This page does not print automatically - use the "Print" option on your browser

How to use Medline via OVID

In this tutorial you will be introduced to the Medline database, which uses OVID software. You will learn how to:

• access Medline
• search in databases
• view and understand a record
• save what I've found

Access is restricted to Monash students and staff. To use this software outside the library you need to know your Monash AuthCate password.

For more information on using OVID, you can click on the Help button at the top of the Main Search page of any OVID database.
Information about AuthCate is at: http://www.lib.monash.edu.au/guides/remote/authcate1.htm .

What are electronic databases?

An electronic database is an organised list of published information sources (usually journal articles), either giving directions (a citation) to where you can find the full information or containing the information itself (full-text databases).

Each information source has an individual record. Each record is made up of fields. Each field contains a different piece of information about the source. The database searches for information contained in these fields.

Databases do not all function in the same way, but the same basic skills and knowledge will allow you to use most databases.

A catalogue or database record is divided into fields. Each field contains a different detail about an information source. Fields (and their names) vary between databases, but the most important ones are: author, title, source (which make up the citation you will need to find the information), abstract and subject headings.

You should take note of:

• Author - the person(s) or organisation responsible for producing the information
• Title - usually of the journal article, although in some databases it can be a book, thesis or book chapter
• Source - usually the name and details of the issue of the journal in which the article appeared, including the page numbers
• Abstract - gives you a brief summary of the article, book or thesis content
• Subject headings (Descriptors) - a concise description of the content of the information. Look for subject headings relating to your topic that you may not have considered already

Other fields can help you to find material on the same subject, or can give you additional details about where the information you want can be found.

Here is a sample record:

More on electronic databases What's the difference between the databases? Databases differ in subject matter, in forms of material included, the availability of full-text and in the access method. There are three ways of accessing databases at Monash (some databases can be accessed in more than one way): The CD-ROM was an early form of database, so people often still refer to all databases as CD-ROMs. In the Library this type of database is often only available as stand-alone - you have to go to the library that holds the actual disc and use it on a PC there. Networked databases allow more than one person to search at the same time because the Library loads all the information to a central server. These can be accessed from any Library site and will require an Authcate password. Online databases are stored elsewhere, and the Library arranges access to them. Some can be searched over the Internet (access using Authcate password), others require a dedicated PC in the library. There is no direct cost to the Monash user for accessing these services. They are provided for the purpose of making the learning, teaching and research activities of Monash staff and students easier. What can I find in a database? In databases you can find details of material (journal articles, product reviews, documents, conference papers and in some cases, books) that can form the basis of, or add greater depth to, your research. You can also check bibliographic information about journal articles. You might also find: a summary (abstract) of the information referred to entire articles or documents (full-text databases) very current information - some databases are updated daily or weekly links to Monash University Library holdings via the library catalogue Important copyright note: Use of data extracted from electronic databases for purposes other than academic research or teaching/learning may be forbidden or restricted under the terms of our licences. Please consult with library staff if you wish to use the data for other purposes. Which database should I use? Most of the electronic databases available through the Library are sorted into subject on the Databases page. There is a wide variety of databases for every subject area. Many popular databases are available through the Library's database network or on the world wide web. When choosing a database you need to check: what subject/s it covers whether its contents are mainly local or foreign based what time period it covers where you can access it from Some databases might be more useful than others for particular topics, even if they deal with the same subject area. Always try more than one if possible. More details about each database is available from its library catalogue record, or the Databases pages. The Databases page is located at: http://www.lib.monash.edu.au/databases/

What is an OVID database?

Many databases can be accessed using the same software. One common piece of software is OVID. OVID databases collectively cover a range of disciplines. The cross-disciplinary nature of much research necessitates searching for relevant information across traditional discipline boundaries.

Detailed descriptions of the databases contained within OVID are presented in the menu which comes up after logging on to OVID. It provides access to databases in the following fields: medicine, science, nursing, economics, information technology and engineering.

Many useful databases are not available through OVID and you should investigate these too.

The examples in this tutorial use Medline, a biomedical database.

Medline provides summaries of articles from over 3,900 journals which collectively cover all areas of biomedicine. The database extends back to 1966 and is updated weekly. Full text articles (including images or graphics) are included for over 60 of the journals, from 1995 (15 of them from 1993). Records and articles can be viewed online and downloaded.

Most of the journals covered are U.S. publications, but European, Asian and a small number of Australian journals are included. For access to articles and news specifically about Australian biomedicine you should also use the Australian health databases (e.g. AMI, ATSI, DRUG) which are available via Informit.

How do I decide what to look for?

To search effectively it is important that you consider exactly what question you are trying to answer. This is called developing a search strategy.

Following these steps will help you to simplify your question:

1. What is your topic?
   
   
   
2. What are the key concepts in your question? List them.




3. Are there other ways in which you can express these key concepts?

When you complete these steps you will have a list of search terms to start with. Be willing to add and subtract from your list.

If you do not understand all the terms involved in your topic consult an encyclopedia or dictionary, or ask a fellow student, tutor or a librarian.

To increase the likelihood of finding relevant material, you need to think about alternative terms that can be used to describe the same concepts. You should think about: synonyms (eg mobile telephones, cellular telephones) plural/singular forms (eg women, woman) spelling variations(eg behaviour, behavior) variations of a root word (eg feminism, feminist, feminine) acronyms (eg chief executive officer, CEO) Many books, journals, webpages and databases are produced in the United States and therefore favour North American spelling and terminology, so include these in your alternative expressions if appropriate. Sometimes using a thesaurus or specialised dictionary might help, particularly if you aren't clear about some terminology or concepts.

1. What is your topic?
   
   What is effect of drug addiction on the brain?
   
   
2. What are the key concepts in your question? List them.


drug addiction, effect on brain


3. Are there other ways in which you can express these key concepts?



1. drug addiction, type of drug addiction (ie which drug? all drugs?)
2. brain effects, brain damage, brain injuries

These terms will form the basis of your search. In many databases you would have to link your terms together to find all the specific information. In Medline this is made simpler with mapping.

Once you have searched with these terms you will need to review your results to see if your search can be improved.

Having devised a search strategy you are now ready to use it to find information. Here you will use it in a database, in this case Medline.

How do I get into Medline?

To make the your connection to Medline you should use the Monash Library databases page. Select Medline from the dropdown list or the Medicine & Health Sciences page, then click on the linked Medline heading.

Outside the library you will be asked to log in. Use your Monash AuthCate user name and password. Login, and click on "Continue" (at the top of the OVID news page) to get to the "Choose a database" page. On this page click on the recent version of Medline to begin.

Information about AuthCate is at: http://www.lib.monash.edu.au/guides/remote/authcate1.htm . The Databases page is located at: http://www.lib.monash.edu.au/databases/

The "Choose a database page" allows you to select not only which database you want to use, but in some cases, a specific time period. Some databases are so large they have to be divided into separate sections. Medline has been split into several sections, and is also available for searching in full.

OVID will allow you to easily repeat your search in another time period in the same database, or search up to five databases at once.

Click on the most recent Medline listing to begin to retrieve the lastest information.

How do I search in databases?

Essentially searching is simple - type a term (or terms) into the search window and click on the "Search" button. You will usually get some records (hits) in return. But by using a few simple techniques you can make your searching more effective.

To search databases effectively, with the maximum number of really relevant records being returned to you, you need to understand and apply the techniques described on the next few pages. Not all techniques will work in all databases, but if you understand these steps you will have the skills to search most of them.

For more information on the options on this screen, use the Help (top right).

Medical Subject Headings (MeSH)

MeSH terms make searching easier, because once you know the terms used for your topic you will be able to use them to find other relevant material. Medline makes finding the right terms easier for you by using mapping.

Searching using Mapping

To begin a search, type your search terms into the command line box, then press ENTER or click on "Perform search". In this case you would type drug addiction. Make sure that the mapping option is turned on, as shown below.

Explode:
• selecting this box will retrieve records not only containing the subject heading listed, but also any or all more narrow or specific terms (these can be seen by clicking on the heading itself)
• using Explode will increase the number of records you retrieve

Focus:

• clicking on this box will restrict your search to those records where the concept listed is the main point of the article
• useful in a search which has retrieved a large number of records and/or where only a few articles are required

Explode the Substance-Related Disorders heading by selecting the Explode box next to it, then click on "Continue".

Don't worry if you try this yourself and don't get exactly the same number of records (or "hits") - the database will have been updated. Now repeat this process with the search term brain damage.

On the next screen check Include all Subject Headings again and "Proceed".

Using AND

This search produces Set #2, with 3242 records containing the subject headings brain damage, chronic and brain injuries with all their subheadings. Now you need to combine the two searches.

You can combine your searches using AND and the number of the previous search sets (in the left hand column of the search results table).

Type in 1 and 2, then press ENTER. Set #3 is the result, which contains 62 records. Remember, this number will vary if you try this search yourself, as the database will have been updated.

You now have created a set of records that each contain a reference to both of the concepts in your question.

AND You can combine your search terms to try and limit the amount of material or "hits" you get, or to make them more specific to your search. To do this you can use a Boolean operator, AND. The AND operator is used to reduce the number of hits you get. When you use AND the search engine only returns records that have all the specified terms in them. For instance if you use fish and chips the database engine will only return records with both the word fish and the word chips in them.

How do I view and understand a record?

To view a list of the records in Set #3, click on the "Display" button for that set. A Titles Display appears, giving citation details for each of the latest 10 records added to the database.

Click on the scroll arrows to move down the page. Click on at the top or bottom of a Titles Display page to move to the next 10 citations.

Note all words from your search string are in bold.

To view the full details for any citation, click on the "Complete Reference" link.

Fields

A complete record is shown. Information is arranged in fields, with the citation information at the top. The Abstract provides a summary of the article. The MeSH headings are also shown.

Many records will link to the Full Text of the article at the top left. If the record does not link to the full text you will need to record the citation details so that you can find the article. The WebLink button will search the library catalogue for the journal.

Note that full text articles include images or graphics, but they cannot be saved to disk. If you are accessing the database from outside Monash libraries you will be able to print them out. The Library does not offer facilities for printing images or graphics.

Reviewing your search

As you search you should be prepared to revise your search terms, and add to or subtract from them as necessary. Check the records you obtain for useful terms to use in further searches.

Some general tips on improving your search:

The database you are using will affect the effectiveness of your search strategy e.g. using music in a music database will return almost everything, while using symphonic in a general arts database might restrict you too much.

You may find that the terms you have chosen are too broad so you will need to be more specific, e.g. use classical music instead of just music.

Some terms might be too specific, and will return too few hits, e.g. try rock music instead of grunge.

Remember to use the subject headings or descriptors from records you think are useful to look for similar records. Use them in completely new searches, or link them with terms from your original search using AND and OR.

Your first attempt at searching might not be successful. You may retrieve too few relevant records, or too many to be useful. The next few pages describe some tactics you can use to improve your search.

If you retrieve too few relevant records it could be that your search needs to be less restrictive.

If you retrieve too many records to be useful it is likely that your search has not been specific enough.

These are some ways of improving your search result. Experiment to see which works best for a particular search.

In Medline this will search for your words in the title, abstract or subject headings.

No hits or not enough hits?

• use a textword search
• reduce the number of concepts you are using
• use an OR search to broaden your search
• consult a thesaurus or index for alternative terms
• use more general search terms
• use subject headings as search terms
• make sure you have used any Boolean operators correctly
• try searching across all the fields instead of a specific one
• use explode to include more specific terms
• choose "Include All Subject Headings"

If none of these help, you may be using an inappropriate database for your needs. Check what others are available.

OR You can combine multiple terms into one search to get more records or "hits". You do this by using the Boolean operator OR. Most databases offer Boolean searching. For instance, if you type in itch or scratch the search engine in the database will find all the records that have either of these words or both words in them. So you should get quite a lot of hits. Boolean is library terminology (derived from mathematics). All you need to know is that Boolean searching allows you greater control over the way that you search.

Too many hits?

• use the Focus option to narrow the search
• use an AND search to narrow your search
• make sure you have used any Boolean operators correctly
• use more precise terms
• try searching in a specific field instead of across all of them
• use a specific MeSH subject heading
• use the limiting function

If none of these help, you may be using an inappropriate database for your needs. See what others are available.

Limiting

In many databases a search can be refined or narrowed by limiting a search to a range of set criteria. In OVID click on the "Limit" icon on the Main Search Page for a display of the options. The Main Search page also lists some of the main options.

For Medline these include limiting the search to records:

• with Full Text Available
• from the Latest Update only
• in English (Monash holds relatively few non-English language journals)
• about Human subjects
• Review for a geneal overview of a topic

For more detail on these and other options, see the help provided by the database.

What parts of a record do I need?

Once you have found records that you think will be useful you need to note down where to find the information. You can do this by writing it down, or you can use the database to save the results to a floppy disk.

If you are writing down the results it is essential that you take note of the the author, title and source (including the volume, issue, date and page numbers) fields so that you can find the information later.

If you are using a database in the library it is always a good idea to bring formatted floppy disk with you.

Most databases will allow you to save records to a floppy disk so that you can refer to them or print them out elsewhere. The saved records can be viewed in virtually any word processing software.

Some databases have the facility to email the results to an address that you specify.

Check the help screens of the database you are using to find out the exact method of downloading.

As you view the records you are able to select any for saving by clicking in the box at the top of the record next to Citation #.

After selecting the records you require from the search set, use the "Titles Display" button to return to the Titles Display. Move to the bottom of the page, to the Citation Manager.

Click the bullets in each category, as shown above.

Check "Include Search History" so that a record of your search strategy is included, then click on the "Save" button.

A Windows Save as.. box will appear, for you to provide a filename and choose a drive. Include .txt at the end of the filename (e.g. searches.txt). These files can be viewed and printed from any word processor.

You can also use this page to email your searches to yourself.

Can I reuse my searches in another year or database?

It is often a good idea to search in more than one time period or database. To save time you can perform the same search in another time period automatically. From the Main Search Page, click on the "Change Database" icon.

The database menu appears - select another time period e.g. Medline 1993 to 1996.

Click on "Open and Re-Execute" to confirm that you wish to repeat the search.

The result will be presented on the Main Search Screen. Note that the heading is now the time period selected: Medline 1993 to 1996.

Summary

The key points to remember about using databases are:

• subject coverage, emphasis, years covered and content vary between databases, so you may need to search in more than one
• think about the key concepts you are looking for before you start searching. Write them down if necessary. Look for alternative terms.
• if you want to get more records (hits) from a search combine terms using OR
• if you want to get fewer records from a search combine terms using AND, or use a limiting option
• use relevant subject headings (descriptors) as search terms.
• using database functions like Truncation (sometimes called wildcarding) or Limiting can make searches more efficient.
• always logoff once you have finished so that others can use the database.

if you need more help contact the library.