Finding Information on the World Wide Web.

[check] This checklist provides some basic guidelines to help those new to searching for information on the World Wide Web. It assumes a basic knowledge of how to connect to the web and move from page to page.

The number of sites available on the web has grown exponentially from some 130 in 1993 to over 31 million in 2001. The web has developed without any predetermined plan or structure so that looking for specific facts can be like looking for a needle in the proverbial haystack. While the web contains some excellent resources for managers, students and researchers there is no comprehensive system of quality control and users are just as likely to find inaccurate, unreliable or misleading information.

Definition

The World Wide Web (www) is a system within the Internet that provides access to vast quantities of information of every conceivable type held on computers all over the world. Computer software known as a "browser", allows anyone with a personal computer and a network connection to retrieve information from the web.

Advantages of using the web as a source of information

* it provides access to vast quantities of information from all over the world

* a great deal of information is free of charge

* up to the minute news is available almost as it happens

* the web can be searched from your desktop 24 hours a day, 7 days a week

* information can be downloaded to your PC and printed out straight away.

Disadvantages of using the web as a source of information

* it can be difficult and time-consuming to pinpoint what you need among hundreds or thousands of hits

* there is a danger of information overload

* information is highly variable in quality and may be inaccurate or out of date

* the web is unstructured and volatile--sites may disappear or move without notice

* network connections may be slow or unreliable

* phone bills may be high if you are using a dialup connection charged by the minute.

Action Checklist

1. Think through exactly what you need to know and for what purpose

The more clearly you can define what you are looking for, the easier it will be to locate it.

Consider, also, what kind of information you are looking for. Do you need concrete facts and figures or commentary on current issues? Are you looking for practical advice on how to implement a specific management technique or the results of research into how it has been used in industry? Do you need primary data or will "information about information"--a listing of journals covering a subject, or a reading list of key books on a topic--fit the bill?

2. Consider alternative sources of information

In some cases printed sources or proprietary databases may yield an answer more quickly and cost-efficiently than an Internet search. For example: you are looking for contact details for a well-known business personality. Who's Who, available in your local public library, might have just what you need. Or perhaps you need a listing of large manufacturing companies in a local area. Check whether your company information centre subscribes to a suitable database.

3. Identify a likely starting point

Ask yourself if you already know of any possible sources for the information you need. For example, the Institute of Management Consultancy web site might the place to start looking for a management consultant with a particular area of expertise.

4. Familiarise yourself with different types of Internet search tool

A basic understanding of how these work can help you select one suitable for your specific query.

1. Search engines

These databases of web sites are probably the best-known search tool on the Internet. Use a search engine if you are looking for something specific and have a good idea you will find it on the web. Just type keywords into the search box provided and you will be presented with a listing of sites. However, the search may retrieve hundreds or even thousands of items, only a few of which are relevant. There are hundreds of search engines and they vary in size of database, subjects covered, the way sites are selected and indexed, and the search options available, so it's worthwhile taking the time to discover ways to search effectively. Reading the "help" screens can make searching quicker and more efficient and good online tutorials are available. Google at www.google.com and Yahoo at www.yahoo.com are two well known search engines.

2. Directories

If you are looking for more general information, a subject-based approach may be more fruitful. Some search engines, like Google and Yahoo, offer a directory of sites in subject categories as well as a database search.

i. Web directories are compiled by human editors who select sites and group them by subject. Well-known directories covering a wide range of subjects include the WWW Virtual Library at www.vlib.org and Open Directory at www.dmoz.org.

ii. Subject gateways focus on a specific subject area. They are put together by subject experts who aim to select high quality resources and include brief site descriptions to help you decide if a site is worth looking at. For example, Management Link is a collection of links to management information sites compiled by researchers at the Chartered Management Institute which can be found on the website at www.managers.org.uk.

The Resource Discovery Network at www.rdn.ac.uk has put together a helpful listing of UK-based academic subject gateways.

5. Identify appropriate search terms or keywords

You might find it helpful to make a list of words and phrases that describe your target, especially when using search engines. Think of synonyms or alternative spellings, for example, organisation or organization. Be aware of very general words and those that may have different meanings in different context. Choose a more specific word or add an extra word that will make the context more specific. For example, a search for "apple" will retrieve material about the computer company and the fruit. Adding the word "computer" should exclude most of the fruity references. Most search engines provide Advanced Search options that allow the user to define searches more specifically. It is often possible to use additional or alternative words and exclude others, or limit the search to titles of documents or to certain types of sites.

6. Refine your search

If your initial search retrieves thousands of hits, narrow it down by choosing more specific terms or limiting the search to a geographical area, language or date. If you don't find anything, try using a broader term.

7. Critically evaluate the resources you have identified

Bear in mind that material on the web has not necessarily been reviewed by an editor or selected by a librarian--anyone can publish whatever they like. It is often difficult to determine who has provided the information. Does it come from a reputable organisation or an expert in the field? Are contact details supplied? Is the author selling a product or likely to be biased? Is the information still current? When was the site last updated?

8. Keep track of any useful resources you find

Browser software used to access the web such as Internet Explorer or Netscape normally allows you to "bookmark" web sites or add them to a list of Favourites. Some sites may disappear or move without warning but reputable and well-established sites will post a message directing users to the new address. If you find a useful page, save it to file or print it out. If you forget how you reached a site, use the Back button or click on History to retrace your steps.

9. Be aware of copyright legislation

This is especially important when downloading, printing out or reusing information. Many sites have statements of terms and conditions stating what they regard as acceptable.

10. Take advantage of resources which will help you develop your searching skills

These range from seminars, books and magazines to online tutorials. A selection is listed under Useful Reading below.

11. Get advice and practical tips from colleagues and experts in the field.

Some web sites offer discussion forums and email lists where you can post questions and get advice from other Internet users. For example, Freepint at www.freepint.com welcomes queries about business information resources on the Internet.

Dos and don'ts for finding information on the World Wide Web

Do

Clarify in your own mind what you are looking for.

Consider alternative sources of information where appropriate.

Plan your search strategy before starting.

Carefully evaluate and where possible check the information you find.

Be aware that copyright legislation applies to information on the web.

Don't

Waste too much time checking through hundreds of search engine hits.

Surf aimlessly and rely on serendipity to find good quality information.

Assume the information you find is accurate and up to date.

Useful Reading

Internet research handbook: a practical guide for students and researchers in the social sciences, Niall O Dochartaigh London: Sage, 2002

Business to business bible, Simon Collin Chichester: John Wiley, 2000

Advanced Internet searchers handbook, rev ed, Phil Bradley London: Library Association, 2001

Online tutorials

* Social Science Information Gateway www.sosig.ac.uk/training

* RDN Virtual Training Suite www.vts.rdn.ac.uk

* Search Engine Showdown www.searchengineshowdown.com

* Search Engine Watch www.searchenginewatch.com

* TONIC The Online Netskills Interactive Course www.netskills.ac.uk/TONIC/

*

Useful addresses

Aslib Training, The Holywell Centre, 1 Phipp St, London, EC2A 4PS

Tel: [phone] Web: www.aslib.co.uk

Netskills, Information Systems and Services, University of Newcastle, Newcastle-upon-Tyne NE1 7RU

Tel: [phone]

Thought starters

* How can you identify the key Internet resources in your field?

* How does the cost of Internet access, telephone calls or line rental and time spent online compare with subscriptions to charged information services?