Transcript - Mysteries of the Library: Revealed! Organization & Storage - Mar 18 2019

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>> Hi, everyone. We are going to be starting the webinar here in about three minutes at 8:30, so go ahead and look at the handout section and just hang tight. We will be starting here, like I said, in about three minutes.


OK, everyone. It is 8:30, so we are going to get started. Anne is going to get us off to a start here, and then I will be taking over Midway.


>> I'm Anne Rojas, and with me is Andrea Lemieux. The go to control panel might be hidden, and if it is, and if it is just click on the little orange arrow. We'll be screen sharing with you tonight, but you will not be able to interact with the screen, so downloading the PowerPoint from the handouts section is important if you want the links that we'll be visiting. A link to closed captioning is available in the chat box. We will be answering questions in the question and answer box of the panel, so if you have questions beyond the scope of the webinar, please use our Ask a Librarian service. We answer that seven days a week. You'll be emailed a link to the recording for this within 24 to 48 hours afterwards, so we're just going to turn off our video. Just wanted to say hello. We'll get started.


OK, so good evening. Welcome to our Mysteries of the Library: Revealed! webinar on organization and storage. I'm Anne Rojas and with me is Andrea Lemieux. I'd like to put in a plug for our upcoming webinars in this series. Mysteries of the Library: Revealed! is a monthly series on different library topics on the third Monday of the month at 8:30. Upcoming webinars are going to be on scholar works in April. We will give a library tour in May, and we have a citation management software webinar coming up in June. if you're interested in more webinars in this series, please register. Once you are registered, you will be sent a link to the webinar a day or two later, so register for anything that interests you.


A quick overview. You will find all kinds of stuff in your searches. Hopefully, we don't have to tell you that getting organized is going to save you lots of time down the road as you are finding all your articles and books. It only takes a little time upfront to save time down the road. The questions really are, what are your options and what is going to work best for you? We like to encourage you to try different things. Don't be afraid to try things out, but do figure out what works for you and stick with it.


You can use really as much technology as you are comfortable with. Some people like to print everything out. Others like to save to a hard drive and some like to save on the cloud, so you can do any of those things that you feel comfortable with. You want to keep track of what you find as you go. That's pretty obvious, but you also want to keep track of your searches, especially if you're working on a big project, a dissertation or any big project.


Big projects and dissertations take a lot of research, and you want to keep track so you don't lose your way. We are going to mention citation management software at the end, and we encourage you to explore those resources so you can figure out if you want to attend the mysteries webinar on that in June.


As you're looking to see what you want to do or how you are going to save things, keeping track is going to save you time and avoid frustration. Re-creating that perfect results list that you got last weekend or last month or last term can be really frustrating if you don't write it down, so that's one thing. Then trying to find downloaded articles because you don't remember where you saved them or you are saving them in too many different places. That can be a big problem. We also like to remind people to back everything up no matter what method you use. You want to back up. As an aside, I used to work at a brick and mortar library where we had a box of flash drives behind the reference desk. People would come in looking for their life’s work that they left on the computer at the library, so we had to save it for them.  If you keep everything on your hard drive, that's fine too, but consider a cloud backup in case your computer crashes.


Doctoral students who are organized about saving their searches and articles, anything found and read during coursework, oftentimes find a gap that bubbles up to the surface when they review that information. That can be a great way to find a workable topic for your capstone project. That's another thing to keep in mind.


Let's start by talking about databases and vendors and Thoreau and other library lingo. Databases are what we usually talk about. Some people get that confused with vendors. Our most commonly used vendors are EBSCO, ProQuest and Sage. Each can contain one or more databases within the platform, and I'm going to go out here to the website to show you what those look like. For instance, here you can see this is EBSCO, and this is a ProQuest database. This is Sage. Each has the same functionality, they just look a little bit different on the surface. When you're looking to see what databases are offered, there's usually a way to look at that when you are in here. You can look at choose databases, and you'll get a full list. This will have some that people are hopefully already familiar with. If it will ever finish loading.


Some that you might not be familiar with your Academic Search Complete, Business Search Complete, PsycINFO and Education Source. Some are discipline specific, particular subject areas, and some are multidisciplinary. I don't know why that's not loading. I'm going to exit out of that. I'm in ProQuest Central, and that will give you a list, again, of different database offerings so you can go into the dissertations from here. You can go into e-books or different article databases. ProQuest Central searches just about all of them. That's one thing that you want to keep in mind.


When working with librarians, we will sometimes ask what databases you are working in. If you tell us EBSCO, that doesn't give us the information we need. Just wanted to highlight that.


How do you get to the different databases? There are different entry points, but we do have, from the library homepage, a databases A-Z so you can get into a full list. To get ideas of where you want to go, you can look by name if your instructor has named something. You can also search by subject to see what subject areas we have databases in or you can search by type: books, journal articles, conferences. You can search by vendors too. Not that many people are going to do that, but just in case. It's available.


One thing that people often ask is where to start. That's fair. You don't always know where you need to start. We have a search box on the main page, and this is a search tool that is offered specifically to Walden library users, and it searches not all of the collection, but well over half of the collection. It casts a really wide net, and this can be a good way to figure out where you should be going. It's one of the ways that you can try that, so if you're looking at library skills and academic success --


I do want to mention that when you are using the search box, it looks like it's a Google box, but it doesn't really work like Google, so you don't want to put in a whole sentence or question. You just want to put in main ideas. If I search for library skills and academic success, it's going to give me a list of results. I can look to see in the results -- this one came from ERIC, all kinds of them from ERIC. Let's see if something else comes up. This one came from Education Source. If you don't want to look individually at the articles, you can look in this panel on the left-hand side, the blue shaded area. There's a databases option. You can click on that and see which databases the majority of the articles came from. You can go into specific databases or get ideas of specific databases based on that.


Then another way that you can check to see what might be a suggested place to go is to look under subject resources. When you click on select a subject, you can see that these different subject areas align with our different programs, so if we were to go into psychology, for instance, you can see Andrea is greeting us there, and there's a similar search box on the psychology research page. This works really very similarly to the other homepage. You can search, for instance, for cultural sensitivity and mental health and search on that. This will give you the same interface, and you have the same option to look and see. A lot of these come from PsycINFO or you can look over on the left-hand side and click on databases to see where they are coming from. Here, PsycINFO is a clear top choice.


Then the other thing that you can do is just go into psychology databases, click on that bar, and that will give you a list of databases that are suggested for psychology topics. I should also mention that this particular search box doesn't search the same thing as the row. It's not as much as the row. It's searching a curated this of databases that are psychology and psychology related topics.


Remember that getting to know your research page can be really helpful. It's a super organized way to find your way to resources. Librarians like to keep things tidy, and we like to help students, so take a look and get to know your research page so that you can find out what resources we recommend. You can always use Ask a Librarian if you have questions as well. Would there be any other questions that have popped up, Andrea, that I can answer before I pass it to you?


>> I think we're all set for right now. Just some audio and handout questions that we have remedied.


>> Great. I'm going to go ahead and share my screen. Let me know, and, if you're seeing the PowerPoint with the full text.


>> Yep.


>> Now that we've covered where and how to research in the library, let's talk about how to access full text articles and a few ways you can organize them. Let's go ahead and do a search in a psychology database, PsycINFO and talk about the different options for full text in your results list.


I like to access databases by subject, so I'm going into the subject resources box. In the drop-down menu, I'm going to click on psychology. As and had explained, I'm going to go into psychology databases. Then I will see PsycINFO, which is one of the go to databases for psychology. This is a go to search that I use for students often. I'm going to do a search for drug abuse or substance abuse or addiction that also talks about high school students and prevention. We will set up a few limiters. I'm going to uncheck fulltext, check peer-reviewed and, just to see what's going on in this subject for the last 10 years, I'm going to limit to 2009.


I'm going to click search. Let's look at our results list. The most common option you'll see to access the full text is a PDF full text link here. You can either access it from the results page or, if you click on the article title, it brings you into what we call the article record, which is information about the article itself. Publication information, the abstract, that kind of thing. On the left, you'll see that you can also access the PDF full text there as well. Just know that when you see PDF, you often see HTML next to it, and that's just another way to access the full text. I wouldn't worry too much about that at this point. It's rare that you see HTML all by itself.


Quickly, another way that we access full text is the find out Walden button. That means the fulltext lives at another database. This button brings you to another database where you can access the full text. Sometimes it brings you right to the full text and sometimes it prompts you to choose a database that then brings you to the fulltext. In this instance, when I click on it, it's telling me that the article is BSCO open access journals. I click the link, and it looks different, but I'm going to scan what I'm looking at for a PDF link. You'll see it right on this side. These are some options to access fulltext.


Let's go back to our results list. Now that we know how to access fulltext, we need to save it somewhere. One of the most basic ways to save articles is to save it physically to your computer. If I'm working on a final project or a dissertation research, I can set up folders on my computer and save them there. In this case -- actually, let me do this really quickly. If I go to my desktop, I can right-click, create a folder and I'm going to create a folder that says, drug abuse and prevention. I'm also going to do some searches later about drug abuse and treatment, so I'm going to make one for drug abuse and treatment as well. Now when I go back into my results list and I click on the PDF full text --


>> Andrea, I'm still seeing the PowerPoint.


>> OK. Let me see if I can get this to -- can you see the database now? The fulltext?


>> Yes.


>> Perfect. You might have missed it because I was playing around with my screen. All I did was create on my desktop two folders. Once I click on the PDF link, I am going to see this download button right here. Typically, what I do is I highlight the article title and right-click to name the file. When I click the download button, which usually looks like an arrow, it's going to open up a save option for my computer. I'm going to paste the article title and then look for the folder that I just created, which is drug abuse and treatment. I click on that, and now I saved the article to that folder.


Now you can do this for all of your articles and then, as long as you set up your folders in advanced, you keep them organize, you'll know that they are physically on your computer. The issue becomes if you are using another computer. If you are visiting family or you are at work and you wanted to access the article, if you save them on your computer, there's not going to be a way for you to access them in another location. That's why we often recommend to students to save them in the cloud. What that means is you are simply saving your information on someone else's server. It might be Google, Microsoft, Walden. It really depends. What's a neat function in our databases is that, if you look over here to the right hand side, there's a little icon for Google Drive. If you click on that and you have a Google Drive account, you can sign right into. Google Drive and save everything in the cloud. You can save it to your desktop and in the cloud as well. Or you can use this as a backup option.


Now I'm not going to sign in and go through the steps on how to do this, but you can certainly click on this option and play around with it and is see if this is going to suit your needs. But know that if you use Google, once you sign into Google, you'll see that you'll be able to go to Google Drive and all your documents will be there.


Another popular tool is Microsoft OneDrive. If I simply type in one drive in Google, I'll see the option for it. It's the first result in our list. One Drive is a similar platform to Google Drive, except it's from Microsoft. Again, just like Google, you need to set up an account at Microsoft. All of this is free. Google Drive and Microsoft OneDrive are free. These are just options to save and store information. Just know some of the basics are save to your computer, which you need to be physically add to access, or you can save it to the cloud. To most common options are Google Drive and Microsoft OneDrive. If you want to explore the other two, I recommend searching for them, setting up an account and playing around with saving those documents there.


Now I'm going to switch back to the PowerPoint really quickly. Just a quick note that when -- this was a search in EBSCO, so the process looks the same if you're in those basis. If you are in ProQuest databases, you have the same functionality, but keep in mind that it -- buttons might be in a different place are labeled differently. Know that you are going to have to look around for those.


On technical support, you may need help at some point. Once you've looked through the material on the library website, know that your next stop is student support. If you are having problems with your computer or with PDFs, just know that student support is really the option that you want to check out.


Let's talk about saving to databases. We've talked about saving individual articles. Now let's look at options of where we can save articles, but also save database searches as well. I'm going to go ahead and go back to our search results. We can see the search results here. Now an option is that we can literally save the articles and this search in EBSCO itself. As a reminder, I know it's that because the logo is over here. Then the database is a site info.


This is really a useful feature, saving the databases, but disclosure, it can be tricky to use. I'm going to point out some things you should keep in mind if you want to save to the databases.


The first and most important thing to remember is that you need to set up a separate account to save your searches, and it's different from your Walden account. If you don't sign in before you search, you're going to lose any of your searches or articles that you think you might've saved.


Just know as a reminder that this is EBSCO. To do it in ProQuest, you need a different account. But it works through all ProQuest databases.


I'm going to the top of the screen in the menu that says sign in, and if you have already set up an account, you can sign in, but you'll have to look closely at the bottom where it says, create one now, if you've not set up an account. I'm going to click on that. All you have to do is fill out the form and click continue, and it has a few more screens, and then you have created a separate EBSCO account. I'm signing into this account. I'm using my Walden email address, and then I just set up a separate password for that. I'm going to go ahead and sign in.


A few things to look for once you've signed in to know that you are signed in. Your name is usually at the top corner. You'll have the sign out button, so you know that you are in. Then over on the left you'll see this little My symbol. Now we know that we are in My account.


If I wanted to save some articles, all I need to do is click on a little folder here to the right of each article, and it has a little + on it. These first three are relevant to my search, I'm going to go ahead and click on the folder. Now that they've turned yellow, I know that I have saved them. Now looking around you are probably wondering, where did the articles get saved to? Look up in the menu, and you'll see the folder now has a little paper sticking out of it. That means items are safe there.


If I click the folder, I'll see my articles listed there. Remember, I said him going to do a search later on about treatment, so I want to put all these articles in a folder that says, prevention. I am going to go to the left-hand side and, under my custom, I'm going to create a new folder and I'm going to name it, drug abuse and prevention. Then I'm going to say that folder. Now I can see that that's folder is here on the left. I'm going to go ahead and select everything I've saved so far. I'll see this here that says move to. I'm going to go ahead and select drug use and prevention. Now it's no longer over here on the left-hand side under articles. It's in the folder, drug use and prevention. Now I can create a new folder that says, drug use and treatment, for when I do another search. I can automatically save those in the folder.


Now I did mention that we can also save searches. I'm going to go back to my search screen. Now if I look at this and I say, there's 322 results. I'm not going to have time to go through 322 results right now. If I click on search history, it's going to show me all the different searches that I've done so far. I've only done this one, drug abuse and substance abuse, high school students and prevention. I want to save this search for later. I'm going to go ahead and click on, select this search, and then I'm going to click on save searches.


I'm going to give it a name, drug use and prevention, and I'll put search on the end of it. I'll tell the database I'm searching in PsycINFO, so I know that that searches here. Then I will click save. Now I'm back in my folder, and I can see, under saved searches, that I have this search. Again, I can move this into my drug use and prevention folder. Now I can see here on the lower left that I have three articles saved and one search. If I go back to saved searches, I click here, and then I can retrieve the results. Then I can see my original 322 results or I can rerun the search if I want to see if there's any additional results.


I have more information to cover and it's interesting. If you only allocated 30 minutes of your night to the webinar, feel free to log off. Again, in the next day, you'll receive an email with the link to the recording, so you can finish watching when you have time. Feel free to sign off if you need to. But I'm going to go ahead and finish covering the rest of the slides.


Let's go back to our search results. We have some information in our folder in PsycINFO. I'm going to sign out. I'm no longer signed into PsycINFO. I'm going back to the library homepage. Remember I said this works in all EBSCO databases. One night select a subject and click education, since my topic also covers education as well, I'm going to click education databases and do the same search in education.


When I'm in education source, you'll see that this is also an EBSCO database. If I do the same search, I'll see what happens. I get 184 articles in this particular database because it's more education focused. Again, I can save my articles and searches in the same account. I'm going to go ahead and select these three, and I also want to save this search because I'm not going to be able to look at 184 right now because we are at time. I'm going to click search history. I see my one search here, so I click on the box and save searches.


This is actually a good example. I never signed in again, so it's prompting me to sign in. I will do that.


I'm going to name my search again, but this time I'm going to put education source at the end of it so I can tell my searches apart. Now let's see. This is actually a really good example. It actually -- because I signed in quickly enough, it saved those three articles from education source, so I was lucky. It also has my saved searches.


If I want, I can move these over to drug use and prevention, and I can move this search over to the same folder as well. Now when I looked down here in drug use and prevention, I have six articles and two searches, my search in education source and mine in PsycINFO. Know that that's a slightly more sophisticated way of searching and saving your information. Was there any questions as far as saving in databases?


>> I think I've answered the questions. There were some questions about saving to one drive, and I was saying that you can do that manually. Then there are some Zotero questions, so I'm just going to put a link to the guide.


>> Let's talk about -- we will switch gears a little bit. We've talked about basing saving options and more advanced saving options, so you can save those either on your computer, in the cloud or in the databases themselves. Let's talk about organizing your overall search strategy. The two tools I'm talking about what can be helpful for final projects and are indispensable for dissertation research. The first is called a search log, and that's the image on the left-hand side.


I'm going to go to the website and show you how to find that search log, but just know it's also linked in the PowerPoint. In this top search box, if I click the button, search everything, and I type in search log, it's going to give me the quick answers results here in the middle of the page. The first one is, what is a search log or matrix? It's a FAQ database we are looking at. When I click on this, it has a table that has a list -- a column for database, a column for search terms, one for results and one for notes.


What this does is you can track which databases you've searched, your search terms, results and notes. For final projects, it can be a really great tool to remind you of where you've searched and what you found. But just know for dissertation level research, this is really the only tool that will ensure that you've done a systematic and comprehensive search of your dissertation topic. This is going to capture the information that you are eventually going to use for your prospectus and proposal. That's tracking the database searches.


Let's talk about, how can we organize our actual articles? In this same FAQ at the bottom, there is a link to the literature review matrix. It's the last link in the list. Then it will give you a few more links that you can follow and then we can open one up and I'm going to show you an example.


Another way to organize your articles and analyze them is to create a table and list your articles individually. In this way, you can compare. Maybe you want to track the theoretical concepts that they've used or frameworks, the methodology, implications for future research, those kinds of things in articles and compare them. Know that the literature review matrix is a way to track those.


Any questions on why you might want to use a search log or a literature review matrix? This is more about organizing your search and your articles. We've talked about storing and now a little bit about how to organize them.


>> I think we're good.


>> Great. We are going to quickly talk about citation management software. Because that's always really popular. But really what we are going to do tonight is just talk about it generally. Citation management software does a little bit of everything. It saves your articles, and it also helps you organize them as well. It kind of does two things that none of the other things we talked about do.


Primarily citation management software is used for doctoral students on dissertation research, but anyone can use it to keep track of and organize articles. I use it to store professional reading that I'm doing or to bookmark reading that I want to do in the future or if I'm researching a topic for work or maybe I'm taking a professional developing class and I want to save the citations to those things. I'll do that in citation management software.


We are going to take a quick look at what that looks like. So Zotero is a free software program that we do a little bit of instruction on in the library. This is the website, but it has a really good graphic of what the software looks like. Really, this program allows you to organize your research into folders and assign them individual tags so that you can analyze them and sort them into different ways. It does the same thing that the writing centers literature review matrix does in a way.


On the left, you can sort the articles into folders and you can do a second level of organization at the bottom and then tag each article with different keywords, like competition, 19th century, any of those things to do a second level of organization.


In the middle of the screen, you see all the journals you've saved or books or videos. Then you can see that they have an article highlighted, and below it you can access the full text, so it's important the full text. You can see the citation management -- information here on the right side.


It captures all of that information for you. This is giving you a visual of the software that you can download to your computer, but you can also create an online account and access your articles that way. What's great about this particular program is that it syncs between the two, and so you can primarily work off of your computer and save them they are and then all you do is sync it to the online account so if you are at work you can access the articles as well.


Let me go back to the PowerPoint quickly. Here in the library, we provide some introductory instruction on how to use Zotero. There are other programs available, both free or costing money. We don't do much instruction on EndNote at the library. There's a bit of a learning curve to using any citation management software. We are not going to go any deeper into this tonight because it's really beyond the scope of what we can accomplish, but know that we do have a webinar that discusses the advantages and disadvantages of each program and gives you some guidance on what you might look for when you choose a program.


Keep in mind that these are here for you if you are interested in citation management software. Once you've watched our webinars and user guides, if you need any technical support for any of these programs, you really have to go to the developers webpage and use their forums and FAQs to problem solve from there because we don't provide in-depth technical support for any of these programs, just enough to get you started so you can use it and then be able to use the forms on the different programs websites.


We mentioned at the beginning of the webinar that we have another live webinar for citation management software in June, but we also have recorded webinars that you can use in the meantime and look through any of these links that are in the PowerPoint.


That's a little bit about citation management software. If you think of an overview of tonight, we started basic with saving with your computer and to the cloud and databases. We talked about organizing our searches using a search log as well as a literature review matrix for organizing articles. Then lastly citation management software that talks about a little bit of all of those different functionality of all the different things we talked about previously.


Really quickly, the last slide has some things for references for help if you need help after the webinar. First is quick answers, and I showed you that a little bit earlier when we looked at the search log. It's a database of FAQs. Ask a Librarian is an option on all of our webpages. You can email or chat with us. You can leave us a phone message, but we email back all responses. This webinar is going to be recorded. You can also look at all of the upcoming webinars. We have loss of library skills guides, and that includes guides on Zotero as well as how to access full text and other topics.


That is a really quick overview of all the different tools that are available to you to stay organized and to store your research. Is there any final questions that we have before we end the webinar tonight?


>> No, I think we have it covered.


>> Great. Everybody, have a great night. Again, you can download the PowerPoint. You will be getting a link to the recording, and we hope to hear from you in Ask a Librarian and in some of our upcoming webinars. Have a good night.




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