Gateway to the Mountain Knowledge: New Searching Features of

Advanced Keyword Searching

Yiu-On Li, Assistant Librarian (Systems), yoli@hkbu.edu.hk

Paul Lee, Assistant Librarian (Reference), plee@hkbu.edu.hk

Third Annual Hong Kong INNOVATIVE User Group Meeting9 December, 2002

University of Hong Kong Library

Revised: 15 Dec., 2002

2

Outlines

Paul LeeI. IntroductionII. Searching HKBU’s theses in Web OPACIII. Survey on Other LibrariesIV. Usability Engineering

Li Yiu OnV. A New ApproachVI. Searching StrategiesVII. Advantages of Using Enhanced AVS FormsVIII. Conclusion

I. Introduction

1A. OPAC: A Gateway to a Mountain1B Searching Special Collections

4

1A. OPAC: A Gateway to a Mountain (I)

OPAC is an essential tool to access a mountain of library information resources

Of all access points, keyword search offers flexibility that a user can apply various strategies to search specific types of library materials in OPAC. truncation adjacency boolean operators proximity field searching

5

1A. OPAC: A Gateway to a Mountain (II)

In other words, the sophisticated search engine (OPAC) is there and it depends on how a user can effectively utilize various features of OPAC

Very often, users may not be able to master all searching skills to locate particular items or subsets of library materials easily.

It will be useful if the Library can do SOMETHING for users to facilitate the process of searching particular library materials

6

1B. Searching Special Collections

Like other libraries, HKBU Library has its own unique or special collections, some of which are frequently inquired by users Theses by HKBU students Monographs by HKBU faculty and staff Electronic books

These materials are also catalogued in OPAC just like other new acquisitions

Let us take an example of searching theses and dissertations by the postgraduate students

II. Searching HKBU’s theses in Web OPAC

2A. Current Approach2B. Examples2C. Limitations

8

2A. Current Approach

Author search and title search do not really help because such information is often not known in advance

Subject search or keyword search plus limiting is useful but it involves a series of steps that users generally may not remember especially when repeating the same search at a later time.

We will take a look at the following examples using keyword search

9

For example, a list of all theses for browsing

2B. Example 1

Dissertation* or theses or 論文

10

For example, master’s theses by Dept. of Biology

2B. Example 2

a:(dept of biology OR department of biology) AND NOT (Ph.D. or 哲學博士 )

11

Current approach can be a complicated procedure which requires a user to: have some pre-knowledge of bibliographic record structure

Need to know “theses”, “dissertations” or “ 論文” in subject field be familiar with a number of features available in Web

OPAC Hidden commands such as boolean operators, nesting, truncation,

field searching, etc. An average user may not be able to make use of these various

commands and strategies effectively. enter a long and complex search statement plus clicking

here and there

2C. Limitations (I)

12

Such procedure or method is generally not preferred and it can easily confuse users, especially those who desperately need such information when approaching to the Reference Desk

Cannot directly limit the results by a combination of the following parameters by degree (i.e. master’s or doctoral) by department

2C. Limitations (II)

III. Survey on Other Libraries

3A. Approaches by Other Libraries3B. Summary on Findings3C. Examples by Other Libraries

14

3A. Approaches by Other Libraries (I)

Before looking for a new approach, we survey how other libraries do to facilitate searching their own theses, and are hoping that we can learn from them

For ease of comparison, we examined “Academic: ARL Libraries” in the U.S. that are also using III’s Web OPAC by following the list at http://www.iii.com/html/customers/c_type.php

Only college/university libraries on the list are selected for the purpose of this survey

15

3A. Approaches by Other Libraries (II)

A total of 37 libraries were surveyed. Approaches of searching theses are categorized into

the following: Option 1: INNOPAC catalog subset Option 2: Web listing or a separate database Option 3: “do nothing” or not specified at all

16

3B. Summary on Findings (I)

    Library NameOption 1: INNOPAC

Catalog SubsetOption 2: Dedicated

Database or Listing on WebOption 3: Do Nothing or

Not Specified at all State Library Type1 Arizona State University x Arizona  Academic 2 Boston University x Massachusetts   Academic 3 Brown University x (Web listing)     Rhode Island  Academic 4 Case Western Reserve University x Ohio  Academic 5 Colorado State University-Fort Collins x Colorado  Academic 6 Dartmouth College x New Hampshire  Academic 7 Georgetown University x District of Columbia  Academic 8 Howard University x District of Columbia  Academic 9 Kent State University x Ohio  Academic 

10 Michigan State University x     Michigan  Academic 11 Ohio State University x (Ohio ETD)     Ohio  Academic 12 Ohio University x (Ohio ETD) Ohio  Academic 13 Southern Illinois University-Carbondale x Illinois  Academic 14 Southern Illinois University-Edwardsville x Illinois  Academic 15 Temple University x     Pennsylvania  Academic, Consortia 16 Texas A&M Univeristy-Corpus Christi x Texas  Academic 17 Texas A&M Univeristy-Kingsville x Texas  Academic 18 Texas A&M-Texarkana x Texas  Academic 19 University of Arizona x (Innopac)     Arizona  Academic 20 University of California, Berkeley: Main Library S x California  Academic 21 University of California, Irvine x California  Academic 22 University of California, Riverside x (Innopac)     California  Academic 23 University of California, San Diego x California  Academic 24 University of Cincinnati x (Ohio ETD)     Ohio  Academic 25 University of Colorado-Boulder x Colorado  Academic 26 University of Colorado-Colorado Springs x Colorado  Academic 27 University of Houston x Texas  Academic 28 University of Massachusetts-Amherst x Massachusetts   Academic 29 University of Miami x Florida  Academic 30 University of Michigan-Dearborn x Michigan  Academic 31 University of Missouri—Columbia x Missouri  Academic 32 University of Nebraska-Lincoln x Nebraska  Academic 33 University of New Mexico x New Mexico  Academic 34 University of Oregon x     Oregon  Academic 35 University of Washington x Washington  Academic 36 Washington State University x Washington  Academic 37 Washington University x Missouri  Academic 

© 2002 Innovative Interfaces Inc. All rights reserved Nov-02

17

3B. Summary on Findings (II)

Option 1: INNOPAC catalog subset 3 libraries Not to be considered due to the following limitations:

Cannot retrieve a complete list of ALL theses Cannot search theses by Department or Degree

Option 2: web listing or a separate database 6 libraries (including 3 of them from Ohio participate in

OhioLink ETDs) Option 3: “do nothing” or not specified at all

29 libraries

18

3C. Example 1: Brown University

Only a web listing without sorting or a search engine

19

3C. Example 2: UC, Riverside

A Web page for browsing without a search engine

20

3C. Example 3: University of Arizona

A search interface with limited flexibility

Not much different from OPAC

Not convenient Because you need to limit aftersearching by dept

IV. Usability Engineering

4A. What is Usability?4B. Factors of Usability

22

4A. What is Usability?

Before doing anything, we looked at usability engineering and used it as a guideline for developing a new approach.

What is Usability? Usability is the measure of the quality of a user’s

experience when interacting with a product or system – whether a Web site, a software application, mobile technology, or ay user-operated device.

(Source: Usability Basics, http://www.usability.gov/basics/index.html)

23

4B. Factors of Usability

(1) Ease of learning How fast can a user learn to use the system if s/he has never seen it

before? (2) Efficiency of use

Having learned to use the system, how fast can a user accomplish tasks?

(3) Memorability Can s/he easily remember how to use the system the next time?

(4) Error frequency Will s/he easily make errors when accomplishing tasks?

(5) Subjective satisfaction How much does s/he like using the system?

V. A New Approach

5A. Enhanced AVS Forms5B. Demonstration Sites5C. Searching Strategies

25

5A. Enhanced AVS Forms

Our approach to facilitate users to retrieve records from collection subsets are:

Enhanced Advanced Keyword Searching (AVS) Forms The design of these searching forms conform to the

Usability principle. The structures are based on:

Innopac AVS capabilities, and MS Active Server Pages (ASP) script

26

5B. Three Enhanced AVS Forms

Currently, three forms are designed HKBU Theses

Contains the catalog records of all doctoral and master's theses by HKBU postgraduate students

Electronic Books Contains the catalog records of electronic books subscribed by

HKBU Library HKBU department and staff publication

Contains the publications by HKBU staff and departments Demonstration site:

http://lib-nt.hkbu.edu.hk/avs_test/searching2.html

VI. Searching Strategies

6A. Workflow6B. Two Types of Searching Strategies6C. AVS URL Based on Bib Location6D. AVS URL Based on Keywords6E. More Library Catalog Subsets

32

6A. Workflow

Enter searching data elements to the Enhanced AVS Form.

The form will automatically use ASP scripts to generate a AVS URL to retrieve records from Innopac server.

Record results are displayed on a pop up window.

35

6B. Two Types of Searching Strategies

Searching strategies are based on two type of AVS URLs

1. AVS URL based on bibliographic location, e.g. HKBU Theses, and Electronic Book Collection.

2. AVS URL based on keywords or phrases, e.g. HKBU Staff and Department Publications.

36

6C. AVS URL Based on Bib Location (1)

Useful to retrieve records kept at the same bib location.

For example, the bib locations for BU Theses catalog records in our Innopac system are "th___“.

Special subject headings are assigned: English Records: Hong Kong Baptist University --

Dissertations  Chinese Records:  香港浸會大學 -- 論文

37

6C. AVS URL Based on Bib Location (2)

Accordingly, we may use the following AVS URL to retrieve the whole BU Theses collection:http://hkbulib.hkbu.edu.hk/search/X?SEARCH=%28su%3Adissertations+or+%BD%D7%A4%E5%29&searchscope=5&SORT=D&l=&m=&p=&b=th+++&Da=&Db=

Where

URL portions Descriptions http://hkbulib.hkbu.edu.hk/search/X?SEARCH=%

AVS search command link to HKBU Innopac system

%28su%3Adissertations+or+%BD%D7%A4%E5%29

Subject field have the keywords "dissertations" or " 論文 "

&b=th+++ Bib location = "th" (i.e. "theses")

38

6C. AVS URL Based on Bib Location (3)

Searching examples in HKBU Theses: Whole collection Theses from Dept of Biology Doctoral theses from Dept of Biology Records have keywords "heavy metals" No entries found (i.e. keyword = “aaa”)

39

6D. AVS URL Based on Keywords (1)

Useful to retrieve records scattered in different bib locations and contain different types of materials.

For example, the records in this HKBU Staff and Dept Publication collection should contain one of the following phrases: Hong Kong Baptist University, or Hong Kong Baptist College, or 香港浸會大學 , or 香港浸會書院 , or Faculty/staff publication

But, at the same time, we want to exclude all the HKBU theses titles, thus the below searching criteria should be added: And not_s:(dissertations_or_' 論文 ')

40

6D. AVS URL Based on Keywords (2)

Accordingly, we may use the following AVS URL to retrieve the whole BU Staff and Department collection:

http://hkbulib.hkbu.edu.hk/search/X?SEARCH=%28%28%27hong+kong+baptist+university%27%29+or+%28%27hong+kong+baptist+college%27%29+or+%28%27%AD%BB%B4%E4%AE%FB%B7%7C%A4j%BE%C7%27%29+or+%28%27%AD%BB%B4%E4%AE%FB%B7%7C%AE%D1%B0%7C%27%29+or+%28%27Faculty+staff+publication%27%29%29+and+not+s%3A%28dissertations+or+%27%BD%D7%A4%E5%27%29&searchscope=5&SORT=D&l=&m=&p=&b=&Da=&Db=

Where URL portions Descriptions

http://hkbulib.hkbu.edu.hk/search/X?SEARCH=% AVS search command link to HKBU Innopac system

 %28%28%27hong+kong+baptist+university%27%29+or+%28%27hong+kong+baptist+college%27%29+or+%28%27%AD%BB%B4%E4%AE%FB%B7%7C%A4j%BE%C7%27%29+or+%28%27%AD%BB%B4%E4%AE%FB%B7%7C%AE%D1%B0%7C%27%29+or+%28%27Faculty+staff+publication%27%29%29+and+not+s%3A%28dissertations+or+%27%BD%D7%A4%E5%27%29

('hong_kong_baptist_university')_or_('hong_kong_baptist_college')_or_(' 香港浸會大學 ')_or_(' 香港浸會書院 ')_or_('Faculty_staff_publication'))_and_not_s:(dissertations_or_' 論文 ')"

41

6D. AVS URL Based on Keywords (3)

Searching examples in HKBU Theses: Whole collection Technical Reports (Dept of Mathematics) All videorecordings No entries found (i.e. keyword = “aaa”)

42

6E. More Library Catalog Sets

Given the sophisticated capabilities of the Enhanced AVS Forms, we may create as many virtual special collections or library catalog subsets for OPAC as we wish.

Examples include: Works on/by a famous author Collection has a main theme, HK music, HK movies

provided you can retrieve the catalog records by special keywords or

phrases. your collection has reached a reasonable size.

VII. Advantages of Using Enhanced AVS Forms

7A. Awareness7B. Extendibility7C. Flexibility7D. Measurability7E. Cost

44

7A. Awareness

Many users are not very clear about what to find in a collection subset.

Some of them also have difficulty in using Boolean operators to combine different data elements such as degree type and department name when searching the theses collection.

Each Enhanced AVS Form with drop down list boxes serves two purposes: Amplifies the Library’s collection subsets, and Simplifies the searching process

Also refer to the concept of Usability discussed above.

45

7B. Extendibility

INNOPAC’s scoped searching option restricts the confines of a search to a particular collection based solely on bibliographic locations, or material types, or a combination of the two (see INNOPAC Manual page# 101264).

The Enhanced AVS Forms, however, extend searching by combining keywords with bibliographic location and material type.

It thus allows the retrieval of records scattered in various locations with different material types as shown in the Enhanced AVS Forms for searching the HKBU Department and Staff Publications.

46

7C. Flexibility

The settings of scoped searching have to be carefully pre-defined as their implementation and subsequent modifications can only be handled and charged by III.

The Enhanced AVS Forms, on the other hand, allow the library the flexibility and convenience to design new forms for collection subsets as needed.

47

7D. Measurability

The program will keep track of the usage of each form by logging the access date, time, user’s IP (on/off campus access), and the search fields used.

http://lib-nt.hkbu.edu.hk/avs_test/test1.txt

48

7E. Cost

Other than the initial programming efforts, there are no ongoing maintenance costs.

VIII. Conclusion

8A. OPAC As Mountain Knowledge8B. True Shape of Mountain OPAC8C. Su Tung-Po’s Poem 8D. Why Can’t Tell the True Shape8E. Hints to Provide More Angles8F. Enhanced AVS Forms as Effective Gateway to Mountain Knowledge

50

8A. OPAC As Mountain Knowledge

As said, OPAC is an essential tool to access a mountain of library information resources

OPAC problems to library users What can be found? How/Where can start? Easily to get lost in a large mountain OPAC

51

8B. True Shape of Mountain OPAC

The difficulty of library users to understand the true shape of Mountain OPAC makes us recall a famous philosophical poem written by Su Tung-Po ( 蘇東坡， 1036-1101).

The poem is about the famous description of scenic Mountain Lu in Chekiang province.

52

8C. Su Tung-Po’s Poem

“From the side a whole range; from the end, a single peak;橫看成嶺側成峰far, near, high, low, no two parts alike;遠近高低各不同Why can’t I tell you the true shape of Lu-Shan (Mountain Lu)?不識廬山真面目Because I myself am in the mountain”只緣身在此山中

-- “Written on the Wall at West Forest Temple” ( 題西林壁 )English translation by Burton Watson,Selected Poems of Su Tung-po, p.108

53

8D. Why Can’t Tell the True Shape

The poem is so famous that I believe most of you have heard the sentence”Why can’t I tell you the true shape of Mountain Lu?不識廬山真面 ?“

But why? Why the poet said that he cannot tell the true shape of Mountain Lu. The reason is very simple. It is because he myself is inside the mountain.

The perception of the mountain will be changed if you have the opportunity to view the mountain from different angles, directions, height, and distance.

You can always discover some new beautiful and special scenic of the mountain from different points and directions.

The mountain is still there, but the perception may be changed with the ways you view it. To tell the true mountain shape, you should never be bounded by a single view and angle.

54

8E. Hints to Provide More Angles

As a similar analogy, the library online catalog is just like a big knowledge mountain.

Most library users are not sure what can be found inside the mountain.

Once they have entered the mountain, it won’t be possible to tell the true shape of OPAC.

In order to help library users to have a better understanding of the true shape of our library catalogs, it is our responsibility, as professional librarians, to provide them hints to search our OPAC and to retrieve information from our collections in multi dimensions, perspectives, angles, height, and distances .

More dimensions and angles provide, more you can find.

55

8F. Enhanced AVS Forms as Effective Gateway to Mountain Knowledge

To achieve that, we believe that the design of searching forms have to conform to “usability” principle.

We hope our newly designed Enhanced AVS Forms can provide library users an effective and efficient gateway to travel our Mountain OPAC and also enable them to tell the true shape of our OPAC.