Module 1 - What is your search question? Before you start ... - Library

Module 1 - What is your search question?
Updated: 2015-01-20
Questions: Maaike.verweij@hu.nl
Before you start searching for information, it is important to have a clear idea of your
search question. Therefore, always start with phrasing and restricting your search
question. After this, you will find it easier to determine different search terms.
Of course, you may come up with new ideas during your search and then you have to
modify your original search question.
1. Phrasing and restricting your search question
You phrase a search question by noting down what it is you want to know in one or two
sentences. It is important to specify your question as much as possible.
Suppose you start off with the following search question: “housing problems for young
people” while you really want to know about the shortage of student rooms in Utrecht.
Your search question will then obviously lead to a lot of useless information.
Specify your search question as much as possible. You can do this by using the 5 W’s:
Who, Where, When, What, Why.
Important: how you answer the five w questions depends on your search question. And
often you will think of more than just five questions!
Example
Suppose you are interested in learning more about the housing market for young people.
Before you start searching, it is useful to ask yourself the five 5 W questions.
Who:
About whom do I need information: young people aged 18 to …, students, working
students, male/female…
Where:
About which region or country do I need information: Europe, The Netherlands, the
province of Utrecht, the city of Utrecht…
When:
Do I need recent information or do I want an overview of developments in the last 5
years…
What:
Do I need information on student rooms or independent accommodation… Do I need
information on private or rented property…
Why:
What purpose does the information serve? Do I need it for a presentation or for my
thesis?
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2. Determining search terms
Using specific search terms is important when you want to search effectively.
By restricting your search question you divide it into different aspects. These aspects
will provide you with several search terms. The following search question: 'the job
market for higher education graduates” contains three aspects: job market, higher
education and graduates. These are your main search terms.
Now you can complete your list of search terms. Determine what you already know on
the subject and note down words or phrases which come to mind. You can use an
(online) encyclopaedia to help you
Don’t forget to use synonyms (different words with the same meaning). This will
increase your chance of finding relevant information. You can use a dictionary of
synonyms
Check whether the terms you collected are really relevant to your search question.
When determining search terms, consider:
the singular and plural form
abbreviations
different languages and translations, for example Dutch and/or English
(parts of) sentences, for example “starting an enterprise”
different ways of spelling, for example organisation or organization
search terms with a broader or narrower meaning. For example, ‘weather’ is broader
than ‘rain’ but ‘drizzle’ is narrower than ‘rain’
Homographs
It is also important to consider homographs. These are words which are spelled the same
but have a different meaning and sometimes pronunciation. When you search using the
term “bank” you may find information on savings banks but also river banks.
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Module 2 – Which information sources can you use?
In this module you become acquainted with several information sources.
We will discuss the following information sources:
1. Library catalogues
2. Encyclopaedias
3. Professional literature
4. Journals
5. Newspapers
6. Internet
7. Databases
8. Specialists
1. Library catalogues
Library catalogues contain short descriptions of different types of publications as well as
their location in the library. Via the HU library website you can consult the:
- HU libraries catalogue
- Utrecht University Library catalogue (UUL)
- The Netherlands Central Catalogue of books (NCC) and magazines (OLC)
Start your search in the HU catalogue. Here you find which HU library owns a publication
and whether it is available for loan.
You can place reservations on publications from any location (at home, your faculty
location or even from abroad if you wish). You can also place reservations on publications
that have not been borrowed.
If a publication is not available, consult the UUL Catalogue (University of Utrecht Library
catalogue)
At the UUL, HU students can borrow publications free of charge on presentation of a valid
student card.
If the publication is not available at the UUL, consult the NCC and/or OLC. The NCC
contains descriptions of publications available at nearly all the public libraries and
university libraries in the Netherlands. It is possible to request the publication from the
NCC/OLC but there are costs involved. It will take some time before the publication is
delivered at the HU libraries.
2. Encyclopaedias
Encyclopaedias are a good resource to familiarize yourself with a subject. They offer basic
information. Reading an article in an encyclopaedia might help you to come up with
search terms to use in your search.
A few encyclopaedias can be found on the internet; unfortunately most are only
accessible to subscribers. Some are freely accessible: check out Wikipedia. Please note
that this encyclopaedia is not always reliable.
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3. Professional literature
You can use professional literature when you search for specific information on certain
topics. Furthermore, you will often find bibliographies which refer to relevant publications.
Examples of professional literature: “Principles of marketing”/ Philip Kotler, “Management
and cost accounting” / C.T. Horngren and “Operations management / N. Slack.
All compulsory textbooks are available on loan in the HU libraries. There are also dayloan
copies available.
4. Magazines/journals
At the library website you have access to several HU databases which contain full text
articles from a great number of magazines.
General or popular magazines
In general magazines you often find reviews of important new publications, columns on
events and advertisements. Examples of general magazines: Time or Business Week.
Professional journals
You can use professional journals to find out the latest developments in a specific field.
Moreover, you often find bibliographies which refer to relevant publications. For example:
The Economist or Advertising Age.
5. Newspapers
On the database page you have access to the Lexis Nexis Academic database. This
database contains news items and full text articles from national as well as international
press agencies, newspapers and several journals.
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6. Internet
Finding relevant information on the Internet is not always easy. It is impossible for a
search engine to search the entire internet and keep up with all the different updates.
Besides, a lot of information is “hidden” in files, for example databases, which are not
being searched by search engines.
Doing the same search using different search engines often gives you different results.
Also, you are quite often referred to websites which no longer exist, irrelevant websites or
information sources of bad quality.
Your chance of finding relevant information increases when you phrase your search
question carefully (module 1) and combine keywords (module 3). In module 4 we discuss
how you determine whether the information you find is reliable.
The largest search engine is of course: Google
Google also offers a search engine which primarily searches research rapports, scientific
articles and reports: Google scholar.
It is very useful if you need information on a more scholarly level.
7. Databases
Databases have 3 characteristics:
I. Subject or field
II. Geography
III. Topicality
I. Subject or field
Databases can contain information on any subject or field, such as: science, law, finance,
economics or management. Here you find the HU Databases.
II. Geography
Many databases contain information from all language and geographical areas.
For example: the database Business Source Elite. You find it on our database page.
Some databases are limited to information from one language or geographical area.
For example: the database Company.info. Accessible via our database page.
III. Topicality
In some databases you can restrict your search to only newly added information (from a
certain date or from a previous file update). Sometimes you have the option to become
member of an alerting service which offers you all recently added information by email.
Check out Lucas
With Lucas you can search simultaneously in many information sources such as
catalogues and databases.
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8. Specialists
Experts are specialists in their field and aware of current developments. They can be
found, for example:
- On Internet forums and newsgroups.
- On websites of specific institutes and organizations.
- In the Pyttersen's Almanak. It contains addresses of Dutch organizations, foundations
and associations.
Libraries
The library staff is specialized in searching and finding information. They can help you
search for information or rephrase your search question.
Library websites also offer lots of information. Apart from information on services, opening
hours and the lending policy; you can also contact information specialists for questions
about specific subject areas. Library websites also offer links to relevant websites and
access to databases. For example: see HU Library website.
Next
In module 3, you learn to use different search techniques.
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Module 3 - Searching
In this module you learn:
1. To use different search techniques
2. To search the Internet
3. To search in the HU library
1. Search techniques
Boolean search
Using only one search term can lead to an enormous search result. You can prevent this
by combining search terms using the Boolean operators: AND, OR and NOT.
Combining search terms using AND
You use this strategy when you are looking for documents containing all the specific
search terms you indicated.
For example: Internet AND education. In this case you will find documents containing the
word Internet as well as the word education.
Important: you can combine different search terms but be careful: the more terms you
combine the smaller the chance of finding a document containing all those terms.
Combining search terms using OR.
You use this strategy to increase your search result. You will find documents containing
either one or both of the search terms you indicated.
For example: Internet OR education. In this case you will find documents containing either
Internet or education, and also documents containing both Internet and education.
You can use OR especially with synonyms, for example Internet OR Net.
Important: You have to use brackets () when you combine OR and AND in a search
question. For example: Education AND (Internet OR WWW OR Net).
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Combining search results using NOT
You use this strategy to exclude terms from your search result.
For example: Internet NOT education. Now you exclude documents containing the term
education.
Important: search engines differ when it comes to combining search terms.
Google automatically searches with AND in its standard search option, whether you type
AND or not. You can combine or exclude search terms in Google by using the advanced
search option.
Always consult a search engine’s help option for information on search strategies!
Truncation
You can use truncation when you want to search for variations of a search term. You
replace letters or word parts by a symbol called a wildcard or joker.
Truncation can be useful:
- When a term can be spelled in more than one way
Example: organi?ation = organization or organisation
- When you want to find the singular as well as the plural verb form.
Example: manager? = manager, and also: managers.
- When you want to search for words which are part of a particular word or phrase.
Example: politi* = politics, politicians, etc.
Note: * Is usually used to truncate several letters in the middle or at the end of a word.
? Is usually used to truncate one letter
Important: Truncation has some disadvantages: the number of hits (= documents found)
increases considerably. Besides, you increase the chance of finding irrelevant documents
(also called ‘noise’).
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2. Searching the Internet
There are several search engines available which help you search quickly.
Google and Yahoo are examples of extensive search engines. Other search engines
include: Lycos and Ask.com.
There are also meta search engines. Here, your search question is taken up by various
search engines. Example: Metacrawler
Search options
Search engines have various search options; you can find these in the ‘help’ option of
most search engines.
The better search engines include the “advanced search” option which you can use to
easily refine your search.
You can apply the Boolean operators. And you can also select language, date, file format,
URL or search with the exact phrase.
Google has the option to search for “this exact word or phrase”, which you can use to
search for a phrase, such as for example ‘starting an enterprise’. This will give you more
relevant results and less ‘noise’ (irrelevant results)
In short: use the advanced search option! It increases relevant hits!
3. Searching in the HU library
The HU library collection consists of:
Books
E-books
Journals
Newspapers
Databases
DVD's/cd-roms
The collection is accessible to anyone. All materials can be consulted on the spot and
most publications are on loan.
You find descriptions of all the materials in the HU catalogue.
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Searching the library catalogue
The HU catalogue has numerous options to help you search effectively, for instance:
Click on the British flag icon (top left) to change from Dutch to English.
Search for a leading author or researcher
Search for a specific material, for instance: DVD and combine with a keyword
Once you find an interesting title, click on words marked blue. These can be title,
author, keywords or classification code. You will be referred to other titles of the same
author, to titles with the same keywords, etc.
To limit your search result, you can refine your search by using a second keyword or
by selecting a date of publication or a specific library.
Once you find an interesting title in the catalogue, the classification code tells you where
to find the publication: in which library and on which shelf.
Search in the catalogue for the title you are interested in and click on the button Reserve.
Use the button Borrower information to check your reservations.
As soon as the publication becomes available at the library of your choice, you receive an
email notification.
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Searching the shelves
Libraries always have a classification system. Publications are shelved according to this
system and are coded.
In the HU Library (FEM collection) this classification code consists of a number and four
letters.
The number covers a subject. For instance, 85.40 covers the subject marketing.
Publications are alphabetically categorised by the first four letters of the author’s surname
or title of the publication.
Example of a classification code: 85.40 KOTL
85.40 = Marketing
KOTL = the author Kotler
Did you find an interesting book and would you like more information on the same
subject?
Have a look at books with the same classification code
Check the bibliography in the book you found.
Search the catalogue for books by the same author
Check to see if the book is part of a series on the same subject. You can search for
the series in the catalogue.
Next
In module 4 you learn to assess the information you have found.
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Module 4 - Evaluating information
In this module you learn about:
1. evaluating information
2. quoting and plagiarism
1. Evaluating information
Finding the information is not the end of your search process.
Whether the information is useful and relevant depends entirely on your search question.
You can determine quite quickly whether the information is useful by checking the table of
contents, introduction, back cover etc.
But how do you determine whether the information is reliable?
Books, newspapers and magazines
You can use the following criteria to determine reliability:
1. Author/Authority
Is the author well known? Is he/she an expert? Also, check the catalogue to look for other
publications the author might have published. And how are the reviews?
2. Publisher
Does the publisher enjoy a good reputation? And which other magazines or books have
they published? You can find this information on the publisher’s website.
3. Accuracy
Are the author’s statements supported by other reliable sources? To see whether the
information is accurate and complete you can check the bibliography, references,
quotations and used sources.
4. Objectivity
What is the aim of the publication? Does it contain commercial information with the aim of
selling? What is the author’s interest? Is the author biased? Does the publication contain
facts or opinions and are all angles covered?
5. Topicality
Is the information still valid and up to date?
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Internet
Anyone can publish information on the internet and there are no editors who decide if
something may or may not be published. So be aware that an online publication is not
always accurate and reliable.
You can use the following criteria to evaluate online sources:
1. Author and authority
Who is responsible for the content of the website? Who is the author and does he/she
enjoy a good reputation?
Do other reliable websites link to this site? Is the publication/website quoted? You can
find out by copying the URL to Google Advanced Search; go to ‘Page-specific search’
and use the option ‘Find pages that link to the page’.
The URL rarely offers information on the author. An URL ending with .nl, .be or .uk
does not mean that the author originates from this country. It simply means that the
domain name is registered in that country.
2. Accuracy and quality
Are the author’s statements supported by other reliable sources?
Is the information correct and complete? Does the site confirm the information you
learned from other sources?
How is the quality of the website? Is proper spelling used? Are there many ‘broken’
internet links which do not function properly?
3. Objectivity
What is the aim of the website? The last part of the URL can offer you useful information.
Examples:
.org = non-profit organisation
.gov = government
.edu = education
.com = company
Is the website sponsored? Does the site contain facts or personal opinions?
Pay attention to bibliographies and read the disclaimer (the publisher or author’s liability is
mentioned here).
4. Topicality
When was the website created? When was the site last modified? Is the information up to
date? Is there an archive?
Some internet sources are very popular and may seem reliable. For example: the online
encyclopaedia Wikipedia. Wikipedia’s aim is to create a multilingual and free online
encyclopaedia. The content is freely accessible and people are free to add and edit
information. The idea is that the quality of information will improve when people are
encouraged to check and edit the information themselves.
You have to be aware that, although Wikipedia asks authors to maintain a neutral point of
view, there is no editorial staff separating facts from personal opinion. A number of users
function as administrator. They deal with vandalism and remove unwanted pages.
Concerning content, these administrators are no more important than regular users.
Therefore, Wikipedia is not always a reliable source.
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2. Quoting and plagiarism
Once you have established that the information you have found is useful and reliable, the
final step is to use the information in your presentation, report or assignment.
It is very important to quote your source when you use work from others (which is almost
always the case). Always mention the original author and the information source.
Remember that plagiarism is punishable.
For example, did you know that you may not use an internet picture without the owner’s
consent?
How do you avoid plagiarism?
Source:
http://upetd.up.ac.za/authors/UPeTD_files/vergrootglas.jpg
Note down the source of information.
Note all the bibliographical data of each document you use, such as author, title, etc.
Use quotations marks “…..” when you want to use a direct quote.
Always mention the author of the information or ideas you use.
In doubt? Always ask the author or owner’s permission.
Check: http://eduscapes.com/tap/topic24.htm for more information on copyright.
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