Week 5:Information Access and Retrieval Tools

Introduction to Information Access and Retrieval Tools

  • The Search Problem in Tertiary Institutions: A major obstacle affecting the effective use of libraries is the difficulty students face when searching for information. Many students are unaware of different information channels and retrieval tools.

  • Consequences of Lack of Knowledge: Students often spend time roaming the library without successfully accessing or using the information they need.

  • Chapter Scope: This material covers the meaning of information search and retrieval, sources of information, search strategies, specific retrieval tools, and procedures for both print and digital environments.

Defining Information and Information Search

  • Concept of Information: Information refers to data that has been processed in a meaningful and usable way.

  • Verbatim Definition (Afolabi, 2003): Information is a "finished product ready for use irrespective of medium of communication; a conveyor, a change agent, a reinforcement of ideas and opinions."

  • Verbatim Definition (Imo, Iwundu, and Ifeanyichukwu, 2015): Information is "processed data that changes the state of a system that perceives it. Whether a computer or a brain, hence a stream of data that does not change the state of its receiver is not information."

  • Information Search: The ability to find or source information contained in documents to satisfy a specific need or decision. It involves examining various documents in different formats to identify issues related to an existing information problem.

  • Information Retrieval System (IRS): According to Lucky et al. (2013), an IRS is a device that helps the user filter through a pool of information sources so that only documents relevant to the user's specific need are retrieved.

Information Sources for Users

  • General Definition of Sources: These are any devices present that can be used for drawing information.

  • Printed Format Sources:

    • Textbooks

    • Journals

    • Newspapers and magazines

    • Contact with colleagues

    • Attendance at scholarly or professional meetings

  • Non-Printed/Internet Sources:

    • Online Public Access Catalogue (OPAC)

    • Online databases

    • CD-ROM resources

    • Internet navigation and selected Websites

  • The Role of Academic Libraries: Academic libraries are considered the primary established social institutions providing varied sources for information search and retrieval.

  • Kakai et al. (2004) Categorization: Sources are classified as:

    • Theses and dissertations

    • Reference materials

    • Newspapers

    • The Internet

    • CD-ROMs

    • Online databases

    • Conference literature proceedings

    • Print journals

Information Search Strategies

  • Evolution of Strategies: Search strategies are changing due to new ways of packaging and accessing information through modern technology, which often holds more attraction than traditional methods.

  • Information Literacy vs. Library Use: Gwang (2013) notes that students and lecturers in tertiary institutions now prefer "information literacy" courses over traditional "how to use the library" instruction. Literacy allows for quicker, independent information retrieval via the internet.

  • Requirement for ICT Literacy: Womboh (2008) asserts that staff and students no longer have a need for traditional, non-ICT literate librarians.

  • Traditional vs. Digital Indexing: In traditional libraries, users rely on the physical index of journals, newspapers, and books. Ganesh (2003) notes that digital resources like e-journal databases facilitate full-text searching using Boolean Logic, a capacity that traditional print materials lack.

Specific Search Strategy Procedures

  • Traditional Library Search Strategies:

    1. Identification of major variables or search terms on the topic.

    2. Determination of the source type (e.g., printed or non-printed).

    3. Relating or matching needed information with the available ones.

    4. Using the identified search term to conduct the search.

    5. Evaluating the results of the search.

  • Digital Information Search Strategies (Okore, Asogwa, and Okpala, 2015):

    1. Create a list of keywords from the topic.

    2. Choose the right database, search engine, or online journals.

    3. Construct a search query.

    4. Define your search.

  • Keyword Identification Example: For the topic "challenges of library user education in tertiary institutions in Nigeria," the student should identify keywords such as:

    • "challenges"

    • "Library"

    • "library users"

    • "library users education"

    • "tertiary institutions"

    • "Nigeria"

  • Electronic Database Access Types:

    • Open Access: Entirely free of charge.

    • Half Free: Free access to limited text (e.g., title, author, and abstracts only).

    • Secured: Requires specific permissions or payment; does not warrant free access.

  • Keyword Matching (Web Search): Okore, Asogwa, and Okpala (2015) emphasize choosing keywords identical to those used by the information provider to ensure a meaningful match.

  • The Digital Search Process: Users enter terms into a "search engine box" or "address box." The engine scans the database, locates web pages, and generates a list of Uniform Resource Locators (URLs).

Traditional Information Retrieval Tools

  • General Definition: Retrieval tools are devices provided by the library to direct users to original sources or specific documents.

  • Reits (2004) Perspective: Searches in libraries/archives are for known items or specific subjects. Retrieval files are usually human-readable catalogues/indexes or computer-based systems like online catalogues.

  • The Library Catalogue: A comprehensive record of a library’s holdings arranged by a definite pattern. It uses author, title, and subjects as access points.

    • Functions: Serves as both an inventory and a finding aid.

    • Purpose: Allows users to know if a library has a specific author, subject, title, or edition of a work.

  • Indexes: Lists of words or subjects that provide analysis of documents by name or subject. They appear in book form (back-of-book) or as serial publications.

    • Examples: Book indexes, social science indexes, agricultural science indexes, biological science indexes, and the Readers guide to periodical literature.

  • Abstracts: Concise summaries of original documents, often contributions to serial publications.

    • Function: Allows users to trace original publications and understand the content of a document without seeing the original.

    • Examples: Chemical abstracts, science abstracts, social science abstracts, and university thesis/dissertation abstracts.

  • Bibliographies: Comprehensive lists of published documents or historical/critical studies of works.

    • Captured Details: Author names (surnames and others), titles, editions, publication places, publishers, dates, volumes, issues, and page numbers.

    • Types: Universal, National, and Local bibliographies.

Online Information Retrieval Tools

  • Search Engines: Web-based tools used to search and locate matching information in a database on the World Wide Web (WWW) based on user keywords.

    • Examples: Google, Yahoo, and MSN search.

  • Online Public Access Catalogues (OPAC): Digital or machine-readable versions of library catalogues. They store information on computer-readable tapes.

  • Advantages of Machine Readable Catalogue (MARC):

    1. Flexibility: Changes can be made easily at any time.

    2. Currency: They are more up-to-date than other catalogue forms.

    3. Speed: Enables quick searching and automatic location of entries.

    4. Space: Significant conservation of physical space.

  • Bibliographic Databases: Digital versions of works like books, journals, newspapers, government publications, and theses.

    • Examples: e-books, e-journals, e-newspapers, e-magazines, e-government publications, and e-thesis and dissertation.

  • Electronic Mail (E-mail): A medium used to send and receive messages, particularly useful for communicating with remote areas via enhanced networks.

  • The Internet: Defined as a "network of networks." It is a global system of interconnected computer networks using standardized communication protocols. It allows any authorized user to get information from any other computer or interact directly with other users.