Using Online Catalogs, Indexes, and Web Search (Information Commons)

Using Online Catalogs, Indexes, and Web Search Engines

Creating a Mental Map

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When you first use an online catalog, index, or web search engine, take time to survey the territory and construct a mental map of what it is and how you can use it effectively. Look for these features:

CONTENT   
What subjects are included? What types of documents are covered? Is there a list of documents included? What time periods are covered? Are there geographic limitations? What languages are included? Does it include the full text of documents? Where are these documents?

HELP   
Is online help available? Is it accessible from any screen? Is it context-sensitive? Is there a tutorial? Are there instructions on every screen to help you decide what to do next?

SEARCHING FOR KNOWN ITEMS: AUTHORS AND TITLES  
Can you search by author or title? What format should you use for authors' names, e.g. last name first? Do you have to enter a complete title? Do you exclude initial articles in titles? How does the use of capital letters affect your search?

SEARCHING FOR UNKNOWN ITEMS: SUBJECTS   
There are generally two methods for searching for documents on a topic: keywords or descriptors. For keyword searching, the computer automatically indexes every word from a document?s record. For descriptor searching, an indexer or cataloger reads the document and selects a limited number of descriptors from a thesaurus to describe the document?s content. Descriptors may also be called subject headings. Which methods are available?

Keyword searching: From which parts of the record do the keywords come? Are there words you cannot use as keywords, i.e. stop words?

Descriptor searching: Is there a printed or online list of all descriptors? Is there a hierarchical arrangement of the descriptors to show relationships among them? Does it show broader, narrower, or related relationships? Can descriptors be used as sub-topics under broader topics?

CONNECTORS  
Can topics be combined to narrow or broaden your subject search? What connectors (also called operators) can be used, e.g. AND, OR, NOT? How do you search for phrases or adjacent words, e.g. ADJ connector?

ROOT WORD SEARCHING   
Can you search for root words to avoid typing each variation, e.g. singular and plural forms? What is the truncation or wild card symbol, e.g. '*', '?', '!'?

DISPLAYING RECORDS   
When you display the records you find, how much of each record is shown? Can the amount displayed be changed? How are the records arranged? Can they be sorted into other arrangements? What fields are there? How are the fields labeled? As you view records can you mark individual records for output?

OUTPUT OPTIONS   
What options are available for output: printing, saving (downloading), or email? When you print/save/email a list of documents, if there is full text, is it automatically included, or is this a separate step?

EXITING   
How do you log out when you are finished?