Houdini ESQ

Tags

    HistoryEdited Jun 24, 2010 2:56 PM by frank rivera…

    Data Tagging is bad for business

    Data Tagging in the Legal Profession

    Everything comes full circle doesn't it? Tagging will too. The Tagging phenomenon is huge now thanks to the social web. It is nothing new and like most things it has its origins way back to a time before DOS was QDOS. In the old DOS days we created hash indexes.

    Tagging can be a quick way to categorize data but if you are not careful your documents, emails, photos and video evidence can get out of control and often do in a collaborative environment.

    A tag is a (relevant) keyword or term associated with or assigned to information (e.g. a photo, a map, a blog entry, or video clip) as a whole or in part. Think category.

    What has sparked the phenomenon besides the social web is the fact that anyone can categorize their posts, photos and videos with just a click a few keywords. That is why it is so popular, ease of use. Makes sense until you decide to use tagging in your legal practice.

    Tags are uniquely valuable in a system like Flickr, Myspace and Twitter since photos and funny post can be categorized fairly easily using Tags. A user can find all videos of funny pet tricks in seconds.

    I want to use tags because of ease of use, understandable, but what works for a social network doesn't for an industry with malpractice laws.

    Back when web directories were the phenomenon, AOL attempted to build their own web directory based on the Dewey Decimal System. They had 60 contractors in Arizona typing in web urls and assigning DDC numbers to them.

    How that turn out, it didn’t work. But why?

    Because two, individuals sitting 8 inches from each other will tag the same bit of information differently. The DDC number is useless. This is a huge problem.

    Tagging works at first until you ask your secretary to add a photo, document, email, or video evidence. No two individuals will tag the same bit of information identically.

    It gets pretty scary when you have one or more individuals collaborating and working with the same set of documents (11 different keywords for the same kitten photo) or worse, a group of individuals that are working on the same Matter. 10-30-100 documents with different tags but all related. How am I sure Sue didn't forget to use the matter Ref or ID as a tag for that witness interview? Lost in the shuffle isn't an option in this industry.

    All the hype is largely ignoring the fact that we've had tagging on the web going on a decade, and the experience on the search side of things is that it can't be trusted. The idea behind it is a good one don't get me wrong. People could use tags to classify their data instead of using folders which isn't practical for categorizing data in document and media form. The tags are largely useless over time though ... People used very individualized esoteric words which they soon forget themselves rendering the data that was tagged un-retrievable.

    Before we had full text search of the world’s knowledge at our fingertips (umm Google), search systems would let you retrieve documents by keywords. If the item you were looking for hadn’t been given the right keywords, it was undiscoverable. As far as critical searches are concerned the Web as a whole gave up on this idea a long time ago.

    Tags aren't a panacea, since they're excessively vulnerable to name clashes, typos etc. Items which should belong to the same categories will get different tags from different users.

    So what is the solution? Well I'm not one to complain and not have an alternative.

    We are all in agreement that document management is critical. Tagging is prone to user data entry errors. For the legal practice, it is my opinion that Tagging should be supplementary to a high end document indexing process.

    Comments

    Rayan Ali (unauthenticated)
    Jul 29, 2009

    Absolutely correct, our firm was negatively affected by our tagging system. Just as you laid out: multiple people tagging the same documents with different tag and/or forgetting what the tags were. All resulting in chaos, confusion and ultimately our in ability to locate the documents we were seeking. We were forced to manually look through 100s of documents to find what we wanted. Lucky for us, we were not in pinch.

    Greg May (unauthenticated)
    Dec 11, 2009

    I started using Eaglefiler a month ago and store all my documents in it. I don;t have any "hard" folders, just smart ones based on tags. I agree with you that tagging is prone to error and can get out of hand. I've only been using it for a month, so I'll have to see ow it works out. But as an example, here are all the tags I have on a single receipt from my copy vendor:

    financial [this helps me pull all financial docs up at once for my bookkeeper each week]
    receipt [type of doc]
    client name [name of client to whom the expense should be charged]
    client expense [to differentiate it from an office expense]
    copying [type of expense]
    bank account [shows where the money came from - other choices would be other accounts, cash, and credit cards]
    atm [shows it was an ATM card transaction]

    I thought I was pretty clever until I realized I was not consistently tagging every receipt this way!

    Oddly enough, the one place I don't use tagging is on the social web! But I'm not much of a social web guy.

    But I just signed up for a trial Houdini Esq. account and am very curious to see your system in action. Can't wait to get started!

    /groups/esquire/search/index.rss?sort=modifiedDate&sortDirection=reverse&tag=Podcastslist/groups/esquire/search/?sort=modifiedDate&sortDirection=reverse&tag=PodcastsPodcastsCustomTagSidebarCustomTagSidebar?sort=modifiedDate&sortDirection=reverse&tag=Podcasts0/groups/esquire/sidebar/CustomTagSidebarmodifiedDate5CustomTagSidebarreversePodcastsPodcastscustomcustom/groups/esquire/search/index.rss?tag=hotlist/groups/esquire/search/?tag=hotWhat’s HotHotListHot!?tag=hot3/groups/esquire/sidebar/HotListfrankriverafrank rivera2010-12-30 17:37:02+00:002010-12-30 17:37:02updated161frankriverafrank rivera2010-12-30 17:11:52+00:002010-12-30 17:11:52updated160frankriverafrank rivera2010-10-29 03:06:54+00:002010-10-29 03:06:54updated159frankriverafrank rivera2010-10-29 03:06:07+00:002010-10-29 03:06:07updated158frankriverafrank rivera2010-10-29 02:41:32+00:002010-10-29 02:41:32updated157frankriverafrank rivera2010-09-29 14:27:51+00:002010-09-29 14:27:51updated156frankriverafrank rivera2010-09-29 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21:26:27+00:002010-03-13 21:26:27updated10frankriverafrank rivera2010-03-13 21:25:56+00:002010-03-13 21:25:56updated9frankriverafrank rivera2010-03-04 17:45:41+00:002010-03-04 17:45:41updated8frankriverafrank rivera2010-03-04 17:45:05+00:002010-03-04 17:45:05updated7frankriverafrank rivera2009-09-11 06:27:14+00:002009-09-11 06:27:14updated6frankriverafrank rivera2009-07-11 02:16:08+00:002009-07-11 02:16:08updated5frankriverafrank rivera2009-07-01 22:56:41+00:002009-07-01 22:56:41updated4frankriverafrank rivera2009-07-01 22:52:04+00:002009-07-01 22:52:04updated3frankriverafrank rivera2009-07-01 22:49:19+00:002009-07-01 22:49:19updated2frankriverafrank rivera2009-07-01 22:48:35+00:002009-07-01 22:48:35updated1wiki2010-12-30T17:37:02+00:00groups/esquire/wiki/welcomeFalseHoudini ESQ FAQ/groups/esquire/wiki/welcome/Houdini_ESQ_FAQ.htmlfrank rivera161 updatesHoudini ESQ FAQ HoudiniESQ legal case management software HoudiniESQ Community Website Documentation Licensing How do I apply a ne...Falsefrankrivera2010-12-30T17:37:02+00:00frankriverafrank rivera2010-09-12 03:16:59+00:002010-09-12 03:16:59updated12frankriverafrank rivera2010-08-31 23:20:37+00:002010-08-31 23:20:37updated11frankriverafrank rivera2010-08-31 23:19:53+00:002010-08-31 23:19:53updated10frankriverafrank rivera2010-08-31 23:19:33+00:002010-08-31 23:19:33updated9frankriverafrank rivera2010-08-03 21:47:32+00:002010-08-03 21:47:32updated8Added tag - hotfrankriverafrank rivera2010-08-03 21:47:31+00:002010-08-03 21:47:31addTag7frankriverafrank rivera2010-08-03 21:16:53+00:002010-08-03 21:16:53updated6frankriverafrank rivera2010-08-03 21:16:27+00:002010-08-03 21:16:27updated5frankriverafrank rivera2010-08-03 21:16:19+00:002010-08-03 21:16:19updated4frankriverafrank rivera2010-08-03 21:09:43+00:002010-08-03 21:09:43updated3frankriverafrank rivera2010-08-03 21:08:54+00:002010-08-03 21:08:54updated2First additionfrankriverafrank rivera2010-08-03 21:07:25+00:002010-08-03 21:07:25created1wiki2010-09-12T03:16:59+00:00groups/esquire/wiki/0e507FalseWhat areas of practice is HoudiniESQ suitable for?/groups/esquire/wiki/0e507/What_areas_of_practice_is_HoudiniESQ_suitable_for.htmlfrank rivera12 updatesWhat areas of practice is HoudiniESQ suitable for? Products our cleint's have moved from recently Most popular Time Matters 9 and 10 » OTB Consul...Falsefrankrivera2010-09-12T03:16:59+00:00Added tag - bankruptcyfrankriverafrank rivera2010-12-30 16:58:32+00:002010-12-30 16:58:32addTag25Added tag - otb consultingfrankriverafrank rivera2010-12-30 16:58:25+00:002010-12-30 16:58:25addTag24Added tag - time mattersfrankriverafrank rivera2010-12-30 16:58:20+00:002010-12-30 16:58:20addTag23Added tag - bkexpressfrankriverafrank rivera2010-12-30 16:58:15+00:002010-12-30 16:58:15addTag22frankriverafrank rivera2010-08-23 21:06:18+00:002010-08-23 21:06:18updated21frankriverafrank rivera2010-08-22 16:20:38+00:002010-08-22 16:20:38updated20frankriverafrank rivera2010-08-22 16:19:32+00:002010-08-22 16:19:32updated19frankriverafrank rivera2010-08-22 16:18:51+00:002010-08-22 16:18:51updated18frankriverafrank rivera2010-08-03 22:55:33+00:002010-08-03 22:55:33updated17frankriverafrank rivera2010-08-03 22:49:25+00:002010-08-03 22:49:25updated16frankriverafrank rivera2010-08-03 22:49:01+00:002010-08-03 22:49:01updated15frankriverafrank rivera2010-08-03 22:47:21+00:002010-08-03 22:47:21updated14frankriverafrank rivera2010-08-03 22:11:11+00:002010-08-03 22:11:11updated13frankriverafrank rivera2010-08-03 21:47:15+00:002010-08-03 21:47:15updated12Added tag - hotfrankriverafrank rivera2010-08-03 21:47:14+00:002010-08-03 21:47:14addTag11frankriverafrank rivera2010-08-03 21:41:32+00:002010-08-03 21:41:32updated10frankriverafrank rivera2010-08-03 21:41:23+00:002010-08-03 21:41:23updated9frankriverafrank rivera2010-08-03 21:40:30+00:002010-08-03 21:40:30updated8frankriverafrank rivera2010-08-03 21:39:26+00:002010-08-03 21:39:26updated7frankriverafrank rivera2010-08-03 21:39:17+00:002010-08-03 21:39:17updated6frankriverafrank rivera2010-08-03 21:30:21+00:002010-08-03 21:30:21updated5frankriverafrank rivera2010-08-03 21:30:03+00:002010-08-03 21:30:03updated4frankriverafrank rivera2010-08-03 21:29:50+00:002010-08-03 21:29:50updated3frankriverafrank rivera2010-08-03 21:29:21+00:002010-08-03 21:29:21updated2First additionfrankriverafrank rivera2010-08-03 21:19:51+00:002010-08-03 21:19:51created1wiki2010-08-23T21:06:18+00:00groups/esquire/wiki/61cc8FalseI use Time Matters and BKexpress can HoudiniESQ be used for Bankruptcy?/groups/esquire/wiki/61cc8/I_use_Time_Matters_and_BKexpress_can_HoudiniESQ_be_used_for_Bankruptcy.htmlfrank rivera25 updatesI use Time Matters and BKexpress can HoudiniESQ be used for Bankruptcy? Yes, Houdini is well suited for Bankruptcy. In fact it is well suited for just about any practice area because it can be customized by you in as...Falsefrankrivera2010-08-23T21:06:18+00:00hot/groups/esquire/search/index.rss?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomelist/groups/esquire/search/?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomeRecent ChangesRecentChangesListUpdates?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcome0/groups/esquire/sidebar/RecentChangesListmodifiedDateallRecent ChangesRecentChangesListUpdateswiki/welcomeNo recent changes.reverse5searchlist/groups/esquire/calendar/Upcoming EventsUpcomingEventsListEvents1Getting events…