Using the GALLOP Portal Sharing Best Practices for Effective Retrieval September 9, 2014

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Using the GALLOP Portal Sharing Best Practices for Effective Retrieval September 9, 2014 Valerie Footz Alberta Legislature Library. Scope Note. Contributions vary by jurisdiction. Percentage of Contributed Items by Jurisdiction (August 2014). Basic Search. - PowerPoint PPT Presentation

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Using the GALLOP Portal

Sharing Best Practices for Effective RetrievalSeptember 9, 2014

Valerie FootzAlberta Legislature Library

Following on Gregs overview of the GALLOP Portal, I will be sharing some strategies for using the Portal to its fullest. While some of these ideas may seem obvious, I believe they are good reminders for us as we strive to provide the best information we can to our clients in the most efficient way.Scope NoteContributions vary by jurisdiction

The first thing to keep in mind is that while though the GALLOP Portal is the largest pan-Canadian full text government publication access point, there is no set list of types of materials which must be sent for inclusion. Each jurisdiction has different reasons why they upload the publications they do. Ownership, copyright, access, collection policy, and staffing resources all impact what is ultimately contained in the GALLOP Portal and therefore your search results.2Percentage of Contributed Items by Jurisdiction(August 2014)It seems obvious but it is worth remembering that the jurisdictions with the greatest number of publications have a higher probability of yielding search results.

Eleven jurisdictions in Canada are currently represented in the Portal. Seven jurisdictions have contributed over 10,000 items. Of those, four have contributed over 50,000 items.

We are now at over 450,000 items in total.3Basic Search

Searches all fieldsClick on logo to return to this page at any timeYour feedback is important!I considered doing a live demonstration, but in order to assist the translators and to ensure we keep to the time allotted, I will keep to the PowerPoint slides. If we have time and anyone wants to go live afterwards, we can certainly do that!

This is the basic search screen that you have all seen and no doubt used.

One tip is that whenever you want to get back to this page from anywhere within the Portal, just click on the logo.

Also a reminder now that your feedback is important and helps the technical team to identify issues and to continue to improve the Portal.4Results

At a glance geography of resultsNavigationResult ranking based on location of and frequency of search terms Current search and item resultThis is a typical results page. At the top in the green box, you have your search re-stated and the number of results along with the link to modify your search. At the top and the bottom of the results page, you can navigate through the pages of results.

To the left you have an at a glance geography of which jurisdictions contributed how many items in your results list. This should basically reflect the authorship and perspective of the content of your results.

Finally in the actual result records, in addition to the flag to quickly identify the jurisdiction, you have a default results ranking which is based on a hierarchy of where the terms appear and how often the terms appear. The appearance of the terms in the citation text fields (author, title, subject) makes the record rank higher than multiple occurrences of the term in the full text of the item. Approximately 14 items display per page.5

Subject headingsText summary drawn from first 350,000 characters (approximately46,000 words)Links to full textSubject headings are easily identifiable in blue providing additional ideas for search terms.

Links to the full text are provided in the grey boxes.

A note about the snippet or full text preview in the record if your search term appears after the first 350,000 characters, it will not be highlighted in results display even though the term is contained in the full text of the item.6

Records may have multiple full text items attachedSome records may contain some textual problems which can pose problems when conducting searches

As in any database, symbols and diacritics sometimes do not port over correctly from local library databases.

When entering search terms, diacritics are not necessary to enter.

7Advanced Searches

Limits search to:TitleAuthorSubjectIn the advanced search, there are many more options for formulating your search.

In particular, I wanted to point out that the All fields search box is the same as the search box on the Basic Search page it search all fields of the record and the full text.

Citation text limits your search to the title, author and subject fields only. The level of descriptive cataloguing done locally will affect your results here. For example, Alberta government document records are sometimes very skeletal and dont all use set subject headings.

The other fields are evident by their label.8Where to start?Basic Search Keyword

Advanced Search - All fields

Advanced Search - Citation text

So where do you start? It depends on your query. If you are testing the waters to see what is available, you may want to start with an All fields search. If you are looking for something specific, a search using the Citation text field may be your best option.

A sample search of privatization in the various search boxes is illustrated in the graphic. You can see an example of how limiting the search to author, title, subject drastically reduces the number of search results.9Boolean SearchesAND default between termscompensation remunerationORcompensation OR remunerationNOTcompensation OR remuneration NOT indemnitiesSearch strings(member OR mla) AND salariesIt is important to note that when you are utilizing Boolean in your searches, you must put the operator in capital letters. This is the only place that case matters when searching the GALLOP Portal. Also note that when using the French interface, you must use the English boolean operators.

Default between terms is AND. Searching compensation remuneration is the same search as compensation AND remuneration.

You can string searches together using parentheses.

Note that the AND in the search string example can be omitted and the same result set will occur.

10TerminologyTruncation/Wildcard - * gambl* = gamble, gambling, Gamblin, etc.parl*ment = parliament, parlementPhrases - Quotation marks for exact phraseelectronic gambling (guillemets do not work langue parlee)Near Term in quotation marks ~# of words order of terms does not matterelectronic gambling ~5

As well as thinking of all possible terms that are used to describe your research topic, truncation and quotation marks are standard strategies to focus your search.

However, using the near operator may be something that not all of us use on a regular basis. This may be useful when searching for concepts when there is no standardized phrases to describe the topic you are researching. To use this strategy, you put your terms in quotation marks and then a tilde and the number of words you want the term to appear in proximity to each other. In the example, the term electronic and the term gambling must appear within 5 words of each other, in any order.11Fuzzy Searching / Variants in Spelling

Fuzzy searching is also something we tend not to use. Fuzzy searches are helpful when there are variations in spelling, or you are unsure of the proper spelling.

I chose Kowalsky as an example as both Alberta and Saskatchewan have had Speakers by that name but with different spellings.

As you can see, you get the fuzziest search when you designate a value of ~0.1. Putting in a value of ~0.9 results in the same records as if you didnt specify a fuzzy search. That is, it must be an exact match. Putting a space before the tilde is optional.12Searching by DateYou cannot sort results by date, but you can search by date.Try truncation 201*

Using truncation in the date field is a good way to do a date range. For example, specifying 201* will bring up any results with dates of publication from 2010 onwards.13Serials

Multiple dates on attached items causes problems for:sortingfinding specific issue date range searchingThe issue of serials records in the GALLOP Portal remain a challenge as there are multiple approaches to these records and local ILS systems vary.

Different editions or serial records may be attached to one bibliographic record or they may be separate depending on the jurisdiction. Some records can have a long list of items to scroll through and sometimes it can be difficult to distinguish the differences in the items just based on the URL.

14Searching by JurisdictionLimit to selected jurisdictions by holding down the Ctrl key and clicking

You can also specify which jurisdictions you are interested in prior to conducting your search. Just Ctrl-click to select the jurisdictions of interest. In this example, we are concerned with content from the Maritimes provinces only.15To SummarizeCitation text = searching Author, Title, Subject onlyUse AND, OR, NOT (English operators must be used)Use parentheses in search strings* for truncation & wildcardquotation marks for phrase searching (not guillemets)

To find words near each other, electronic gambling~5Fuzzy searching Kowalsky~0.8Truncate date 201* to retrieve 2010 onwardsCtrl-click to select jurisdictionsGALLOP Portal does not reflect the complete holdings of the contributing libraries!

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I hope some of the strategies I have outlined in the presentation are helpful to you as you conduct your searches in the GALLOP Portal.

We all know that searching is not a science and that it is a combination of trial and error to feel like you have thoroughly conducted your search.

The GALLOP Portal is a unique tool and with it, we are providing a one stop place for cross-jurisdictional research of government publications. Anything we can do