Database Searching

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Introduction | Accessing | Changing Databases | Developing a Search Strategy | Information About Database Content
Searching | Types of Searches | Using Descriptors to Focus a Search | Search Results | Managing Search Results | Search Tips

Introduction

The Electronic Resources section provides access to numerous databases. Databases may look different from one another, but most databases share common search features. Understanding common search features will enable you to more easily move from database to database, from tools that you are familiar with to those that you have never seen before. This section will focus on using online databases in general, and will be followed by sections focusing on searching database products from specific providers/vendors. Some general observations on database searching: When using a new database or one you haven’t used in a while, take some time to learn how it works and try different searches. Don’t wait until a big project is due before you learn how to use a new database. Read the screens carefully, as there is often some useful information right in front of you. Consult individual database help screens if you don’t know how to do something. Not all electronic databases have full-text articles. When searching most databases only citations or abstracts of articles will be found–the necessary information to locate copies of the articles in the library or through document delivery.

Accessing

This database may be accessed from the Databases page of the Electronic Resources section of the NSU Alvin Sherman Library website. For more on how to access databases visit http://www.nova.edu/library/dils/lessons/electroniclibrary/

Changing Databases

To switch from one database to another produced by the same company/vendor look around the screen for a change databases button or link–it may be called something other than databases, such as collections or products To switch from one database to another that is not produced by the same company/vendor go to the Electronic Resources section and select the new database from one of the database listings

Developing a Search Strategy

Before you begin searching in databases, you need to develop a search strategy. To start developing a search strategy, write a sentence that details what you are looking for. For example: I want information about computers. Identify the key word or words in the sentence. In the example above, the individual is looking for information on the topic of computers. Thus, you would identify the keyword or keywords in your sentence:   I want information about computers. You can also make your topic more focused and precise:   I want information about the impact of computers or technology on people humans. The key concepts in this case would be:   I want information about the impact of computers or technology on people or humans.

Information About Database Content

A well constructed search will be fruitless if you are not searching in a database appropriate for your informational needs. Basic criteria to consider when selecting a database include: Scope and range. What subject areas does the database cover? Coverage and types of publications. What types of materials (books, periodicals, essays, etc) does the database include? Range of publication dates. How current is the database? How far back does it go? This type of information is usually available in most databases by looking for a small “i”–often near the database name a link that may say “About this database”–often has the database name after the “about” the help information for the database

Searching

Many of the databases in the Electronic Resources section are automatically configured to default to an advanced search mode. Generally speaking, the advanced search mode in most databases will be the best choice for your searches. For those databases that do not automatically open to an advanced search mode, it is recommended that you change to the advanced search mode, as you will have more search options available for constructing your search. Example of an advanced search screen.

Types of Searches

Databases often offer several different types of searches. Common type of searches include: Basic searching. This type of search usually offers a single entry box for you to enter search terms. Basic searches often function as a keyword search. It is useful for narrow topics or new topics. A basic search may result in a large number of search results, some of which may be irrelevant. If you wish to use Boolean operators, you may need to type them manually. Example. Advanced searching. This type of search usually offers multiple entry boxes for you to enter search terms. Often allows you to use fields to limit your search. Useful for combining concepts. May result in a small number of search results if too many limitations are applied. Will need to specify Boolean operators between concepts. Example. Subject searching. This type of search usually requires that you use the “language” of the database to locate relevant materials. Subject searching uses a controlled vocabulary of subject headings to index items–subject headings often differ from one database to another. A subject search involves searching only the subject/descriptor field of a database. It is useful for locating items that focus on a specific concept. A subject search may result in a smaller number of search results, which have a higher degree of relevancy. It may be necessary to consult the database’s thesaurus to identify the correct subject term. Subject Versus Keyword Searching. Example. Keyword searching. This type of search usually offer a single entry box for you to enter search terms. It is useful for narrow topics or new topics. Keyword searching often searches across any number of fields and/or the full text of documents. It may result in a large number of search results, some of which may be irrelevant. If you wish to use Boolean operators, you may need to type them manually. Subject Versus Keyword Searching. Example. Natural language searching. This type of search usually offers a single entry box in which you type your search terms in plain English. You may enter your search as a question, just as though you would naturally ask the question. Natural language searching may result in a large number of irrelevant items and may have difficulty processing the intent of the query. Example.

Using Descriptors to Focus a Search

Descriptors are the index terms assigned by the database to describe a document's content. Identifying appropriate descriptors and using them in your searches can help you be more precise and get better results. For example, articles and documents about humans and computers might be indexes under the descriptor man machine systems or human computer interaction–sometimes descriptors are not obvious. Relevant descriptors can often be identified two ways browsing records searching the database's thesaurus or controlled vocabulary Each database uses its own set of descriptors–a descriptor used in one database may not necessarily be used in another database. Browsing records After finding a record that relates to your topic, look at the descriptors or subject headings that have been used to describe that item. These subject headings will suggest additional or more appropriate terms you might use in your searches. To use these new descriptors try one of the following: If the descriptor is a link, click on it to perform a new search. In most databases this will erase the search you had been working on. Return to your original search and type the new descriptor into the search entry box. Don't forget to change the field to subject or descriptors. Write the new term down, continue with your present search results as desired, and then create a new search using the entry boxes. Searching the database's thesaurus Databases often contain a thesaurus, a list of preferred terms or descriptors which are used to describe concepts or subjects in a consistent manner. These preferred terms also take into account plurals and variable spellings. Most thesauri are arranged hierarchically and may include broader or more general subject headings at the top narrower or more specific subject headings at the bottom related subject headings used for or used from or outdated subject headings that are no longer used by the database Term: Man Machine Systems Broader Terms: Computers; Technology Narrower Terms: User Friendly Interface Related Terms: Automation; Computer Assisted Instruction; Computer Interfaces; Expert Systems; Human Factors Engineering; Online Systems; Robotics; Virtual Reality Used For: Man Machine Dialogs; Man Machine Interface Sample thesaurus listing.

Search Results

Search results will vary. If you get: No records matched your search, then check your spelling or the fields you searched in. Too many, then go back and limit your search. Sometimes a search needs to be modified with: additional search words, searching only a specific field, adding date limitations, or type of materials. Too few, then go back and expand your search. Consider synonyms for your search words or concepts. Try to use professional language or terminology. Irrelevant results, then try new search terms. Consider synonyms or related concepts. Identify and search using descriptors. Try a different database. Results lists A list of search results matching your search terms will be displayed. Search results typically include citations for items that matched your search links to at least a full citation, including subject headings used to describe the item availability of full-text, abstract–if you are using a full text or abstracts database Sample search results screen. Records Typically to view a detailed record click on an item’s title to see additional information about the item, and to obtain full text–if a full text database The information in the detailed record, especially the title of the item and the abstract or summary of the item will help you determine if you need the item.

Managing Search Results

Databases typically allow you to manage your search results by marking or tagging records to select only the records that you want from your search results from later printing, emailing and/or saving printing the search results list and/or specific records emailing the search results list and/or specific records to your email address saving the search results list and/or specific records–some databases may allow you to save your file for export into commercial bibliographic citation manager software, such as EndNote or ProCite Not all search management features are available in all databases. Marking The “mark” feature allows you to select records from within your search results. By marking items, you can print or email multiple records at one time. Generally to mark a record click on a check box (near the item) that is often labeled “Mark” or “Add to folder” To view your list of marked records click on “Marked records” or “Mark list” Depending on the database, you may then be able to email, print and/or save the items you have selected. Not all databases allow you to use the mark feature to actually email, print and/or save the full text of the marked items–even if full text is available for the items. Printing When printing materials from online databases, you may need to either look on the screen for a special print button or link-this may reformat the item for optimal printing use your Internet browser's print commands You may be prompted to select what it is you want to print current item, selected or marked items, all items citation, citations + abstract, citation + full text Emailing If a database allows records to be emailed directly to you, you may need to either look around the screen for a special email button or link use "copy and paste method" to copy the item into an email message to yourself-use your own email software or a web based email account You may be prompted to select what it is you want to email current item, selected or marked items, all items citation, citations + abstract, citation + full text Note: Some databases only email and may not include full text-even if it is available. Use your complete email address and, if available, include a note about what you are sending. Saving If a database allows records to be saved or downloaded to a diskette, you may need to either look around the screen for a special save/download button or link use your Internet browser’s save commands–make sure you save the file in plain text format You may be prompted to select what it is you want to save current item, selected or marked items, all items citation, citations + abstract, citation + full text Note: Some databases may only save citations, and may not include full text–even if it is available. If you are using a computer in a public location, make sure you save your records to the correct disk drive where your diskette is located. Typically the saved files are in a plain text format that most word processing programs should be able to open. Some databases may allow you to select a file format–consult library help pages for information on file extensions.

Search Tips

Use advanced search features to modify a search to obtain more successful search results. You can combine advanced search features to modify and improve your search. Advanced search features often include: phrase or proximity searching field searching date document and/or publication type Boolean operators plurals and truncation One useful tip when searching any electronic database is to leave out articles, prepositions, and very abstract or general terms–they confuse the database's search engine. For example, if the paper is on "The Impact of Mainstreaming Students in Math Classes,” use the most precise terms like mainstreaming and mathematics and skip impact, the, of, and in. One useful tip when searching any electronic database is to leave out articles, prepositions, and very abstract or general terms–they confuse the database's search engine. For example, if the paper is on "The Impact of Mainstreaming Students in Math Classes,” use the most precise terms like mainstreaming and mathematics and skip impact, the, of, and in. Use advanced search features to modify a search to obtain more successful search results. Remember, that normally a good search results in approximately 50 to 75 records. Advanced searching methods may be combined to modify and improve your search. Phrase or proximity searching In many databases you may be able to search for your terms as a phrase or specify how near the terms are to one another. You may need to consult the help section for the database you are using to determine how phrase and proximity searches are constructed. Typically to construct a phrase or proximity search: put the phrase in double quotes “higher education” “curriculum development” “case studies” use the letter w to search for a phrase higher w education curriculum w development case w studies Phrase searching. Some databases automatically search for your terms as a phrase if you type them in the same entry box. Field searching Most databases allow searches to be limited to specific fields in the advanced search mode. To limit your search to a specific field in the record you may need to try one of the following type terms in the entry box and then use a pull-down list to specify a field preface keywords with a code for the field in which you want to search the term Field searching. Note: Be careful when using fields to limit a search. Search terms must be used by the field and they must be in the format used by the field. For example if you try to use terms that are not descriptors when you limit your search to only descriptors, you will not find anything if you try an author search by typing the author's first name, then last name, and the database uses the format last name then first name. you will not find anything Date Many databases offer the ability to limit a search to specific years or dates. Common ways to do this include using a field search for publication date/year using pull-down lists to select dates typing dates into a date/year entry box Example of a date limitation. Some databases may be divided into back files of older materials that you can access without having to retype your search and others may treat back files as separate databases that must be searched individually to obtain materials from those years. Additionally, depending on the database, search results are often listed in reverse chronological order–most recent items at the top of the results–or you may be able to specify this as a sort order. Publication type Databases may allows searches to be limited to specific types of documents or publications, such as peer reviewed or refereed publications editorials, reviews, etc. newspapers, magazines, newsletters, videos, etc. Some databases also allow searches to be limited to those items that are available as full text. Depending on the database, these limits may be check boxes or pull down lists. Publication or document type limitation. Boolean operators Most databases allow Boolean operators, AND, OR, and NOT, to be used to modify a search. Depending on the database you are using, try one the following: Click on a pull-down list. Type the Boolean operator(s) between your search terms. Some databases require operators to be typed in upper case letters–consult the database’s help section. Boolean searching is sometimes illustrated using diagrams. The diagrams below show how AND narrows a search, OR broadens a search, and NOT excludes material from a search. AND is used to narrow a search. AND looks for both terms in the same record. The overlapping part of the two circles provide a pictorial representation of your search results using AND. For example   computers and humans leadership and vision mainstreaming and workplace Internet and Java   OR is used to broaden a search. OR looks for either term in the same record. In other words, ORs expand or add more to your search. Think of possible synonyms. Using OR would give you results from either term.  For example   computers or technology leadership or management mainstreaming or inclusion Internet or Web   NOT is used to eliminate records with a certain term. Some databases use AND NOT. It takes away a subset from a term or concept that you do not wish to see.  NOT must be used with extreme caution because it can easily eliminate results simply because the word you said you did not wish to see happened to appear somewhere in the record. For example   computers not palm pilots vision not eyesight science not physics Java not coffee   Selecting a Boolean operator. Multiple Boolean operators can be combined within the same search strategy to create more advanced searches. For more information, consult Combining Terms to Focus a Search. Plurals Many databases allow you to use symbols as part of your search to truncate search terms, or replace characters. The most commonly used symbols are listed below, however these symbols often vary from database to database: * Any number of characters at the end of a word. leader* retrieves leader, leaders, leadership # One character. defen#e retrieves both defense and defence Truncating search terms.