How to design and perform a successful electronic
database search in CD-Rom, online and Internet environments
The
best way to approach a database search is to think of it as a child's
construction game with blocks. Each block can be regarded as a separate
theme, idea, or concept. The letters, diagrams, or designs on the
sides of each block may be viewed as synonyms or related terms falling
within the basic theme of the block. When two, three, or four blocks
are combined into a single structure, the result represents the unification
and intersection of the basic concepts of an electronic database search.
If
one keeps the above analogy in mind, the two major conceptual errors
of database searching will be avoided. Many novice searchers will
type complex sentences into the search boxes of an electronic search
service and expect the computer to interpret the terminology and select
just the items needed. When this approach fails, the beginner will
then type a single word into the search box and thereby pull up a
huge mass of material, most of which is irrelevant to his or her information
needs. The power of the computer to mix and match terms and provide
unmatched timesaving is nullified.
Clear
thinking and an understanding of how the database being accessed may
be manipulated are essential to performing a successful database search.
One does not need any special knowledge of how computers work to become
a skillful database searcher. The following steps provide the keys
to successful searching:
Provide a Descriptive
Title for the Proposed Research
Examples:
 Did
the French Revolution Truly Benefit the Majority of the People?
Effective
Techniques for Teaching Ethics to Primary School Students
Fact
or Theory: The Extinction of the Dinosaurs by Comet Impact
Isolate
the Main Concepts suggested by the Title
Usually one can
identify two or three key concepts. Ideally words relating to all
the concept groups should be found in the items retrieved through
a database search.
List Synonym Words
or Phrases under each Concept
By using alternative
or synonym terms in an electronic search, one can greatly increase
chances of relevant retrieval.
Become familiar with the Contents and Searching Features of the database
to be accessed. Be certain to consult the "Help" Screens. Determine
how many of the following conditions hold:
- If a phrase
or grouping of words is entered in the search box, are the terms
searched as a unified phrase, or will they automatically be selected
from wherever they appear in a document?
- Is Boolean
searching a feature of the database? The words "and", "or", and
"not"have special meanings and are used to determine combinations
of words which must appear or else be excluded from retrieved
items.
- Are Proximity
Operators such as "w" or "n" available? These special characters
allow one to determine how far apart two or more words can appear
in the set of retrieved documents.
- Are "wild
card" and truncation symbols such as the asterisk and question
mark used? An example of "wild card" use of an asterisk is "wom*n"
which will retrieve "woman, women, or womyn". A truncation symbol
at the end of a word will retrieve all the endings. An example
is "computer?" which will retrieve "computer, computerizing, computerization,
computers" etc.
- Are Advanced
Search Options provided in addition to the Basic Option? For example,
can one limit search terms to particular fields of a document
such as title or subject headings?
- Are Search
History Screens provided, so one may review and revise previous
search statements?
- Are there
options for limiting retrieval, such as by date range, language,
publication type, etc.
- Perform
the Search in the database, combining the terms of each concept
with those of the other concept groups.
Evaluate
Results. Lack of success often results from:
- Poorly defined
search--too many or too few concepts.
- Misspellings
- Choice of
an inappropriate database
- Incorrect
use of search features
- Failure
to use alternative terms or synonyms
Tips for Improving
Search Results
- If only
a few relevant citations are needed, limit retrieval to words
chosen only. from
the title or subject fields. This is a very useful technique especially
when using full-text document services.
- Change the
number of concept groups. If retrieval is poor, eliminate a concept
group. If too many items are retrieved, add another term or concept.
- Examine
a few of the "best" items retrieved as well as a few of the irrelevant
items. Determine which combinations of words seem to work best
and eliminate those which provide numerous "false hits."
- If the database
is a highly structured one, check to see if the database has an
Thesaurus (either in print or online format.) Using controlled
vocabulary headings will increase the relevancy of the items retrieved.
Frequently this difference may prove enormous.
True mastery of
any database requires much practice; but if the steps and suggestions
outlined above are followed, even a novice searcher should experience
considerable success early in the process.
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