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Selecting reference management software


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Discussion of factors to consider when selecting a reference management program

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Selecting reference management software

  1. 1. University Computing Service Selecting a Reference Management System 23rd March 2010 Rosemary Rodd HELP-DESK@UCS.CAM.AC.UK Welcome University Computing Service
  2. 2. University Computing Service Health and Safety
  3. 3. University Computing Service General Information  Objectives: select the best reference management program FOR YOU  Pre-requisites: prior use of a wordprocessing program and web browser  Duration & Break: 15 minutes  Course Material: slides  Delivery Style: lecturer  Follow-on courses: EndNote Desktop, EndNote Web
  4. 4. University Computing Service  Sign in: Pink Attendance Sheet  Please fill in Green Review Form at the end of the course  Let us know if you need assistance: Please ask questions General Information
  5. 5. University Computing Service Too Much Choice!! Possibilities include: o MS Word’s in-built bibliography feature - free as part of Word o EndNote Desktop - £89 o EndNote Web - Free for Cambridge University members o Reference Manager (Windows only) - £180 o Procite (Windows only) - £180 o Zotero - free to download open source o Mendeley - free to download open source o Papers - £30 No citation feature. o BibTeX - free, but complicated to learn/integrate with document
  6. 6. Multi-Stage Process o Collecting references o Reading the material (I hope!) o Citing into a document which represents your own original work. Programs are not equally good at handling each stage
  7. 7. Follow the herd If everyone else in your department uses a particular program, you may be well advised to do the same. o Peer assistance. o Ease of exchanging files. o Output is likely to conform to local standards.
  8. 8. Where are your references?? • Somewhere in cyberspace? • Somewhere on your computer, but you don’t know where? • In your documents folder?
  9. 9. Does it matter?
  10. 10. YES!!!
  11. 11.  If you can’t be sure whether important data is backed up or not.  If you CAN’T back up your data because you can’t find it.  If you can’t access your data because someone else’s servers are down.  If you over-write your data because you are confused about which is the most recent version.  If your partner over-writes your data because they are confused!  If the CIA want your reading list.
  12. 12. MS Word • Little ability to harvest references from online sources: must be typed in. • Reference layout can be changed without re- typing by using layout styles • No facility to modify layouts. • References are stored inside your normal word documents and backed up with them.
  13. 13. EndNote Desktop • Excellent ability to harvest online references. Can be complicated to set up. • Reference layout can be changed without retyping using output styles • Output styles can be edited. • References should be stored in the documents folder, but the unwary user can easily select an obscure (and dangerous!) location. • Poor warning messages if you are about to overwrite an existing file when creating a new one and dangerous default file naming.
  14. 14. EndNote Web • Excellent ability to harvest from online sources. Simple to set up. • Reference layout can be changed without retyping using output styles • No facility for user to modify output styles • References stored on Thomson Reuters’ servers in the US
  15. 15. Reference Manager • Excellent ability to harvest online references. Can be complicated to set up. • Reference layout can be changed without retyping using output styles. • Output styles can be modified by user. • References should be in the documents folder but, as with EndNote desktop, it’s possible for a naïve user to set up a different location by mistake.
  16. 16. Zotero • Excellent ability to harvest references online. Simple to set up. • Reference layout can be changed without retyping using output styles. • Only “power users” can modify output styles. • References are stored inside the local Firefox preferences folder and also synched with Zotero servers, but this can be turned off. An unwary user might assume references are NOT stored on the local machine.
  17. 17. Mendeley • Doesn’t directly search online sources: mainly intended as a repository of PDF files discovered by other means. • Reference layout can be changed without retyping using output styles. • Only “power users” can modify output styles. • References are stored inside the user’s Library directory, but synched to Mendeley’s servers
  18. 18. BibTeX • Doesn’t search online sources. • Reference layout can be changed using output styles. • Users can modify output styles • References are stored as a plain text file in the documents folder
  19. 19. GIGO!
  20. 20. Quality Control Quality Control Free Internet tutorials on a range of subject areas produced by a consortium of UK universities to give students the skills needed to evaluate information sources. Mostly aimed at undergraduates, but still of some use at postgraduate level to give a broad view of what professional sites are available.
  21. 21. QuickTime™ and a H.264 decompressor are needed to see this picture. Better than working…. Gloucestershire Reintegration Service, (Teachers TV: 2006) (downloaded 25/03/10) Available under a Creative Archive Licence.
  22. 22. I downloaded the “Ruff behaviour” video from Teacher’s TV to embed it in this presentation. Before doing this I clicked the “licence information” link to check the terms on which the original copyright holder had provided it. This confirmed that it was OK for me to use it for educational purposes in my own work, provided the authors were acknowledged. Am I legal?
  23. 23. Copyright Law in the UK Be aware of the “fair use” regulations on copyright materials. If you feel brave you can read 69 pages of advice from the University’s legal department Basically you should not download, photocopy, or scan whole books or journals unless they are so old that they are no longer in copyright or the copyright owner has given you permission. EDITIONS of very old works may still be copyrighted by the publisher who has made them available).
  24. 24. How can I use this video? This video ("Work") is made available to you under the Creative Archive Licence for: ・ Personal non-commercial educational use in the United Kingdom only In addition: ・ You may alter edit or modify the video in any way and create derivative works from the Work; ・ You may make copies of the Work or derivative works or store any copies of the Work or derivative works; ・ You may distribute the Work or any derivative works on a non commercial basis to or within educational establishments in the United Kingdom only. You must not: ・ Sell the Work or any derivative work; ・ Alter edit modify or use the Work in any way which may be illegal, derogatory or otherwise offensive or in a way which may bring us in to disrepute; ・ Distribute the Work outside of educational establishments.
  25. 25. Quality Control Quality sources for postgraduate research The University Library’s Electronic Resources web page should be your first point of departure for online research as it lists all the databases to which the UL subscribes. These change very frequently, so it’s a good idea to return to the page every so often.
  26. 26. Quality Control WoK/WoS o Owned by Thomson Reuters who also own EndNote, Procite and Reference Manager o Because these are a “stable” of products they are designed for effective interoperability (e.g. Zotero can harvest citations from WoK, but can’t automatically find full text articles). o Authoritative, with human oversight, and tools to investigate relative importance of papers (e.g. controlling for heavy citation of BAD science by articles refuting them).
  27. 27. Quality ControlAvoiding plagiarism Correct referencing helps to avoid unintentional plagiarism. Working through the online tutorial produced by Elizabeth Boling, Theodore Frick, Meltem Albayrak-Karahan, Joseph Defazio and Noriko Matsumura at Indiana University Bloomington will help if you are unsure when to insert references to sources you have consulted. (and you can even print yourself a certificate at the end if you complete their final test with no errors).
  28. 28. Quality ControlAvoiding plagiarism You could also take a look at and the interactive subject-based tutorials available from the University of Leicester’s website You need to be aware that the term “plagiarism” is now used for instances of careless referencing as well as deliberate, dishonest cheating.
  29. 29. Quality ControlNo one product is right for everyone o A user with minimal computer skills, but good, fast & accurate typing may be safest with MS Word. The best choice if few useful references are available to harvest online (e.g. critical edition of 18th century letters). o Someone in a department where everyone uses BibTeX may get on well by fitting in with the rest. o If you enjoy experimenting with gadgets, you may be happy using a mix of Zotero, Mendeley and EndNote. o In a discipline which requires complex reference layouts, EndNote desktop may be the only viable option. o If you are a spy you do not want the CIA to look at your reading list!