Searching In NOTIS

Searching in NOTIS is command driven, that is to say, you will find no menus to guide you in your work. This page will show you the commands you need to find your way around the catalog.

Table of Contents
Processing Units
Basic Searching Formula
Bibliographic Search Types & Search Labels
Other Useful Searches
Displays & Display Navigation
Search Strategies

Processing Units

The first concept you need to understand is the idea of a Processing Unit (or PU). Each cataloging agency in the IU Library system has a PU code. Here is the list of PU codes for IU:

                           LOCATION CODES

  BB  Bloomington Libraries              ID  Indianapolis Dentistry
  BG  Bloomington Government Doc Dept    IL  Indianapolis Law
  BM  Bloomington Music                  IM  Indianapolis Medicine
  BT  Bloomington Archives of            IP  IUPUI University Libraries
           Traditional Music             KO  Kokomo
  BW  Bloomington Law                    NW  Northwest (Gary)
  BY  Bloomington Lilly                  RI  Richmond
  CO  Columbus                           SB  South Bend
  FW  Fort Wayne                         SE  Southeast (New Albany)

The code for the Music library is BM, so to search for an item in our processing unit you would need to use the code "BM" in your search string.

There are two codes that you will use in your work that are not "locations" per se. They are AF for the Authority file and XT for overlaying and bringing in new records. You will learn more about the use of these codes later in your training.

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Basic Searching Formula

The basic formula for searching in NOTIS is as follows:

lt [ PU] find [ search type] = [ search string here]

The word "find" is usually shortened to "fi"

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Bibliographic Search Types & Search Labels

The search type tells NOTIS where to search for the requested information. You can perform an author search, a title search, a series search and a subject search. Each search can be performed separately, or you can do a "Dictionary Search" to search all of the various types at once (the majority of searching you do will be the Dictionary Search). The search type is indicated by a two letter code which represents the view and the type of search you would like to perform.

In your searching you will use what is called a "universal view." The universal view allows you to see authority headings and bibliographic records in the same display. The code for a universal view is the letter "j." You construct your searches by combining the letter j with code for the index you want to search. Here is a portion of a universal dictionary search for the composer Maurice Durufle:

                                                NOTIS INDEX SEARCH       BL31
 BIBLIOGRAPHIC INDEX -- 209 HEADINGS FOUND  1 - 20 DISPLAYED
    DURUFLE MAURICE 1902
  1           *ESTABLISHED HEADING  (AF 100 ccb)
  2   .ANDANTE ET SCHERZO POUR ORCHESTRE OP 8 I AND <1955> music (BM 100)
  3   .CHIMES OF WESTMINSTER ANDANTINO IMPROMPTU FI <1975> sound (BM 700)
  4   .CINQ IMPROVISATIONS POUR ORGUE <1958> music (BM 700)
  5   .CONCERTO EN SOL MINEUR POUR ORGUE ORCHESTRE <1939> music (BM 700)
  6   .FUGUE SUR LE THEME DU CARILLON DES HEURES DE <1990> music (BM 100)
  7   .INTEGRALE DE LOEUVRE POUR ORGUE <1985> sound (BM 100)
  8   .KING OF INSTRUMENTS MARIE MADELEINE DURUFLE <1967> sound (BM 700)
  9   .MASS CUM JUBILO OP 11 FOR BARITONE CHOIR OF <1974> sound (BM 100)
 10   .MESSE CUM JUBILO A UNE VOIX OP 11 QUATRE MOT <1960> sound (BM 100)

Line 1 is the authority record for Durufle's name. Lines 2-10 are works that IU holds by Durufle listed in alphabetical order.

To perform that search you would type the following string in the home (i.e. upper left hand corner) position:

ltbm fi jx durufle maurice ENTER
(Notice that there is no comma between the first and last name)

BM is the PU for the Music Library, fi is the abbreviation for "find." In the search type "j" is your view and "x" indicated that you wanted to search all occurrences of the search term in the database. The composer's name is your search term. You press ENTER to execute the command.

Here is a table with the various bibliographic searches you will be using:

jxUniversal dictionary
jaUniversal author
jtUniversal title
jslUniversal subject

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Other Useful Searches

There are several other types of searches you will find useful in your work. The basic formulation of the searches is the same as the bibliographic search you have already learned. Below is a table with the search codes and their definitions. You will learn how to interpret and use these labels during your training. They are inclued here as a reference.

itsearch by barcodeltbm fi it 30000058188511
clsearch by LC call numberltbm fi cl m242 .b
nosearch by OCLC numberltbm fi no 13905025
cosearch by "other" call numberltbm fi co lp s4395 d1
blankrecall record by NOTIS numberltbm fi AEM4826
recall unlinked item recordsltbm fi az76327-1-1

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Displays & Display Navigation

Now that you know how to find something in NOTIS, let's talk about how to interpret what you find, and how to get around large search results. [: this section assumes that you are doing "jx" dictionary searches.]

Contents for this section
Bibliographic Guide screen
Bibliographic Index screen
Explanation of the Index line
Subject Heading Display
Uniform Title/Main Entry Display
Getting around the Index

After performing a search you will see either a Bibliographic Guide screen or a Bibliographic Index screen. A guide screen, as it's name implies, gives you a place to start. You will not be able to retrieve records from the guide-- you will need to pick a spot to jump in. Here is an example of a guide screen:

                                                 NOTIS INDEX SEARCH    
  BIBLIOGRAPHIC GUIDE -- 3414 HEADINGS FOUND
   1 STRAVINSKY IGOR 1882 1971
1054  --ANNIVERSARIES ETC
1055  --BIBLIOGRAPHY
1061  --CHRONOLOGY
1063  --CORRESPONDENCE
1065  --CRITICISM AND INTERPRETATION
1090  --DICTIONARIES
1093  --DISCOGRAPHY
1102  --EXHIBITIONS
1105  --FRIENDS AND ASSOCIATES
1108  --HARMONIC SYSTEM
1110  --INTERVIEWS
1112  --MANUSCRIPTS--FACSIMILES
1119  --PICTORIAL WORKS
1128  --PORTRAITS
1131  --SONGS AND MUSIC
1135  --SOURCES
3414 STRAVINSKY IGOR FEDOROVITCH 1882 1971
Notice that the numbers on the left side of the display are not in sequential order.

The first line that you see in the display is the full, authorized form of Stravinsky's name, followed by the subject headings that have been used with his name in the catalog. To look at a record with the subject "Songs and Music" you would type:

1131 ENTER
which would take you to that number in the bibliographic index.

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The Bibliographic Index presents your search results in a sequential list. From this list you can type in a line number to retrieve the record. In an index screen the records are presented in the following order:

1) Alphabetically by title (lines 1-33)
2) Subject heading in alphabetical order (line 34)
3) Alphabetically by uniform title/main entry (lines 36-41)
Here is an example of a bibliographic index:
LTBM MORE
                                        NOTIS INDEX SEARCH        BL31
 BIBLIOGRAPHIC INDEX -- 97 HEADINGS FOUND  1 - 20 DISPLAYED
    BOULANGER NADIA
  1           *ESTABLISHED HEADING  (AF 100 ccb)
  2   .CLAIRIERES DANS LE CIEL POUR CHANT ET PIANO <1970> music (BM 700)
  3   .DINU LIPATTI RECITAL <1960> sound (BM 700)
  4   .FRENCH RENAISSANCE VOCAL MUSIC <1962> sound (BM 700)
  5   .GRANDEUR ET MYSTERE DUN MYTHE SOUVENIRS DE Q <1995> (BM 600)
  6   .LIEDER UND KAMMERMUSIK <1993> sound (BM 100)
  7   .LILI ET NADIA BOULANGER <1982> (BM 600)
  8   .MADEMOISELLE CONVERSATIONS WITH NADIA BOULAN <1985> (BM 100)
  9   .MADEMOISELLE CONVERSATIONS WITH NADIA BOULAN <1985> (BM 700)
 10   .MADEMOISELLE CONVERSATIONS WITH NADIA BOULAN <1985> (BM 600)
 11   .MADEMOISELLE CONVERSATIONS WITH NADIA BOULAN <1985> (FW 600)
                  *             *              * 

30   .TENDER TYRANT NADIA BOULANGER A LIFE DEVOTED <1977> (FW 600)
31   .TENDER TYRANT NADIA BOULANGER A LIFE DEVOTED <1977> (RI 600)
32   .TENDER TYRANT NADIA BOULANGER A LIFE DEVOTED <1977> (SE 600)
33   .100 GREATEST RECORDINGS OF ALL TIME NO 67 68 <1981> sound (BM 700)
    --SONGS AND MUSIC
34           *ESTABLISHED HEADING  (AF 100 bcb)
35      .HOMMAGE A NADIA BOULANGER NA FIET HARFE I AL <1975> music (BM 600)
     .AU BORD DE LA ROUTE
36           *ESTABLISHED HEADING  (AF 100 cab)
37      .LIEDER UND KAMMERMUSIK <1993> sound (BM 700)
     .BOULANGER NADIA
38      .OEUVRES DE MONTEVERDI <1992> sound (BM 700)
39      .PETIT CONCERT OF FRENCH VOCAL MUSIC FROM THE <1950> sound (BM 700)
40      .PETIT CONCERT OF FRENCH VOCAL MUSIC FROM THE <1970> sound (BM 700)
     .BRAHMS JOHANNES
41      .NEW LOVE SONG WALTZES AND OTHER VOCAL QUARTE <1955> sound (BM 700)
                  *             *              *           
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Let's interpret what you are seeing. In line 1:

  BOULANGER NADIA
  1           *ESTABLISHED HEADING  (AF 100 ccb)
we have the authority record giving the established form of Boulanger's name. The AF stands for Authority file, and the letters following the 100 are the heading use codes (you'll learn more about those later!)

Line 2 is a typical index entry for a bibliographic item:

 2   .CLAIRIERES DANS LE CIEL POUR CHANT ET PIANO <1970> music (BM 700)
We have a line number followed by the title and publication date of the item. The word music refers to the format of the item (a score). When you see sound (for ex. in line 4 above) in the display the item is a sound recording (CD, LP, tape). Items with no indication are books (ex. line 8). The last part of the entry (BM 700) indicates the processing unit of the item and the MARC tag number of the search term. (You'll learn plenty about MARC!)

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Line 33 marks the end of the title arrangement. Line 34 beginning of the Subject heading section of the display. In our example there is only one subject heading:

   --SONGS AND MUSIC
34           *ESTABLISHED HEADING  (AF 100 bcb)
35      .HOMMAGE A NADIA BOULANGER NA FIET HARFE I AL <1975> music (BM 600)
Line 34 is the established form of the subject heading, and line 35 is the bibliographic record that contains the heading in question.
Notice that subject headings are set off by the characters "--"

Here's an example of a display with more than one subject heading (the composer searched is Chopin):

      --DISCOGRAPHY
 867           *ESTABLISHED HEADING  (AF 100 bcb)
 868      .COLLECTORS CHOPIN AND SCHUMANN <1978> (BM 600)
 869      .DYSKOGRAFIA CHOPINOWSKA HISTORYCZNY KATALOG <1986> (BB 600)
 870      .IN SEARCH OF CHOPIN <1952> (BM 600)
 871      .OEUVRE DE FREDERIC CHOPIN DISCOGRAPHIE GENER <1949> (BM 600)
 872      .PLYTY TASMY <1969> (BM 600)
      --DRAMA
 873      .CHOPIN <1978> sound (BM 600)
 874      .REENCONTRO DE DEUSES QUADRO ARTISTICO <1970> (BB 600)
      --FAMILY
 875           *ESTABLISHED HEADING  (AF 100 bcb)
 876      .ANCETRES PATERNELS DE FREDERIC FRANCOIS CHOP <1987> (BM 600)
 877      .NOKTURN CZYLI RODZINA FRYDERYKA CHOPINA I WA <1986> (BB 600)

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Line 36 marks the beginning of the uniform title/main entry section of the display. In this section pieces by the composer are arranged by a cataloger supplied title called a uniform title (you'll be learning lots about uniform titles, the important thing at this point is to recognize what you are seeing in the display). Here are lines 36-37:

     .AU BORD DE LA ROUTE
36           *ESTABLISHED HEADING  (AF 100 cab)
37      .LIEDER UND KAMMERMUSIK <1993> sound (BM 700)
Notice that the headings in this section are set off by a "."

AU BORD DE LA ROUTE is the heading, record 36 is the authority record for the heading, and line 37 is the bibliographic record that contains the heading.

Look at the following example from our list for Nadia Boulanger:

  .BRAHMS JOHANNES
41      .NEW LOVE SONG WALTZES AND OTHER VOCAL QUARTE <1955> sound (BM 700)
This is an example of a "main entry" entry. In this case, we have a recording of music by Brahms (the main entry of the bibliographic record). Our search subject, Nadia Boulanger, was a performer on this recoding. The catalog record contains an entry under Boulanger's name with a special code to indicate that she is a performer on the item, thus this record shows up in our search index for Boulanger, but since she didn't write the music on the LP, it's listed (or entered) under Brahms.

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Getting around in the Index

Once you perform a search, you'll need to know how to get around the index quickly. This is of particular importance for prolific composers! For example:

LTBM MORE
                                                NOTIS INDEX SEARCH     
 BIBLIOGRAPHIC INDEX -- 3414 HEADINGS FOUND  1 - 20 DISPLAYED
    STRAVINSKY IGOR 1882 1971
This bibliographic index consists of 3,414 headings and we're only seeing the first 20! Note the upper left hand corner-- it says MORE. If we press Enter at this point we'll see items 21-40. That's all fine and dandy, but what if we want item number 2,000?!? That's a lot of keystrokes!

There are two ways to get to that 2,000th item. We can enter the following command:

2000 Enter
which will take us directly to that bibliographic record. Or we can type:
inde 2000 Enter
(inde is the abbreviation for "Index")
which will take us to the bibliographic index for headings 2000-2007. At that point, to view the 2,000th record we can simply type 2000 and press Enter to execute the command.

To get back to the heading index from the bibliographic record type:

inde Enter
You can use this method to go to any point in the heading index.

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Search Strategies

Now that you know how to construct a search, and how to interpret what you find, let's talk about some methods to make your searching more fruitful.

Contents for this section
The "partial" search
The name/title dot search
What it is
How to do it
Putting it together

The Partial Search

To search NOTIS is it not always necessary to type a complete search string. All you need is enough to form a meaningful search for the machine. You won't get meaningful results with a search like this:

ltbm fi jx bac
But a search on the string "bach j" could be useful! Read on to find out why.

It is not necessary to type in a composer's complete name to fine his/her works. In fact, most of the time it's more useful not to! Here are some examples to illustrate this concept.

A partial name search is useful when you can't remember all of a composer's name. Look at the results for this search:

ltbm fi jx durufle
                                                NOTIS INDEX SEARCH       
 BIBLIOGRAPHIC GUIDE -- 223 HEADINGS FOUND
  1 DURUFLE CHEVALIER MARIE MADELEINE
 12 DURUFLE GILLES
 15 DURUFLE MAURICE 1902
 60  --BIBLIOGRAPHY
Now you can easily consult the index to determine that Maurice, and not Giles or the Chevalier, is the Durufle you were looking for!

The partial name search is also a handy way to avoid extra typing (always a good idea in my book!). The partial name search is also a good way to spot errors in the database. If a name heading is incorrect it won't file properly and will stick out to your trained eye.

You can also use a partial search string for titles and subjects and series. So don't be afraid not to type!

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The name/title "dot" search

This method of searching is essential for searching prolific composers (Its name comes from the construction of the search). What the search does is enable you to jump to the uniform title section of a composers index (and avoid scrolling through hundreds of records). You do this by combining the authorized form of the authors name with the uniform title for the piece you're looking for.

Here's an example. Say you want to find all the records in our catalog for Johann Sebastian Bach's Well Tempered Clavier. You form your search string:

ltbm fi jx bach johann seb
Here is what you'd get:
 LTBM MORE
 SEARCH TERMINATED AFTER 5000 ENTRIES            NOTIS INDEX SEARCH     
  BIBLIOGRAPHIC GUIDE -- 5000 HEADINGS FOUND
   1 BACH JOHANN SEBASTIAN 1685 1750
You could use your index navigating skills to get to line number 4034 and there you would find:
4034   .WELL TEMPERED CLAVICHORD <1942> music (BM 100)
4035   .WELL TEMPERED CLAVICHORD 48 PRELUDES AND FUG <1893> music (BM 100)
4036   .WELL TEMPERED CLAVICHORD 48 PRELUDES AND FUG <1893> music (SB 100)
4037   .WELL TEMPERED CLAVICHORD 48 PRELUDES AND FUG <1922> (BM 100)
4038   .WELL TEMPERED CLAVIER <1953> sound (BM 100)
4039   .WELL TEMPERED CLAVIER <1958> sound (BM 100) ETC.......
All your records, right? Wrong!!! You have only found the editions of the WTC with titles in English. Editions in German don't start until line number 4139, some 5 screens away. The "dot" search offers you a way to use uniform titles to find all versions of your title.
You will be learning lots about uniform titles in the course of your training. The purpose of this section is to show you how to find and use these titles for searching. If you don't get all the details, don't worry! You just need to know how to construct the search at this point.

Here's how you do it. The basic search formulation is:

ltbm fi jx [ established form of name] .[ of uniform title] Enter
For the Bach example here's the search:
ltbm fi jx=bach johann sebastian 1685 1750 .wohltemperi Enter
This is the result of that search:
                                               NOTIS INDEX SEARCH        BL31
BIBLIOGRAPHIC INDEX -- 312 HEADINGS FOUND  1 - 6 DISPLAYED
   BACH JOHANN SEBASTIAN 1685 1750
     .WOHLTEMPERIERTE CLAVIER
             *SEARCH UNDER
 1            BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 1 T
                (AF 400 ccb)
 2            BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 2 T
                (AF 400 ccb)
This gives you a reference (i.e. tells you to search under) to the authorized form of the uniform title for the piece (and some other stuff). As you scroll on through the records you'll find the records you are looking for.

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Now, you are not expected to know and remember the complete name and dates for all the composers, much less the uniform titles! You can use the partial search methods you learned earlier to get the information you need to construct your searches. Let's use our Bach example again. We can do this search to get Bach's full name and date:

ltbm fi jx bach joh Enter
This will return a bibliographic guide screen and at the bottom of the screen you'd see:
1608 BACH JOHANN MICHAEL 1745 1820
1610 BACH JOHANN NIKOLAUS 1669 1753
1618 BACH JOHANN SEBASTIAN 1685 1750
You can enter the line number 1618 to see the beginning of the index, or you can take the name and dates from the guide (I like to use the copy & paste commands to reduce both typing and errors of transcription!).

Now that you know Bach's complete name and dates, it's time to deal with the uniform title. You know the piece you want is the Well Tempered Clavier so you could start with that:

ltbm fi jx bach johann sebastian 1685 1750 .well temp Enter
Which would return this screen:
 LTBM MORE
                                                 NOTIS INDEX 
SEARCH        BL31
  BIBLIOGRAPHIC INDEX -- 8 HEADINGS FOUND  1 - 6 DISPLAYED
     BACH JOHANN SEBASTIAN 1685 1750
       .WELL TEMPERED BRASS QUINTET
          *SEARCH UNDER
   1       BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 1 T
                 SELECTIO (AF 400 cab)
       .WELL TEMPERED CLAVICHORD
          *SEARCH UNDER
   2       BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 1 T
                  (AF 400 ccb)
   3       BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 2 T
                  (AF 400 ccb)
       .WELL TEMPERED CLAVICHORD SELECTIONS ARR
   4      .PRELUDE CHORAL AND FUGUE <1937> music (BM 700)
       .WELL TEMPERED CLAVIER
           *SEARCH UNDER
   5        BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 1 T
                  (AF 400 ccb)
   6        BACH JOHANN SEBASTIAN 1685 1750 .WOHLTEMPERIERTE KLAVIER 2 T
                  (AF 400 ccb)

And scanning the index, you'd see that the uniform titles you need are at line 5 and 6. From here you can do one of two things, you can type:
LTBM fi 5 Enter
When you have a uniform title with numbers in it, (the 1 in line 5 "KLAVIER 1 T") you will need to remove them after you do the search. Try the search and you'll see what I mean!
or you can use the very handy term command. This command retypes the last search you entered. From there you can edit the search easily:
LTBM term Enter
which produces this line:
LTBM FIND JX=BACH JOHANN SEBASTIAN 1685 1750 .WELL TEMP
from here you would use the arrow keys on the computer to replace .WELL TEMP with .wohltemp (or as much of the uniform title as you can remember or choose to copy). Your new search would look like some variation of this:
LTBM FIND JX=BACH JOHANN SEBASTIAN 1685 1750 .wohltemp
which will send you to the correct spot in the index.

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