CrossSearch at the CrossRoads: Implementing Federated Searching at Georgia Tech

1. CrossSearch at the CrossRoads: Implementing Federated Searching at Georgia Tech GUGM May 20,2010 Lori Critz Larry Hansard Guy Leach

2. 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.

3. Technical InstallationConfiguration and Interface Customization

4. 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.

5. 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.

6. XERXES development • XERXES is written in PHP and XSLT. • Can be downloaded from http://xerxes.calstate.edu/.

7. 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.”

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

9. New updates from XERXES • Detection of mobile devices • Recommender service • Using Primo Central

10. 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.

11. http://gtsearch.library.gatech.edu

12. Georgia Tech’s Customizations User Feedback

13. 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.

14. User Feedback-Bad • Takes too long • It's nice but i can't send search results to endnote. • Doesn't work

15. Georgia Tech’s CustomizationsSingle Sign On

16. Quick Links

17. Developing a List of Databases and Subject Categories

18. 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

19. 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

20. 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

21. 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

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

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

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

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

26. List of Databases for Biology—Primary Databases MetaLib database results list in Table View and Brief View

27. 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

28. 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

29. 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

30. 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

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

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

33. 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

34. 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

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

36. 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

37. 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

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

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

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

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

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

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

44. 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

45. 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

46. 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

47. Promotional Efforts

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

49. Marketing Tools We created hand-outs/flyers to guide users …

50. Marketing Tools Blog entries …