Bibliographic Database Managers
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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)
Knowledge is of two kinds: we know a subject ourselves, or we know where we can find information upon it. (Dr. Samuel Johnson)
Introduction
Bibliographic database managers are a specialized type of a database manager designed for the handling of 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
Options for Managing References and Other Textual Information
- Card based paper index
- Generic relational databases, e.g, MS Access, Paradox, DBase. There are freeware applications that have been written for managing bibliographic data using these generic databases.
- 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. Bibliographic database managers are a customized form of this type of software.
Uses of Bibliographic Database Managers
- 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 instantaneous formatted in-text citations and bibliographies during manuscript preparation
- Create and maintain a reference database shared among a group of resources across a network
- Publish a web-based bibliography
Features of Bibliographic Database Managers
Individual programs vary in available features.
- Database structure
- Accommodate unlimited number of records
- Create more than one 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
- Detection of 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.
- Create independent bibliographies organized by subject
- 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 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. RefWorks is a web-based program that is accessible from any location.
- 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)
- EF Pro-References - MS Access application for entering and querying bibliographic information and notes.
- Gelit
- My Notes - MS Access application for entering and querying bibliographic information and notes
- RefMaker 32 (available from shareware sites)
- Scholar's Aid 99: Library Lite (freeware version of Scholar's Aid)
- Web-based Programs
- 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 tutorials that have been developed by libraries for leading bibliographic database managers. Using a search engine enter the words: [program name] tutorial library; e.g, "endnote tutorial library".
Program Available to HSU Students, Faculty and Staff
- EndNote Web - web based application. See Using EndNote Web at HSU for additional information.
- EndNote - desktop program that is available for sale at the HSU Bookstore. The Library provides EndNote Connection Files that allow database searching and importing of references directly from within the software.