Ad Hoc Committee on Indexing AAPM Website Content

Executive Summary June 2019

Ad Hoc Charge:

Mindful of the current search criteria methodology on the AAPM website, develop a proposed categorization system for content on the AAPM website to facilitate web searches, independent of device, platform or browser.

Formation: 10/2/2017 Members:

Robin Miller, Chair

John Boone Don Eagle Titania Juang George Kagadis Ulrich Langer

Background

Searching on the AAPM website has been limited because the search functionality of Google does not work behind a log in environment. The intent of the Ad Hoc was to find a way to replicate a PubMed search for AAPM material other than the Journals (Medical Physics and Journal of Applied Clinical Medical Physics). The initial goal was to have one master list of taxonomy and key words.

Challenges

Multiple lists of taxonomy categories and key word options currently exist. The Journals have an extensive list. A list exists for CAMPEP categories and a list was created for the key words for AAPM reports. The Ad Hoc has promoted a list to use in conjunction with tagging meeting sessions (annual and spring clinical meeting). It is probable that other lists also exist (in use or retired).

The lists lag new topics and trends. Attempts to coordinate with the journal editors was made.

Currently there is no mechanism to allow for collaboration in order to maintain one list. Each ‘owner’ of a list has distinct goals that can have some favorable overlap. The timeline for adoption and implementation of new categories or words can be disparate.

Outreach to other organizations and journals was also attempted with limited success. It was determined that the Ad Hoc did not have sufficient influence to garner a response. Responses were more successful when the request was sent by Bruce Thomadsen. Science Council has also requested expansion categories.

Accomplishments

Starting in 2018 for the annual meeting, proffered sessions were given one taxonomy and up to three key words chosen by the author. The list used was provided by the Journals but lacked both professional and leadership categories. This was done on a trial basis. There was a question included in the 2018 annual meeting evaluation survey regarding the taxonomy. The key take away was that this categorization was not well known but perceived as useful.

For the 2019 spring clinical and annual meetings, the taxonomy and key words were offered for both invited sessions and proffered sessions. Professional and Leadership options were added but not necessarily adopted by the Journals. Further confounding the process for the annual meeting sessions is that the CAMPEP category assigned was independent of taxonomy and key word selections.

Future Considerations

The concept of tagging and applying a system of categorization to meeting sessions and web content is realistic. The task of who assigns the taxonomy and key word selection is flexible; at this time there is no double check for accuracy. Managing multiple lists is problematic but given the differing goals and timelines of the various aspects of AAPM and the Journals, it may be unrealistic to expect one list to exist. Currently there does not exist a mechanism to review how often a taxonomy is used, when a category should be retired and how to best expand the list to cover a wide variety of topics. Consideration of the list used for CAMPEP and how to reconcile the larger taxonomy/key word list needs consideration.

A next step may be to form a working group, under the Administrative Council, to monitor the taxonomy and key word list and develop a more robust process to both add and delete or retire terms (based on usage) as well as develop a mechanism for collaboration. The working group should include stakeholders across all councils, the journal and the website. The initial efforts of the ad hoc could be readily expanded to be more all-encompassing and permanent in contrast to the ongoing trial basis.

Special Thanks

A huge thank you is owed to Farhana Khan and Tammy Conquest for updating the AMOS system and implementing the process for the spring clinical and annual meeting. Without their detailed questions and understanding of the intent, the pilot would have been unsuccessful.

The Ad Hoc would also like to thank Bruce Thomadsen for its creation and Cynthia McCullough for the opportunity to expand the pilot to the 2019 meetings.

Submitted, Robin Miller Chair, AHIWC