CrossSearch at the CrossRoads: Implementing

Federated Searching at Georgia Tech

GUGMMay 20, 2010

Lori CritzLarry Hansard

Guy Leach

The implementation of CrossSearch, at the Georgia Tech Library, was a team effort between technical services and public services personnel to blend vendor-based (MetaLib) and open source (Xerxes) software into a customized federated search product. The presentation will focus on 4 areas of this implementation: technical installation, configuration and subsequent interface customization; the process for developing a list of databases and subject categories; promotional efforts – including embedding within existing research tools and the campus course management system; and hands-on usability testing with students across campus. Future implications, in light of new developments with the Primo interface, will also be discussed.

Technical InstallationConfiguration

and Interface Customization

What is XERXES?

• It’s an open source interface to the MetaLib federated search software from ExLibris.

• It can be easily customized.• It’s easy to add local features and

authentication.

XERXES development

• XERXES was developed by David Walker from the California State University System.

• Used by over 30 institutions around the world including the Cal State University System, Johns Hopkins University, Georgia State, New York University, University of Notre Dame, University of Oregon.

XERXES development

• XERXES is written in PHP and XSLT.• Can be downloaded from

http://xerxes.calstate.edu/.

Why use XERXES

• MetaLib has a very hard to follow interface.• MetaLib could not be customized easily.• Authentication.

Quote from the University of London: “MetaLib is possibly the worst and most

confusing library interface I have ever come across.”

Installing the code

• Videos by David Walker http://code.google.com/p/xerxes-portal/wiki/Installation– Installing XERXES– Advanced configuration

New updates from XERXES

• Detection of mobile devices• Recommender service• Using Primo Central

Customizations

• Easy to edit XERXES (make edits to local copies).

• Easy to upgrade.• XERXES is installed locally.• MetaLib is installed on a server at UGA.• Development/production instance.

http://gtsearch.library.gatech.edu

Georgia Tech’s Customizations

User Feedback

User Feedback-Good

• The search is fantastic! I found what I wanted right away without having to search through individual, often redundant databases. Thanks...this is awesome!

• Worked great -- effective and efficient! • I like the auto-search in multiple databases

rather than having manually select each one.

User Feedback-Bad

• Takes too long • It's nice but i can't send search results to

endnote. • Doesn't work

Georgia Tech’s Customizations

Single Sign On

Quick Links

Developing a List of Databases

and Subject Categories

Making Decisions

• Who made the decisions?– Some decisions were made in conjunction with GALILEO– Local decisions made by MetaLib Task Force at GA Tech with feedback

from Subject Librarians

• How were decisions made?– MetaLib orientation and setup documentation – Visiting numerous MetaLib sites– Knowledge and experience of Task Force members and subject librarians– User feedback

• When were decisions made?– Continuously– Willingness to change

Key MetaLib Decisions

• Use for federated searching and for list of databases • Three Tools / Pages:

– QuickSearch labeled “QuickStart”– MetaSearch labeled “Multi-Database Search”– Find Database replaced our List of Databases

• Determine which databases will be metasearchable• Quick Sets and Categories & Sub-Categories

– QuickSets are metasearchable lists of databases preselected by the librarians

– Categories & Sub-categories are subject divisions used to organize databases in the Find Database page as well as the Metasearch page

Three Links/Tabs for the three tools in MetaLib• Quick Start and Multi-Database Search provide metasearching functionality• Find Database provides list of databases and links to search native interfaces

Creation of List of Databases in MetaLib

• Migration of previous CMS to MetaLib– Manual transfer/entry of databases into MetaLib– Developing policy for inclusion in List of Databases– Maintaining two system for the past two years. Content Management

System used for List of Databases is also used to provide subject guides

• Activate or create titles in MetaLib– If record exists you can edit and activate– If no record exists you can create from scratch or copy an existing

record

Find Database—Title Tab• Browse alphabetically by using menu• Type in keyword and search

Find Database – Locate Tab• Can search by using any combination of boxes: --Title, Database Vendor, Category, Any Word, Type

Find Database – Category Tab• MetaLib enables the library to define a two-level hierarchy of subject organization: Category and Sub-category

• All subjects have minimum of 3 sub-categories: --Primary Databases, Related Databases and All• Subject librarians can add sub-categories unique to the subject

List of Databases for Biology—Primary Databases

MetaLib database results list in Table View and Brief View

Categories & Sub-categories

• Started with general disciplines as the categories and subject areas for the Subcategories – Category: Engineering Sub-Category: Mechanical– Many subject sub-categories had over 20 databases with no way of

further subdividing or grouping

• Changed and made the Subjects the Categories and created Primary Databases and Related Databases Sub-categories – Category: Engineering, Mechanical Sub-categories: Primary

Databases, Related Databases, All, etc.– Librarians can create a variety of Sub-categories specific to their area– Made the lists manageable and easier to use

Which Databases will be Metasearchable

• Is there a configuration or can one be written– Search & Display in MetaLib– Search in MetaLib & Link to native interface

• Are there resources that are metasearchable that you choose not to make metasearchable– Shared resources– Limited users– Pay per search– Quality of metasearch results

QuickSearch (QuickStart)• QuickSets are lists of databases preselected by the librarians• Grouped by subject, format, or any combination of metasearchable databases• Databases should be metasearchable with search & display configurations

Quick Sets

• General Research: a good place to start– Includes four general databases: Academic Search Premier, Research Library,

JSTOR and Web Of Science– Tried including the GT catalog but found that the results were unsatisfactory.

The patron often had to scroll through several book records before finding an article

– This quickset is used as an article search box embedded on library home page

• Format Quick Sets: News/Current Events, Reference Sources and Library Catalogs

• Subject Quick Sets– Tried subject quick sets but task force as well as librarians found that

many subjects were not adequately covered by metasearchable databases

– Other options for Subject metasearching provided by MetaLib

Metasearch (Multi-Database Search)• Defaults to Quicksets• User can select all or some of the databases in the Quick Sets

Metasearch (Multi-Database Search)• Users can select search type: – Quick Sets, Categories, or Locate

Select Search type “Categories”• The same subject categories and sub-categories used for Find Databases• Can search an individual database by clicking on the linked title

Multi-Database -- Category search • Category displays databases within one subcategory • Users must check the boxes next to databases to include in metasearch• ALL displays all databases without subcategories

MetaLib Search Progress screen• Search progress screen displays the databases titles, status of the search, records found and records retrieved

MetaLib Search Results Screen• Metalib uses various icons to indicate full-text, peer review, add to cart• Displays several facets for narrowing the search results

Experience with MetaLib

• Customized many aspects including terminology, defaults, and some display elements but wanted to do more

• Determined that using three tools/pages was not as simple as we wanted

• Determined that the functions on each page were not as simple as we wanted

• Attempted more advanced customization but found these changes to be difficult

• Investigated Xerxes open-source overlay software as an alternative to the MetaLib interface

Databases Tab on Library Home Page• Provided alphabetical menu for access by title• Databases by subject drop down menu

Xerxes Databases Page• Simple alphabetical list with navigation at top• Standard Quick Links for additional navigation

Article Tab on Library Home Page• CrossSearch box searches General Research Quick Set• GT CrossSearch by subject goes to new page with subject categories

Xerxes Metasearch Page• Metasearch QuickSearch box (CrossSearch) and subject links on a single page• Access to List of Databases through right-hand menu

Individual Subject Category Page• Displays the Categories and Sub-categories from MetaLib• Metasearch (CrossSearch) function available though link labeled Biology CrossSearch

Metasearch (CrossSearch) box • Primary databases will be searched via the CrossSearch box• User can change (add/subtract) databases by checking/unchecking boxes

Xerxes Search in progress screen• Displays the databases being searched, the status and the hits• Search Status bar gives an easy to view graphic of search progress and display

Search Results• Uses icons and text for full-text, peer review, saving records• Xerxes allowed set up for personal space: -- My Saved Records & My Custom Search

Xerxes: Observations

• Open-Source software provides interface with simplified layout and increased functionality– Two pages: List of Databases page & Metasearch page

• Uses the Quicksets, Categories & Sub-categories and database information from MetaLib

• Allows users to create personal space– My Saved Records– My Custom Search: create their own combination of databases

• Can work right out of the box, but also allows for customization

Promotional Efforts

Marketing Tools

• Flyers/hand-outs• Library Blog entries• “What is CrossSearch?” webpage• Website tabbed search box

Marketing Tools

We created hand-outs/flyers to guide users …

Marketing Tools

Blog entries …

Marketing Tools

http://www.library.gatech.edu/search/crosssearch.php

Marketing Tools

Tabbed search box provides “general” CrossSearch and link to subject offerings …

Marketing Tools

New website integrates CrossSearch into toolbar …

Research Guides

Old homegrown guides with embedded CrossSearch box ….

Research Guides

Research Guides

Research Guides

Research Guides

New LibGuides with embedded CrossSearch box …

Google Widget

Google Widget has a “Quick Article Search” tab for the General CrossSearch option …

T-Square Integration

• Sakai (open source) Course Management System• Developing new TOOL that will allow instructors

to include embedded link to appropriate CrossSearch list

• Programming is underway• Next step will be to develop a match between

CrossSearch options and each GT course offering• Some CrossSearch options will need to be

created

Usability Testing

Usability Testing• Conducted 2 hands-on sessions with

undergraduate students • Used a laptop & set up in Commons/Café area• Offered candy incentive to spike their interest• Presented scenarios and did a “talk through”

test• Several themes emerged from testing –

need for better visibility/terminology/consistency

• Currently revising the interface based on recommendations

Scenarios• SCENARIO #1: You are in an undergraduate

LCC/English class and need to locate articles on the use of symbolism in Hawthorne’s “The Scarlet Letter.” Show us how you would do this.

– From your results, lead us to the full-text of one article.

• SCENARIO #2: For a psychology class your professor has asked that you use the PsychInfo database to find 3 recent journal articles on Schizophrenia. Show us how you would do this.

• SCENARIO #3: Your professor has asked you to locate an article in the ACM database. Show us how you would navigate to this database.

Scenarios• SCENARIO #4: For your biology class, you need to

use scholarly articles for your term paper on Stem Cell Research. Show us how you would search MULTIPLE databases simultaneously on this topic. Once you get your results, show us; how to access the full-text of the articles; how to SAVE three records (and then access the saved list); and how to PRINT the RESULTS you got. – Once you have run this search, show us how you could

access the results from just ONE of the databases searched.

– Show us how you could change the combination of databases searched.

Additional Questions Asked• Does the terminology “databases by subject” make sense?

If not, what would you recommend?• Did you consider using the ‘Databases A-Z List’ or

‘Databases by Subject’ (whichever one they didn’t use)? • Do you think the CrossSearch box should be located on the

initial subject page? • If you could redesign this page, how would you do it?• What did you think of the color scheme? • Were there any navigational links that you were looking for

or would like to see? • Are there any that should be more prominent?

Additional Questions Asked• Did you look for help information/link? Would you use

one and what should it be called?• What did you most like about CrossSearch? • What did you like the least? • On a scale of 1-10 how would you rank the ease of use. • On a scale of 1-10 how would you rank your satisfaction

with the search results. • Have you used CrossSearch from the home page. The single

article search box• Have you used the subject CrossSearch pages before today? • Would you consider using it now?• Is there anything else you want to comment on about this

search system?

Challenges/Issues

• Scenarios needed ‘tweaking’ to get at issues we wanted to address

• Graduate students and faculty may have very different views

• There are several recommendations that could not be addressed due to inherent features of the system

• Additional round of testing needed after changes are implemented

Recommendations• Add a KEYWORD option to search, along with ALL FIELDS option.• Change “Check For Availability” wording to “FINDit@GT” for

consistency, or choose more obvious wording ---- and, move this link/option closer to article title (to increase visibility as several students remarked it was not obvious/visible to them)

• Make MY SAVED RECORDS and MY DATABASES folders larger/bolder.• Move MY SAVED RECORDS to top or side of results list.• Add a PRINT icon (if possible); if not, add instructions saying use

FILE/Print or CTL/P.• QUICK LINKS heading text/font needs to be BIGGER/BOLDER, as do

the individual links under it.• CrossSearch box should be more obvious – use colored box perhaps

or make larger/bolder.• Overall font size on page needs to be increased.

Recommendations• On CrossSearch boxes, the “Search multiple databases

simultaneously …” message should be ABOVE search box, and larger/bolder. They liked this wording however!

• SAVE RECORD link needs to “show” a record has been saved – perhaps add a message “record has been saved.”

• In subjects listings, add option to be able to select an entire “category” (e.g. Primary, Related, …) to search.

• The link from the Library’s homepage should be obvious and lead directly to CrossSearch (perhaps linked under Search & Find).

• “Search a handful of our most popular databases …” needs to say “SIMULTANEOUSLY” as well.

• Add brief phrase of explanation to each database on subject lists (students said they will not click on “I” for more info).

• Make it more obvious that individual titles of databases are “clickable” to search them individually.

• Divided response on need for CrossSearch Box or link to CrossSearch on subject pages – a change is probably not needed at this point.

Demo

Questions?