Using the collection

Viewing files

The (in)edition Archive contains a series of image files (in PDF format) and a set of indices for use in searching the content of the files. The (in)edition texts open in Adobe Acrobat Reader: users will need to install the Reader on their computers if it is not already installed. Adobe Acrobat Reader is free; simply follow the installation instruction at: http://www.adobe.com/products/acrobat/readstep2.html

Browsing

To browse the text files by date, select a date from the drop-down menu box on the search page. The user will be taken to an intermediate page which contains the following information: volume and issue numbers, the date of publication as well as a list of the titles and page numbers for all of articles in that issue. Select the 'View PDF file' and the issue will appear in a new window on the screen. Engage the scroll bar on the right side of the screen to scroll through the issue to locate an article of interest. This mode of selection will be useful for users who wish to simply browse the entire content of a specific issue, or all of the issues of (in)edition. It will also be of value to those who know when a specific event took place and are seeking information in the newsletter.

To browse the (in)edition text files by article title, select the appropriate letter of the alphabet on the search page. An intermediate page will appear on the screen with the heading, 'Results from alphabetical browse of article titles', below which is a list of article titles with volume, issue, date and page information. The article title is linked to the appropriate PDF file: by selecting a title the user is taken directly to that issue of (in)edition which opens in a separate window. The user will first want to record the page number of the article in order to scroll through the issue to that article. This option will appeal to users who are aware of an article title but not the issue or year in which it appeared.

Searching

Every article in (in)edition has been indexed. The indices contain entries for names of persons, events, University departments and bodies (e.g. Board of Regents), campus and external organizations, locations, and subjects. In addition to these standardized points of entry there is a brief abstract of an article's content.

Access to the indices is provided by one of two means: browse or search. Browsing is available either by publication date or by article title. Searching can be done through a simple word search, or by entering search terms into any of the nine search boxes on the 'Advanced' search screen. Either browsing or searching will direct the user to a file of the appropriate issue of (in)edition, but not directly to the article sought. Finding a particular article requires the user to scroll through the issue to the appropriate page and column.

Access to the (in)edition PDF files is possible by searching for specific words, or by engaging the Advanced Search mode.

Word Search

To search by word, enter a word or string of words in the Simple search box and select 'go'. This initiates a search of the entire set of indices and returns all articles in which that term has been indexed. This is not a full-text search of the articles, only the indices. An intermediate page will open, 'Results of your search in order of date', on which appears article titles, together with volume, issue, date and page information. . At the top of the page is a grey box which offers to 'view full display'. When engaged this feature will provide all of the bibliographic detail noted above as well as the data entries for all of the search fields which contain a positive value. The search term which has initiated this search will be found in at least one of these fields. The advantage of this search procedure is that it permits access to all articles of relevance that contain the search term, if it has been indexed. When engaged, the article title takes the user directly to the PDF file for that issue of (in)edition: the user will want to make note of the page number on which the article appears

Users may wish to engage the *wildcards* option in the search which offers truncated searching options and may be appended to either the beginning or the end of a term. An example of the *wildcard option is offered on the search screen. The *wildcards* option can also be employed to search a string of words. For example: entering "clarence* [space] community" will return results in which the Clarence Atchison Award for Excellence in Community Service is indexed.

Where search requests find no respondant records, the following message appears: "Sorry, no records matched the specified criteria. You may wish to try the advanced search form, where possible choices for a search may be chosen from a drop-down menu."

Advanced Search

The (in)edition Archive also provides an Advanced Search option. Users employing this page will see a new page open on the screen which permits them to submit information in one of nine search boxes on the left side of the screen, or employ the search terms found in the drop-down menus on the right side of te screen. The following indices are available in the Advanced Search: word; personal name; body, organization — internal; organization — external; department; subject; event; location. Users may enter (or select) a value in one or all of these boxes: information entered into several boxes will act as a limiting device to restrict a search to those articles which respond to all the entered (selected) values. When a user selects a term from the right side menu, it is pasted into the left side search box. The search boxes do not clear following a search; users will need to remove information from all search boxes (i.e. the right side search box should read, 'select a value', the left side box blank) if they do not wish to employ that value when initiating a new search.

Users may wish to engage the *wildcards* option in searches which offers truncated searching options and may be employed at either the beginning or the end of a search term. An example of the *wildcard* option is offered on the search screen. The *wildcards* option can also be employed to search a string of words. For example: entering "clarence* [space] community" will return results in which the Clarence Atchison Award for Excellence in Community Service is indexed.

There follows a description of each of these index options.

• The Word search operates in the same manner as it does in Simple search mode. On the right side drop-down menu this search can be restricted to words in the Article title, words in the article Abstract, or words appearing in any of the indices. A search employing the Word box will search across all entries in all (or a selected set) fields. Users should be aware that a search using only the Word index will return the largest volume of citations, but may contain many which ar eof little or no value.
• Personal Name searches are useful where a user is seeking information about a specific individual. The right side menu offers the proper name form for individuasl. Note the naming convention employed: Last name, first name. Users should employ this format when entering names in the left side box, or risk having a limited return (or possibly no returns). Variant name forms are tolerated, but again may result in an incomplete retrieval. The *wildcard* option can be employed in this box where the user is unsure of the first name, or the proper spelling of either name. Personal names may appear in more than the Personal Name index (e.g. in the Abstract or the Subject indices): users may wish to employ the 'View Full Display' prior to opening the PDF file, to see whether the article contains information appropriate to their search. Name forms are not case sensitive.
• Organization - internal refer to associations, clubs, and groups which have a presence on campus but are not part of the administrative or academic organization of the University of Winnipeg. Examples of internal organizations include: the Alumni Association, the University of Winnipeg Liberals, the Wesmen sports teams, the Students' Association and the Faculty and Staff Club.
• Organization - external refer to associations, clubs and groups which are part of the University's community life, but are not organized by or associated solely with the University of Winnipeg. Examples of external orgainzations would include Amnesty International, the Alcohol Foundation of Manitoba, the Canada Council and World University Service Overseas. Also included here are other universities (inside and outside Manitoba), as well as academic organizations which have held meetings at the University of Winnipeg.
• Department - is confined to academic and administrative departments of the University. This also includes Research Chairs and bodies (e.g. Centre for Rupert's Land Studies, Prairie Regional Chair in Women's Studies).
• Subject - refers to the subject matter of an article in (in)edition. Subject terms are based on formal subject headings as well as locally-generated subject headings. The purpose of using the Subject search is to limit the scope of a search to the particular phrase employed. For example: selecting the subject 'Affiliated institutions — Collegiate' from the right side menu will return two articles. Where a user enters the term 'Collegiate' in the left side Search box, six articles will be retrieved (by way of contrast, users entering 'Collegiate' in the Word search box will currently retrieve 64 articles). Users are advised to employ the right side drop-down menu when searching in the Subject index. Where one is uncertain of the appropriate form of subject heading, a more general search under the Word index might be the more appropriate choice.
• Event - refers to activities, celebrations, etc. that occur at the University. Event includes annual events of the University (e.g. Autumn Convocation), events sponsored by external organizations (e.g. Virtuosi Concerts), or one-time meetings of Associations or other bodies that take place on campus. It also includes University-sponsored events that take place off-campus (e.g. Skywalk Series).
• Location - refers to buildings, offices and other physical sites on the University campus.

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