DocDB is currently a supported tool for storing documents related to the division's business. We want to help you find documents related to a particular activity or topic more easily. That's what topics and keywords are for!
Documents include files that need to be kept as a record or for reference later, files to which access should be restricted to a particular set of people or that are to be shared, conference presenations, papers or posters, journal articles and procedures and manuals. When you put documents into DocDB, paying attention to the topics and keywords you select is a real aid to people who will need to find your documents or a set of related documents later. In fact, it will help as we add new technologies and repositories. We in the Communications & Outreach group can help guide you on new topics and templates in person or via email.
We're working on a FAQ-style manual for standards and best practices for using topics and keywords. In order to make the manual useful, we need input from YOU.
How do I know which topic to use?
Topics should be broad categories based on work that is being done, not on the organization you are a part of. The right topic for your document might not exist yet! Please don't choose a topic that doesn't fit. Email firstname.lastname@example.org with questions.
Ideally, categories with many documents should be divided into subcategories. You can easily have a web page link to all documents within a particular topic.
Please take a moment to look at the list of topics. Do the topics listed reflect the work you're doing? Do any topics need subcategories? Once again, please email your suggestions and questions to the DocDB administrator.
What's the deal with keywords?
Keywords can help refine a set of documents. We think they should be used sparingly and thoughtfully. In fact, the best time to use them is when you need to define a set of documents that are used to collaborate among a small group of people, while the keywords used are communicated to these people.
Keywords in DocDB may be official or unofficial. Official keywords are those that appear in the keyword list (the same as the “keyword chooser,” which is the pop-up window you can use to select your official keywords when you're adding or updating a document in DocDB). These must be added by the DocDB administrator. They can be displayed as a list in DocDB and the keyword field is searchable via the advanced search function in DocDB.
Unofficial keywords are keywords you enter yourself when you're adding/updating a document. They don't appear in the keyword list, but they ARE still a searchable in the keyword field in the database.
Topics can be nested or combined with keywords to refine a collection of documents and aid in searchability.
As an example, the sub-topic “Education and Outreach” contains over seventy documents. By using the keyword, Supercomputing , I'm able to get a subset of these documents (now, only nine). It may not make sense to make Supercomputing a subtopic of the Education and Outreach topic because documents relating to Supercomputing may be found in many topics within DocDB.
As mentioned above, the COM group wants to work with you to make the document repository as useful as possible, so please don't be shy about contacting us.
~ Marcia Teckenbrock