Managing References (KRS Literature Searching Series) August 14, 2014

1. Managing References
Marcus Vaska & Yoojin Kwon
August 14, 2014

2. Your Mission
• Understand the importance of reference
management programs
• Appreciate unique differences between two
web-based reference management programs
• Manage literature search results using
RefWorks
• Document search results via use of the
Literature Search Template

3. And the Journey Begins…

4. At the Water Cooler
A philosophical discussion between an AHS researcher and
a KRS library staff member…
AHS: “Hello! Nice day, isn’t it? By the way, did you happen
to see that special report on 60 Minutes last night about
the benefits of exercise on cancer patients?”
KRS: “I was out walking the dog for the first half, however I
believe you are referring to the new study published this
month by the Cancer Foundation for Life?”

5. At the Water Cooler (cont)
AHS: “Yes, that’s the one. My manager saw the report as
well and has asked me to conduct a scoping review on
the effectiveness of exercise programs for cancer
patients. I’ve done a quick search in PubMed,
MEDLINE, and CINAHL, but there is so much
information out there. I’ve heard a rumour that KRS can
help me with the literature search and pare this down
into a more manageable result set to work with.”
KRS: “The rumour is true. I can meet with you to discuss
this topic in further detail, as well as conduct the search.”

6. At the Water Cooler (cont)
AHS: “That’s fantastic news. I’ve been struggling with
choosing appropriate limits (there are so many choices),
so any help you can offer would be greatly appreciated.”
KRS: “We’re happy to help. I was wondering though how
you would like me to present the results. What reference
management program do you use?”
AHS: “I’m not sure what you mean by reference
management? Can you describe this further?”

7. What Would You Say?
What is a reference manager? Why is it important? How
would you describe this via a brief “elevator speech” to
an AHS client? (please record your thoughts in the chat
box or over the phone )

8. What is a Reference Manager?
• A software program that supports
researchers by performing 3 core steps:
– Searching
– Storing
– Writing
Source: Fenner, Scheler, and Bartling (2010). Reference
Management.
http://book.openingscience.org/tools/reference_management.html

9. The Importance of Properly Cited
References
Properly cited references help you…
• Demonstrate where your new research fits
in existing literature
• Inform your readers about the source of
the information you’re providing
• Avoid plagiarism
Source: Masic I. The Importance of Proper Citation of References in Biomedical
Articles. Acta Inform Med. (2013), [cited July 15 2014]; 21 (3): 148-155. doi:
10.5455/aim.2013.21.148-155

10. Purpose of Reference Management
“Accurate referencing is commensurate with good
academic practice and enhances the presentation of your
work: it shows that your writing is based on knowledge and
informed by appropriate academic reading.”
“You will ensure that anyone reading your work can trace
the sources you have used in the development of your
work, and give you credit for your research efforts and
quality.”
Source: Reference Management, Imperial College of London:
http://www3.imperial.ac.uk/library/subjectsandsupport/referencemanagement

11. References must be…
• Accurate
• Complete
• Applied consistently
Reference Managers can help you do this effectively
Source: Masic I. The Importance of Proper Citation of References in
Biomedical Articles. Acta Inform Med. (2013), [cited July 15 2014]; 21 (3): 148-
155. doi: 10.5455/aim.2013.21.148-155
The Importance of Properly Cited
References

12. Reference Management Software:
Common Features
• Add references directly from reference management software OR
export references from database (i.e. CINAHL, Medline, PubMed)
• Save & organize references into folders or libraries
• Create bibliographies in various citation styles
• Search and share references

13. Did You Know?
Unique Features of RefWorks & Mendeley
Feature Unique To…
Highlight and Annotate
PDFs
Mendeley
Save Search Strategy RefWorks
Generate Annotated
Bibliography
RefWorks
Store and Cite Images Mendeley
Group Collaboration Mendeley (Research
Groups, maximum of 3
collaborators without team
plan)
Direct Search through
Library Catalogues and
Databases
RefWorks

14. Back At the Water Cooler
AHS: “Wow, thank you for this overview. So many choices,
but I think I’ll go with RefWorks.”
KRS: “Sure. I’ll give you a brief overview of the program,
and will also present the results to you using a standard
Literature Search Template that is used throughout
KRS.”
AHS: “Thank you”

15. 15
RefWorks 2.0
• Bibliographic management program (bibliography can be created in almost
any style)
• Reference List can be shared with other RefWorks users (RefShare)
• User-friendly (format a paper and create a bibliography/reference list in one
step using Write ‘n Cite!)
• Create unlimited folders (and subfolders) with unlimited references of
research results, available online and accessible from virtually anywhere
with an Internet connection!

18. 18
Signing Up for a RefWorks Account
• Click on Sign up for a New Account link
• ALL fields must be filled in
– RefWorks is e-mail authenticated according to the
institution licensing the product. Therefore, please ONLY
use your AHS e-mail address when registering.
• Area of Focus: (select from drop-down menu)
• Type of User: (select from drop-down menu)
• Click on the Create Account tab

19. 19
Creating Folders
• It is extremely important to create folders FIRST (before searching),
because “the Last Imported folder (i.e. RefWorks server) contains
ONLY references from your most recent data import that have not
been filed in other folders!”
• Click on the New Folder tab.
• Enter file name (i.e. RefWorks); in the Create New Folder text box;
click on the Create tab.
• After creating a new folder, you will be returned to your main
RefWorks account home page. To verify that the folder exists:
ViewView Folder [the folder you just created should now be
listed]
• RefWorks imposes NO LIMITS on how many folders or references
you can have in your account

22. 22
RefWorks & PubMed
• In your search results, select the citations that you would like to import into
RefWorks
• From the Send to drop-down menu, select the File radio button under the Choose
Destination option.
• Select MEDLINE from the Format drop-down menu
• Click on the Create File tab.
• A File Download dialogue box will now appear, prompting you to either save or open
the file
• Save the text file (.txt) (Desktop, My Documents, USB flash drive)
– Rename your file to something more meaningful (i.e. malaria.txt)
– The file extension must be in .txt format, otherwise the citations will not import into
RefWorks
– The text file can be saved on a USB memory stick as well

23. 23
PubMed: Saving the Results into a
Text (.txt) File
Click on Save, rename the file (if
desired), and selected the location
where the file will be stored
(Desktop, My Documents, USB key)

24. 24
Importing Sources Into RefWorks PubMed
Step #1
• Log in to your RefWorks account
• Click on ReferencesImport
• Select NLM PubMed from the Import Filter/Data Source drop-down menu.
PubMed should now automatically appear in the Database drop-down menu below.
• Browse and Select the Text File (.txt) on the desktop where the PubMed results
have been saved. Once selected from the location where the file is being stored
(Desktop, My Documents, USB Key, etc.), this file name should automatically
appear.
• In Import Into Folder drop-down menu, specify which folder (i.e. RefWorks) the file
should be sent to
• Click on the Import tab

25. 25

26. 26
Importing Sources Into RefWorks PubMed
Step #2
• Click Import
• When receiving the message that the file has been imported
successfully, you still need to move the references from the Last
Imported Folder to the desired folder in your own account
• Click on View Last Imported Folder
• Select “all in list”, and choose the desired folder from the drop-
down menu. A screen containing the message “are you sure you
want to put the three selected references into the [name] folder” will
appear. Click on OK, and you will receive a confirmation message
that the files have been successfully moved to the folder indicated.

27. 27
Direct Export
MEDLINERefWorks
• Select desired results (place a check mark in the
boxes next to the result number)
• In the Results Tools area, click on the Export
tab.
• In the Export Citation List window, select
RefWorks from the “Export to” drop-down menu,
Complete Reference from the “Select Fields to
Display” section. Include link to External
Resolver.
• click on the Export Citation(s) tab.

28. Direct Export
MEDLINERefWorks (cont.)

29. Direct Export
MEDLINERefWorks (cont.)
• A message should appear on the Import
References screen, indicating that the
references have been imported.
• At this point, the references are residing in
the Last Imported folder. To move them to a
folder in your account, click on the View
Last Imported Folder tab.

30. Last Imported Folder

31. Direct Export
CINAHLRefWorks
• Select desired results by clicking on the
Add to Folder link.
• Click on the yellow Folder icon.
• In the Folder Contents window, select
the desired article(s), and click on the
Export icon.

35. Direct Export
CINAHLRefWorks (cont.)
• In the Export Manager window:
– Select the appropriate bibliographic
management program (i.e. Direct Export to
RefWorks)
– Check the box, “remove these items from
folder after saving”
– Click on the Save tab

37. Checking In
Next Stop:
Generating an
Annotated Bibliography
in RefWorks

38. RefWorks: Annotated Bibliography
1. Select the appropriate folder
2. Click on the Create Bibliography tab
3. Choose APA 6th-Annotated with Abstracts
as the output style
4. Choose Word for Windows 2000 or Later
as the file type
5. Click on Create Bibliography

41. KRS Literature Search Standards
“Attached you will find a list of citations and
abstracts. Links provided should take you
through to the full text of the article, where
AHS subscribes to that resource.

44. A Few Notes on Linking
• By default, the abstract contains the DOI,
where, provided KRS subscribes to the
journal in question, full text will appear.
• If adding links manually, use a permanent
link
• Link within reason (i.e. you would not be
adding links manually for a systematic
review!)

45. How to Create Permalinks (OVID)
• If the article is available in full –text
format, go into Article View
• On the right hand side of the screen,
under Article Tools, click “Email Jump
Start”
• You can copy and paste this link into
the template
OR
• Email the link directly

46. How to Create Permalinks (OVID)
• Some articles may also have an “Email
PDF Jumpstart” option below the “Email
Jumpstart” option
• This may be used as an alternative to
the regular option

47. How to Create Permalinks (EBSCO)
• If the article is available in full –text
format, go into Article View
• On the right hand side of the screen,
under Tools, click “Permalink”
• A permalink will appear on
top of article information
• Copy and paste this into
the template

48. Sending the Search Results
1. Please use the Literature Search
Template
2. Attach the literature search library
(annotated bibliography)
3. Don’t forget to fill in the stats on
LibAnswers

49. Sending the Search
1. Literature Search

50. At the Water Cooler Again
…5 Days Later
AHS: “Hello! Thank you very much for completing the
literature search. I really appreciate how the results
were organized – it was easy to scan through the
annotated bibliography, and I could retrieve most of the
articles I needed via linking from the abstract or
searching through the KRS journals.
KRS: “You are welcome. Once you have had a chance to
review, I would be happy to discuss next steps once the
literature search is completed, but we’ll save that for
another day.”

51. Discussion Forum
1. Do you feel more comfortable managing literature
search results via RefWorks?
2. Do you find the Literature Search Template easy to
use for documenting search results to clients?
Tell us at
https://docs.google.com/spreadsheet/viewform?fromEm
ail=true&formkey=dEdhdnJBRWJpcm9LWEhabHlSU1
RIbkE6MA

52. Marcus Vaska
(403) 220-3921
mmvaska@ucalgary.ca
Yoojin Kwon
(403) 220-8099
kwoy@ucalgary.ca