Reference Management Software
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If you file it, you'll know where it is but never need it; if you don't file it, you'll need it but never know where it is. (Tillis Principle of Organization)
Introduction
A critical part of the research process is keeping track of references (citations) that support your research, ideas, facts, pictures, quotes, etc. so that you can properly cite them in your work using an accepted publication style. Reference management software programs are a specialized type of database program designed for handling bibliographic references. They are also known as personal information systems, bibliographic reference managers, or personal bibliographic software. These systems help with three essential research tasks:
- Building a database of references to journal articles, books, and other research publications, using both manual and electronic input methods
- Searching the created database by author, subject, journal name, and other criteria
- Generating a list of selected references from the database in a format required for publication
For recommended programs for use by HSU students, faculty and staff see Managing References for Research and Writing.
Options for Managing References and Other Textual Information
- Card based paper index
- Generic relational databases, e.g, MS Access. There are freeware applications that have been written for managing bibliographic data using these generic database programs.
- Textual database manager. The more generic programs allow one to organize and index text of varying sizes. AskSam is a leading example of a generic textual database manager.
Uses of Reference Management Software
- Create course reserve lists and reading lists for students
- Maintain faculty publication lists
- Catalog special collections
- Keep track of reprint collections
- Maintain bibliographies of references in research areas of personal interest
- Prepare formatted in-text citations and bibliographies during manuscript preparation
- Create and maintain a reference database shared among a group of researchers across a network
- Publish a web-based bibliography
Features of Reference Management Software
Individual programs vary in available features.
- Database structure
- Accommodate unlimited number of records
- Create more than one interest database. Records in one database can be copied or moved to other databases.
- Numerous input forms for different citation formats, e.g., journals, theses
- Customizable field displays
- Sort records by different fields, e.g., date, author, journal title
- Sort at more than one level, e.g., first by author, then by journal, then by date
- Database building capabilities
- Import records downloaded from external indexes and catalogs
- Search Z39.50 compliant databases and automatically import records
- Import records from word processor files
- Import records manually
- Link to the fulltext of references, if available.
- Add extensive notes on each reference
- Detect duplicate records
- Spell check records as they are input
- Edit records individually or globally
- Create authority lists for selected fields, e.g., authors, journals, subjects
- Define synonyms (cross-references) for related keywords
- Database search and retrieval capabilities
- Define specific fields to search
- Search using keywords in authority lists, e.g., author, subject
- Use of Boolean operators and word truncation
- Search results retrieved as a separate file
- Ability to mark individual records
- Database applications
- Format references in multiple bibliographic styles, e.g., MLA, APA, CBE, to meet the requirements of scholarly publications.
- Generate independent bibliographies
- Create a manuscript and associated bibliography in one unified operation using a word processor
- Export references in different file formats for use in other programs
- Export bibliographies to the web
Background Information and Comparative Reviews
Web References on Personal Bibliographic Software includes links to sites which: 1) describe and evaluate bibliographic database managers; 2) provide guides to using specific software; and 3) link to software vendors. Below are some specific sites.
- Comparison of Reference Management Software (Wikipedia) Compares 15 software web-based and desktop bibliographic managers
- Personal Bibliography Management Software: Analysis and Comparison of Some Packages (Francesco Dell'Orso) Compares eight web-based and desktop bibliographic managers.
- Personal Bibliography Software (Doug Morton, University of Waterloo Library)
Available Programs
- Desktop Commercial Programs
Leading commercial programs include Endnote, ProCite, Reference Manager, Papyrus, Bookends, and Library Master. They range in cost from $99 to $350. Discounts are often available for students and educational users. Most programs have demos that can be downloaded.
The Library supports Endnote Connection Files for this widely used commercial desktop program that is available in the HSU Bookstore. The connection files allow database searching and importing of references directly from within the desktop program.
- Desktop Freeware and Shareware Programs
Many of these programs are also available at Download.com
- Biblio Express (freeware version of Biblioscape)
- Biblogic (available on shareware sites)
- BibDesk
- EF Pro-References - MS Access application for entering and querying bibliographic information and notes.
- Gelit
- RefMaker 32 (available from shareware sites)
- Scholar's Aid 99: Library Lite (freeware version of Scholar's Aid)
- Web-based Programs
- EndNote Web -- See Using EndNote Web at HSU for additional information.
- RefWorks
- Browser-based Programs
- Zotero - this is a FireFox plugin supported by the Center for History and New Media. For an introduction to the program see Mark of Zotero.
- Data Conversion Utilities. Many bibliographic database managers have
built-in utilities that allow users to import references in a variety
of database formats. In addition the following programs provide the capability
to convert between database formats:
- Conversions Plus
- Data Conversion Online: offers a variety of free file converters from instant online data conversion
- Data Magician
- ParseRat
Tutorials
There are many text-based and video tutorials that have been developed by libraries for leading reference management software programs. Using a search engine enter the words: [program name] tutorial library; e.g, "endnote tutorial library".