEnd users
Task IT with maintenance of the softwareGive SMEs, content owners and librarians responsibility for taxonomyObtain end user buy-in
Taxonomy Change BoardReviews and approves major changes to content and structure.Reviews and approves changes to strategy and functionality, and elevates to Advisory Board.
Advisory BoardProvides strategic direction for the Taxonomy. Promotes the Taxonomy in the enterprise.Makes recommendations to the Change Board
Search inefficienciesBottom line impacted by inability to find informationIT pressured to find solutionsContent Management SystemsKnowledge Management initiatives
Find a strong sponsor and championEstablish a team to manage taxonomiesStart with an overall frameworkUse automatic approaches to facilitate manual development – need human reviewDevelop taxonomies for multiple facetsEstablish quality control measures and metricsImplement a phased rollout
Do not use corporate lingo Do not use departmental namesDo not use undefined acronymsAvoid over thinking Avoid over-engineering Avoid developing unneeded sectionsAvoid using a proprietary system for taxonomy management
Understand target audience, requirementsDevelop strong stakeholder and user relationshipsAssign responsibility for ownership and maintenanceResearch lessons learned from other companies
Understand how tools and technology playBuild, buy and re-useBuild in flexibilityDifferentiate between the taxonomy and the metadata schemeDevelop metrics on value and relevance of the taxonomyPlan for long term – have a vision and strategyPlan for maintenance resources
MembershipMembers must have expertise in vocabulary management
AuthorityTeam receives its authority from Library Management
AccountabilityTeam is accountable to Library Management and the Taxonomy Change Board
VotingTeam strives for understanding, acceptance and supportDecisions reached by consensus whenever possibleWhen voting, each member has one vote and all will abide by the outcome. A quorum is required for voting.
PurposeReviews and resolves issues related to the Taxonomy that are notresolved at the Taxonomy Team level. Reviews and approves majorchanges to the Taxonomy
ScopeReviews and approves major changes to content and structure of the Taxonomy. Reviews and approves changes to strategy and functionality. Elevates issues to Advisory Board for guidance.
DeliverablesProcess documentation for Change Board activitiesDocumentation for Taxonomy strategy and approachDocumentation of Change Board decisions and meeting minutes
ResponsibilitiesAddress and resolve issues on which the Taxonomy Team is unable to come to consensus Review and approve major content changes (for example new facets and high level structural changes)Communicate implemented changes to the Advisory Board Interface with Advisory Board members about the TaxonomyAttend meetings prepared to discuss items on the agendaComplete assigned responsibilities in a timely mannerPromote Taxonomy activities in the enterprise Educate users and potential customers about the Taxonomy
MembershipVoting members must have expertise in vocabulary managementRepresentatives from business functions (non-voting)Taxonomy Team representatives (3 members)Management
AuthorityChange Board receives its authority from management
AccountabilityAccountable to management
VotingChange Board strives for understanding, acceptance and supportDecisions reached by consensus whenever possibleWhen voting, each member has one vote and all will abide by the outcome. A quorum is required for voting.
PurposeProvide strategic direction and promote the taxonomy
ScopeProvide guidance on strategy and functionalityServe as a conduit between business and the team
DeliverablesDocumentation of Advisory Board minutes
ResponsibilitiesProvide future strategic directionPromote and support taxonomy in the enterpriseAct as a conduit between potential customers, users, and the taxonomy team