The Records Management System

The Records Management System. http://web.archive.org/web/20050224040041/http://xnet.rrc.mb.ca/recmgmt/chapter1.htm

The Records management system

Records

• A record is recorded information regardless of medium or characters made or received by an organization that is useful in the operation of a organization.
• Records contain information about evidence of organizational functions, policies, decisions, procedures, operations and other activities.
• Includes all books, paper, photographs, maps, other documentary materials, regardless of physical form or characteristics, made or received for legal operational purposes in connection with the transaction or business
• Various forms: paper, microfilm, computer tape, word processing disk, original manuscript of E.T.

Early record keeping practice

• Early records were carved into stone or clay tablets or recorded in wax, on wood, or on animal skin
• Papyrus was developed by Egyptians and was in widespread use from about 400 B.C. to A.D. 400
• Government records were initially stored in archives
• 1st known retention schedule came into being about A.D. 1200

Introduction to paper records

• 15th century paper was developed it allowed a new ease of recording information and number of records made and preserved rapidly multiplied
• 1900s typewriter hit businesses and government offices and had major effect on paperwork explosion
• Numerous steps taken by all levels of government to control government records
• Major actions affecting federal records management
• 1867 Confederation numerous records already accumulated
• 1868 Act creating Department of Secretary of State, which was made responsible for public records
• 1897 Many valuable documents destroyed in fire in West Block of Parliament Buildings – emphasized need to protect irreplaceable historic records; should they have had better storage methods?
• 1912 first federal Public Archives Act
• 1936 Treasury Board final authority regarding disposal of records
• 1952 National Library of Canada created
• 1953 Treasury Board placed records management under control of Dominion Archivist
• 1968 Subject Classification Guide for Housekeeping Records published (basis for most classification plans developed in Canada)
• 1978 Canadian Human Rights Acts (part IV provides protection of privacy and limited access to personal information); identifies who, what, where has record
• 1980 Internationally, the Association of Records Managers and Administrators (ARMA) undertook a campaign to eliminate use of legal-size files called Project ELF (Eliminate Legal-size Files)
• 1982 Access to Information Act gave right to examine or obtain copies of federal records with specified limitations (supposedly almost any record)
• 1987 National Archives of Canada Act – consent of National Archivist needed for disposal of government records
• 1989 Canada Evidence Act defined a record
• 1993 Alliance of Libraries, Archives and Records Management (ALARM) formed; government/CLA (Canadian Library Association) sponsored
• 2000 Personal Information Protection and Electronic Documents Act – encourages electronic commerce, defines. What can be kept and accessed?

Major actions affecting Manitoba Government records management

• 1981 creation of Government Records unit within Archives at both provincial and national levels
• 1988 Freedom of Information Act proclaimed (required publication of guide to government records)
• 2001 Archives and Recordkeeping Act
• 1997 The Freedom of Information and Protection of Privacy Act (FIPPA). FIPPA came into force for Manitoba government departments and agencies on May 4, 1998 and the city of Winnipeg on August 31, 1998. On April 3, 2000, it was extended to all local governments, school divisions, community colleges, universities, regional health authorities and hospitals.

Why the need for records management
Management of all phases of records life is essential to life of organization.

Major reasons for records management

• Records serve as corporate memory
• Aid in management decision making
• Provide litigation support
• Reduce paperwork volume
• Produce cost reduction
• Aid organizational efficiency
• Meet legislative requirement
• Preserve organizational history

Paperwork costs
The creation and storage of records is likely to be the greatest consumer of time, space, salaries and equipment of all government activities.

It is estimated that:

• 30% of paperwork is useless and could be eliminated
• 37% of photocopies are unnecessary
• Between 1 and 5% of all records in a typical office are misfiled and effectively lost
• A typical office worker can waste up to two hours a day looking for misplaced paperwork – a total of 500 hours or 62 days a year – almost one-fourth of the work year
• It costs approximately $2,150 US annually to maintain a single five-drawer filing cabinet in a local government office.

Nevada Local Governments Manual. 1996.

• 130 billion of the 350 billion copies made by American offices each year are not needed – they’re wasted, unnecessary, or for personal use
• American business produces 370 million new documents daily, totalling 190 billion pages
• 18,000 pages of paper per white collar employee are being created each year; almost 30 billion documents
• Photocopies produce 100 billion pages per year
• Computer outputs produces approximately 350 billion pages per year
• While projected volume increase is 62 million file drawers each year, reference is never made to 85-90% of stored records and 95% of references made are to records created in the last 3 years
• 0% of references occur within 18 months

Legislation and regulations requirement

• Each year new statues and regulations require companies to keep records longer, or keep different records or reduce recordkeeping requirements
• New definitions of records – more legislation required due to electronic document copies

History

• Records provide a reference base for company history
• Organizations must maintain historical base both as evidence of their past achievements and into the future

System concept

• System is a group of interrelated parts acting together to accomplish a goal
• The goal of records management is to provide the right record to the right person at the right time at the lowest possible cost

Records management system

All systems are composed of 3 basic elements:

• Input into system
• Process of input
• Generation of output system

Input component

• Factors include: information; equipment/supplies (hardware, software, used in processing records); money (provides resources for planning, implementing, operating, controlling system of records administration); people (administrative and managerial generate records, administrative support personnel get “right record to right person at right time at lowest cost”)

Processing component

• Includes record creation and receipt; distribution; use; maintenance; disposal
• Information is transformed into a record in process component
• The 5 functional phases of the process element represent the life cycle of a record from its birth (creation) to its death (disposition)

Life cycle of a record

Inactive and archives storage

• Records may be stored in private or commercial record centres or in archives. Archives have public or private records that have been selected for long-term storage and preservation
• Where to store records is based largely on whether the records have been previously classified as active, inactive, long-term or temporary, a record or nonrecord

Types of records

• Active record is referenced (used) on a regular basis, e.g. records of current employees, invoices for current fiscal period, correspondence, creative works in process
• Inactive record is referenced fewer than 10 times a year
• variety of records fall into inactive category e.g. semiactive record referenced once a month
• Examples of inactive records include
• Personnel files of terminated employees
• Paid invoices for previous periods
• Completed projects
• Cancelled cheques
• Long-term record has continuing value and is held indefinitely, or for a specified period identified in the retention schedule.
• Vital record (aka essential record) is essential to operation of organization and the continuation/resumption of operations following a disaster, recreation of legal and financial status of the organization or to fulfillment of its obligations to stockholders and employees in event of disaster
• e.g. accounts receivable, inventory lists, contracts, creative works in progress
• Temporary records do not have a continuing or lasting value to an organization. They may be referred to as transitory records or transactional records indicating their temporary value to the organization.
• A record copy is an official copy of a record that is retained for legal, operational, or historical purposes.
• Nonrecord copy refers to a record not usually included within the scope of official records, includes copies of a document maintained in more than one location, not identified in the retention schedule, not required to be retained or available from public sources.
• Records are not limited to one classification but they are:
• Active or inactive
• Long-term or temporary
• • Records may change placement within classifications over time, e.g. most move from active to inactive status
• Every record may not proceed through each stage of the life cycle

Records classification

Example	Active	Inactive	Long-term	Temporary	Record	Non-record
Current orders	X		X		X
Current issue of Canadian Business magazine		X		X		X
General correspondence	X	X	X	X	X	X
Personnel pay records 1995-96		X	X		X
Creative work in progress	X		X		X

Output component

• Information processed through the system and available in recorded form to the right person at the right time at the lowest possible cost = output component

Records management

What are records?
Fixed documentation of an organization’s activities having to do with its mission, regardless of format or purpose.

Examples of records:

• Correspondence and interoffice memos
• Fiscal documents like budgets and payment records
• Personnel files

What is records management?
Discipline/Profession concerned with “systematic analysis and control of recorded information.” As such, it has professional jargon and specific practices taught to newcomers.

Five Components of the Records Management Program

• Determining how long recorded information should be kept
• Ensuring compliance with recordkeeping laws and regulations
• Managing interactive records
• Organizing active records for retrieval when needed
• Protecting organization’s vital records

Life cycle of records
Records are created in course of business, initially accessed frequently

Records information ages, becomes less important to daily business, accessed less frequently

Information becomes outdated and moribund, records rarely accessed so they accumulate in expensive office space

Records become burden to efficient operation, cannot be readily accessed

Records management job is to ensure that records are cared for and most effectively stored throughout their lives

How? Create policies enshrined in records schedules that tell office workers what to do with records as they age and accumulate.

Difference between records and non-records
Records directly pertain to the organization’s mission and are created in pursuit of that mission

Non-records are fixed information, but do not pertain to the organization’s mission

Records are owned by their creators, e.g.: business files owned by the business, research writings or lectures owned by the professor

Should be managed like other assets

Good records management
Reduces business costs
Protects rights of owners, clients, citizens

Value of records
Primary values – value to creating organization

• administrative
• how the organization is set up and how it operates
• fiscal
• tracking the money/assets
• legal
• fulfilling all pertinent laws
• operational
• how the organization accomplishes its mission

Secondary values – long-term value to those outside agency (aka: historical value)

• evidential--has to do with accountability not value as legal advice
• provides evidence of how organization was
• structured
• how it operated
• how it did its job
• informational
• information not about the functioning of the organization but what is gathered within its records
• test for information value
• uniqueness of information
• level of concentration of information
• importance of information

Allied professions
Librarianship
Information Technology
Archives

Dialog indexing

Module 1
Database: collection of machine-readable information accessible through a computer aka a file.

Record: discrete information unit

Field: distinct information part

Information producer/provider company compiling database records, responsible for content

Professional online service search system providing multiple database access

Database types

Full text	Complete text of document
Directory	Factual information about organization, companies, people, products, materials
Numeric	Data in tabular/statistically manipulated form, with added text
Hybrid	Mix of full text, citation and abstract records

Constructing a database
1. Create a linear file of records received. Assign sequential accession numbers, uniquely.
2. Label record files – au (author), ti (title). If field is word-indexed, label words within field. Exclude stop words.
3. Create the base index – all words and phrases from fields containing subject-related terms.
4. Create the additional index – all terms from remaining fields.

Basic index field = suffixed fields
SELECT commands search the Basic index unless term is qualified by suffix. To qualify a term to a given field, enter a forward slash followed by a two-letter suffix

Suffix/Code	Field Name	Indexing
None	All basic index fields	Word
/AB	Abstract	Word
/DE (/DF)	Descriptor	Word/Phrase
/ID (IF)	Identifier	Word/Phrase
/NT	Note	Word
/TI	Title	Word

Suffix	Example
None	S Inner(W)City(W)Neighbourhood?
/AB	S Neighbourhood(W)Affiliation?/AB
/DE	S Manipulative(w)materials/DE S Mathematics activities/DE
/ID	S Affiliate(W)behavior/ID
/NT	S Child(W)Development/NT
/TI	S Geometric(W)thinking/TI

Controlled vocabulary
Descriptors subject-related terms taken from a thesaurus/controlled vocabulary list, assigned to records by professional indexers
Bound descriptors/descriptor phrases multiple-word descriptors, entered into index as each individual word/whole phrase
Identifiers terms assigned to record by indexer generally not from controlled vocabulary. Typically proper nouns, geographic locations, or words not yet in thesauri

Proximity operators

Operator	Function	Examples	Terms retrieved
(w) ()	Words adjacent/in order specific	Library(w)science? Library ( )science?	Library science Library sciences
(nW)	Up to n intervening words in specified order	Library(2w)science?	Library science Library sciences Library with science Library and information science
(N)	Words adjacent and in either order (near operator)	Library(N)science?	Library science Library sciences Science library Sciences library
(nN)	Up to n intervening words, and in either order	Library (1N) science	Library science Sciences library Library with science materials Science related library
(F)	Words in some field, no word order/proximity specified	Socrates(F)oz Socrates(F)oz/ti	Both terms in title/abstract Both terms in the field
(L) database specific	Words in some descriptor unit Used to link subheadings	Zinc(L)toxicity	Zinc as descriptor heading linked to toxicity as subheading
(S) full-text	Words in same subfield or paragraph	Napoleon (S) France	Napoleon and France in same subfield or paragraph

Selecting descriptor terms
If you select a multiple-word phrase, including spaces and punctuation, Dialog retrieves the phrase only if it is an exact descriptor or identifier. e.g. s teaching skills, teaching(w)skills/de, s teaching (w) skills

If you select a single word and restrict with the suffix /DE, Dialog retrieves the word if it appears anywhere in a descriptor term. e.g. s teaching/de

To retrieve a single-word descriptor, but not descriptor phrases containing word, use the suffix /DF, e.g. s teaching/df

Basic index – file 148

Search suffix	Display code	Field name	Select examples
None	None	All basic index fields	S American(W)Bank?
/AB	AB	Abstract	S Citicorp/AB
/CN	CN	Case name	S American(W) Business(W)Service?/CN
/CO	CO	Company name	S Citicorp/CO
/UN	UN	Ultimate company name
/CP	CP	Caption	S Photograph/CP
/DE	DE	Descriptor/concept term	S Europe/DE
/EN	EN	Event name	S Joint(W)Ventures/EN
/GN	GN	Geographic name	S Europe/GN
/IN	IN	Industry name	S Banking/IN
/LP	LP	Lead paragraph	S Chemical(W)Banking/LP
/NM	NM	Named person	S Gates(1N)Phyllis/NM
/PN	PN	Product name	S Banking(W)Institutions/PN
/ST	ST	Statue name	S Glass(W)Steagall(W)Act/ST
/TI	TI	Title	S Europe(2W)Profits/TI
/TN	TN	Brand name	S Maestro/TN
/TX	TX	Text	S European(W)Operator?/TX
/XF	None	All basic index fields except full text	S Foreign(W)Operations/XF

All indexing is word.
Searching a phrase in the Basic Index of File 148 automatically searches the descriptor field since it is the only phrase-indexed field in the Basic Index.
Searching the word-indexed fields in the Basic Index using proximity connectors to indicate how close you want the terms to appear in relation to one another.

Module 2
Basic Index

Search suffix	Field name	Indexing
/AB	Abstract	Word
/DE	Descriptor	Word/Phrase
/ID	Identifier	Word/Phrase
/LP	Lead Paragraph	Word
/TI	Title	Word
/TX	Text	Word

Additional Index (Prefixed fields)

Search suffix	Field name	Indexing
AU=	Author	Phrase
BN=	ISBN	Phrase
CS=	Corporate Source	Word
JN=	Journal Name	Phrase
LA=	Language	Phrase
PD=	Publication Date	Phrase MMDDYYYY
PY=	Publication Year	Phrase YYYY
WD=	Word Count	Numeric
CO=	Corporate Name
DT=	Document Type
PC=	Product Code/Standard Industrial Classification
TS=	Ticker Symbol

Searching the additional indexes
Using a prefix is required when searching the Additional Indexes (S teaching skills and dt=conference?)

To SELECT a group of entries from the same prefixed field, use parentheses (s teaching skills) and dt=(conference paper or journal article)

Use the EXPAND command in phrase-indexed fields (additional indexes) to see how phrases appear in particular field index

Expand command tips
Enter the appropriate prefix for searched index.

Enter only the first part of the name/search term to go to the right index search.

Examine the E numbers list carefully.

Never enter any truncation or proximity operators because Expand is completely literal, character by character.

Selecting the items off the EXPAND list
Select E (or R) numbers off the EXPAND list using either the OR operator or a comma between individual E numbers, or the colon operator to select a range.

Page through up to 50 entries (12 items at a time) on the list by entering P or PAGE. Once you reach 50, must select your E numbers, as you will start a new list of entries.
SELECT all relevant E numbers before entering another EXPAND command. Each new command erases the previous command.

Phrase Indexing versus Word Indexing Tips
Use right hand truncation to pick up multiple endings to a phrase.

Searching general(W)electric in the word-indexed company field (/CO) will retrieve all records where the words occur directly next to one another in that specific order in the /CO field – regardless of any variation in the beginning or end of the company name.

Choosing a database
Have a request.

1. Use the information list. Consider
• Clearly defined subject
• Purpose of search, overview
• Topic perspective - academic, popular
• Information quantity
• Information type - complete article, abstract
• Known sources - authors, journals, papers
2. Determine database(s) to provide best information. Consider

• Content
• Coverage
• Currency
• Cost

Requesting the database description opens another web browser. Dialog is not case sensitive.
Type select [search query]
Click search
Dialog returns a list of databases with topic information and the number of records found. Can reorder results by sorting.
Check databases to search and click “Begin Databases” to run strategy.

Planning a search strategy

1. Select additional search terms
2. Use search word variants, truncation
3. Use proximity connectors to search phrases
4. Search exact record phrase; search phrases containing stop words, punctuation, hyphens, special characters
5. Narrow search for precision

Connector	Description	Example	Retrieves
(N)	Searches adjacent terms in either order	Fiber?(n)optic?	Fiber optics Optics fiber
(W)	Searches adjacent terms in exact order	Flex(w)time	Flex time Flex-time
(#n) or (#w)	Allows additional terms to occur between words	Market(5w)share	Share of the long distance market
(S)	Restricts words to the same paragraph	Telecommunication?(S)sales	Sales in the...

Logical operators

Logical operators	Definition	Example
Or	Use to group synonymous terms when one must be present	Ultraviolet or UV or Ultra (W) violet
AND	Use to connect terms when both/all must be present	Market(SN)share AND tennis(W)equipment

Using Classic Dialog search commands

Command	Example	When to use it
Begin B	Begin 9 B 9 B 9, 16 current B Business news	Use to begin with a file number to specify databases to be searched Use current to restrict a search to the current year plus the previous year specified
Select S	Select telecommut? S telecommut? S merg? or acqui? S s1 and s2	Use select to create a set of records (e.g. s1) that contains the specified terms

Managing search results
The item numbers can indicate a single record, a range or a non-sequential range of records, enter ALL to see all records.

Command	Example	When to use it
TYPE T	Type s1/6/1-3 T s 3/9/1,3 T s 2/6, k 1-5,8	To display search results in specified format
DISPLAY SETS D	Display sets D	Display a set of all sets created since the last BEGIN command

Refining a search
The basic index

Display code/search suffix	Field name	Indexing	Select examples
/SL	Slogan	Word	S(ALL)(W)ABOARD(W)/SL
/SP	Spokesperson	Word	S JAMES(W)EARL/SP

The extract field (/XT) searches both the Abstract and Lead Paragraph fields.

Suffix allows searching only most important information within each record, helping to make more precise search strategies.

Suffixes append to the end of a search word, phrase, or set number. Suffixes can be separated by commas.

Additional indexes
These indexes indicate how to narrow a search further by using information other than the search subject. (Display code omits=) All but WD is phrase indexing; WD is numeric indexing.

Display Code/Search Prefix	Field name	Select examples
AA=	RDS Accession number	S AA=014621
CT=	Concept term	S CT=Market share
GC=	Graphic code	S GC=WOR
MT=	Marketing term	S MT=General research
RT=	Record type	S RT=Full text
SF=	Special feature	S SF=Table
SL=	Slogan	S SL=All Aboard America
None/SO=	Source information
SP=	Spokesperson	SSP=James Earl Jones
UD=(None)	Up to this date	S UD=9999
WD=	Word count	WD>2000

Use truncation at end of a search term expressing a name to retrieve all name variations.
A colon is used to indicate a range of sequential entries to be retrieved.
The format for the Publication Date is usually YYYY, MM, DD (Year, Month, Day)

The Expand command
Use to verify spelling, punctuation, and other variations of the names in the field. Use the E Reference number(s) to SELECT desired entries.

Expand using appropriate prefix and term.

Select the E-numbered lines that contain variations.

Type S2/full/1 to see complete record.

Dialog applications
Dialog can help with a number of tasks:

Monitor competition	Track articles
Plan production introduction	Locate articles
Research industry development	Keep literature updated Check trademark/patent application/registrations with potential product line impact
Develop marketing strategies	Locate market share data and published market research reports, print out
Find merger and acquisition candidates	Screen companies based on financial parameters
Locate elusive company	12 million+ public, private, subsidiary, international company listings

Entering multiple operators

Repeat the same proximity operator to connect a series of search terms

Enter most precise operator first – W, N, L, S, F

Alternatively, use parentheses. Use around terms connected with logical operators so that these will be selected first. Select a set number in proximity to another set or to new search terms.

Dialog lecture

Basic search example
B to begin
# for database (separate multiple by commas; shorten to abbreviations if searching similar databases)
n for database file number
? searches [search terms]
brackets indicate subject headings
Dialog tells you how many records are available
?T for type view results
s1 = set 1 records
s = view titles and descriptors (free format, browse)
1 = print
SELECT

Set	Items	Description
Set number	Number of records containing hits	Term(s) as entered in the SELECT COMMAND

Always enter a space after command. Any word/term except stop words can be selected. Phrases must be selected using the (w) command unless the term is a descriptor or identifier.

Multiple terms can be selected when using logical commands. To create a set for each term in the command, use SELECT STEPS (change, recombine terms e.g. bilingualism in Canada, then bilingualism in Belgium).

Open truncation	? retrieves all words beginning with, e.g. with comput? (computers, computer, etc.); symbolises unlimited length with no intervening
Controlled-length truncation	Retrieves all words beginning with a maximum number of letters following word stem ? [space] ? retrieves all words beginning with ? with maximum of one character following word stem
Imbedded character	? for character replacement letter for letter to retrieve either spelling e.g. organisation, organization If more than one letter, use OR e.g., favor OR favour

Viewing records: TYPE command
Command format
?type s5/2/1-4

s5 /	2 /	1-4
Set number	Format	Items inclusively; item numbers can be a single record, a range (e.g., 1-4, 6, 9 or ALL/all)

If omitted, default becomes

Item	Next record display
Format	Format set typed
Set	Last set created

LOGOFF log off system
Enter one select command for each concept, combining synonyms and alternative terms with OR logic.Select the set numbers representing different concepts, combining them with AND logic.

Searching styles

Concept blocks	Break down logically with Boolean searching
Pearl growing	"Gem" search for perfect record meeting search criteria
Successive fractions	Extremely broad search - breakdown into finer divisions with more limits
Known item matching	Situation known item, looking for specific item to verify existence

Stacking Enter several commands in a single line of typing separated by semicolons. A line can contain up to 240 characters.

Narrow search	Broaden
AND concept	No concepts; limit
Use fewer terms	Use more terms or subject headings
Use proximity operators	Truncate left
Truncate right	Use broader terms
Qualify/limit	Remove qualifiers, limitations

Search the basic index/suffice fields
Select commands searches the entire Basic Index unless the term is qualified by a suffix. Using a suffix is an option when searching the Basic Index. To qualify a term to a given field, enter a slash (/) followed by two letter field suffix. Use a comma to specify either field.

Selecting descriptor terms
Include spaces and punctuation if exact descriptor single word restricted with descriptor, retrieves word anywhere in descriptor term, use DE

Retrieve single word using DF / IF

Searching numeric indexes

:	Low/high ends range, e.g. 1986:1991
>	Greater than
<	Less than
>=	Equal to/greater than
<=	Equal to/less than

Proximity
Exact phrases anywhere,
Adjacent/hear other words,
(sub)heading descriptors

Use for-:
Exact phrases anywhere,
Files not employing controlled vocabulary,
Phrases containing stop words, punctuation, hyphens and special characters
Phrases not in thesauri
Particularly new terms
Unusual expressions
Subjects marginally covered

Searching full-text files when using logical operators may be dangerously broad

Narrowing a search to decrease recall and increase proximity precision

Repeat proximity to connect series

Use parentheses

Correct order – W, N, L, S, F

Use parentheses around connected terms to be processed first

Replace punctuation marks with a (W) operator.

To select from a phrase-indexed field, enter the exact bound phrase with all punctuation intact, if containing slash, apostrophe, or logical operator, enclose the phrase in quotation marks.

Precision versus Recall Search examples

Select command(s)	Records	Explanation
east and germany	3691	Two words appear in the same record
east(f)germany	3364	Two words appear in same Basic Index Field
east(w)germany	1852	Phrase appears in Basic Index
east(w)germany/ti	559	Phrase appears in title field
s east germany	2	Phrase appears as a Descriptor or Identifier

Searching on terms containing punctuation

To select from a word-indexed field, replace each punctuation mark with a (w) operator.

To select from a phrase-indexed field, enter the exact bound phrase with all punctuation intact. If the phrase contains a slash, apostrophe, or logical operator, enclose the full phrase in quotation marks.

Expand command

Expanding in the Basic Index: ?expand microcomputer

The EXPAND display pauses after every 12 lines. Use PAGE (or P) to see the next 12 lines. Up to 50 lines can be displayed.

Expanding to view the Online Thesaurus

To view the related terms, EXPAND the E number. Each related term is assigned a R reference number. An R-numbered list includes a code describing the relationship.

Expanding on terms containing punctuation

Do not use proximity operators or truncation.

The strings of characters entered after EXPAND is interpreted literally and simply inserted into the index where it fits alphabetically.

Selecting terms after expanding

To retrieve a single entry from an expand list, Select its E/R number. Be sure to SELECT before entering EXPAND. Each EXPAND command creates a new list and erases the previous one.

Selecting multiple terms

Retrieve multiple entries from same EXPAND list synonymously related, use OR logic. Retrieve sequential entries, use colons.

Expanding in additional indexes

Use EXPAND to check entry form for fields containing names.

For author’s name, enter surname and first initial.

For company’s name, enter first part then try variation with abbreviations, punctuation.
For journal name, start by EXPANDING on first word. Notice if database uses abbreviations. If needed, enter a different EXPAND.

Limits

Available to facilitate broad restrictions to retrieval. Entered as suffixes in a SELECT command. Limits are highly database specific.

Determine what limits are available – read Bluesheets, enter command HELP LIMIT n (with n being file number)

Enter suffixes in SELECT commands after /

Use /ENG more than LA=English. Use LA= field for other languages. EXPAND to verify entry form.

Current= current year plus the previous year

Expand fields if you’re not sure what a field has available.

Restrict publication date, SELECT from appropriate Additional Index. In databases with PY= field, enter years without prefix as a LIMIT suffix.

Dialog

Records

Bibliographic	Citation Title Author Date Location Summary/Abstract
Directory	Gives information/description Names/Addresses Business types
Numeric	Demographic
Fulltext	Complete article

Producers provide information, in which Dialog then makes searchable and accessible within minutes.

Content is constantly updated.

More access points include title, keywords, date, author

Command space data

Begin (b)	Put in desirable database	File number
Select (s)	Locate/display records
Type (t)	Followed by format/	6 title only 5 full record/records to display 3 bibliographic display
Logoff
Truncation ***	Cuts down/typing synonyms	Or -1 present And – all Not – eliminates
S s1 and s2	Selects sets 1 and 2

(n) non specific word order, requires proximity, include a number for number of intervening words

(w) specific word order between words, looks words up together in a phrase; truncation available

Stop words
Stop words aren’t indexed. They are replaced by proximity operators or enclosed in quotation marks.

Stop words are: of, and, an, by, for, from, the, to, with

An example using stop words would be:

slip? (2w) tongue which would locate “slip of the tongue” with ‘of the’ being the 2 intervening words between slip and tongue

Logical operators are and or not

Components of commands steps, files, set number

symbols = * + : /

Index
Abstract

Title

everything else in additional indexes

Limit = limit specific

Sort = sort by title/author/journal

Format

Additional indexes – company names, authors, explands

ST = state; CY = city; ZP = zipcode

Dialog Pocket Guide

http://support.dialog.com/searchaids/dialog/pocketguide/pktgde.pdf
Sections of interest:
• Basic search commands
• System features