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Efficient 21st century digital Library ResearchWithin the University of Pittsburgh

Using the Pitt Digital Libraries, EndNote, & Science Citation Index

Walter Schneider

1. Reference Pitt Digital Reference Retrieval

2. Endnote Reference Managing

3. Adding Citations to Manuscript From EndNote in Word

4. Science Citation Search and importing SCI date to EndNote

5. Importing EndNote Libraries

6. Summary Comments

Note: these materials are specific to operation at the University of Pittsburgh.

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Using the Current Scientific Literature Major Source of current knowledge

• What are the benefits and problems with– Google (Google & Google Scholar)– Wikipedia – Library books– Text books– Scientific literature

• What does it mean to be “peer reviewed”– Typically 3 experts decide if methods appropriate and

results substantial and meaningful – Contrast other sources

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Literature Search Process

• Challenge

– Searching through 10,000+ references to find the ten critical ones

• Note that scientific literature is vast

Example Psych Info Search:

– 77,814 Attention

– 41,926 and PY>1990 (pub year)

– 276 and fMRI or (functional MRI) or

(functional magnetic resonance imaging)

– 23 and ACC or (Anterior cingulate)

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Be Realistic About Your Search Effort

• Learn to use key tools – web catalogue of reviewed scientific literature (e.g. Science Citation Index)– Digital Library http://ug4fn7ck2h.search.serialssolutions.com/ – Reference manager software (Endnote)

• Set up a system that you can keep up

• Be strategic about filtering references

• Remember you need to read materials not just copy them

• You need to code information to remember it– Summaries of the material in your words

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Modern Tools Help

• Outstanding search tools

• Programs to manage references

• Automatic embedding of references

• Easy access to digital versions of papers

• Don’t forget the pre-digital era (pre 1990).

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Search is a professional career process

• Must cite and use literature

• Need to become world expert on specialized topic

• Must maintain information throughout career

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Search is an Iterative Process

Select Topic Of Interest

Consult GeneralSources

(Books, review articles, faculty)

Skim/read referencesDetermine which are relevant and

what references are often referenced

Pool Of Specific ReferencesUse Reference manager program Organize and note pdf

Consult Abstract Index,Academic Indexes,

Search Engines (Psych Info)

Formal Vocabulary, Main Results

Pool of useful references

Read carefully forResearch information,

Code for retrieval

Check Science Citation Index

Other References of Citing authors

Reference to Cited authors

Literature Search

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Part 1: Reference Import Pitt WebSPIRS

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Selecting the Data Base

Click – rather than checking

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Select Search Use of AND OR NOT• Note can make a complex search expression

• use (), and, or, not

• use “.” to limit search to specific field

• use near for terms that must be near each other

(fmri or "functional MRI" or "functional magnetic resonance imaging").ab

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Combine multiple searches

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Combine searches

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Display searches

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Get Reference

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Save File Under Search NameRename File in Meaningful Form

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Exporting Record for Import EndNote

• I recommend AGAINST looking at references in Data Base because I can not annotate the search that way

• Recommend output from Data Base to reference management program

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Output Records For In EndNote

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Example Full Reference

Author

Title

Abstract

Refences

Web Link

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Copy into work EndNote file

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Getting All Reference From AuthorUse author (AU) and in (institution) and you get few misses and false alarms. Note: you can build an Endnote database well this way.

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Review

Part 1: Reference Pitt WebSPIRS Reference Retrieval • You can use library services to search for articles

• Use complex search functions to make the search more targeted

• You can save PDFs at this time

– Make sure you rename files in useful form

• You can save search history for import to reference management software

• Recommend rapid export to reference management software

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Part 2: Reference Managing (EndNote, Reference Manager)

EndNote version 10 bibliographic software is available to University students at a cost of $5.00.

Students can pick up copies of EndNote at Software Licensing Services, 105 Bellefield Hall between 8:30 AM and 5:00 PM, Monday through Friday. Students must present a valid student ID. Cash, personal check, MasterCard and Visa are accepted for payment.

http://www.refman.com/rmdemo.asp

Download a free trial online.

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Creating an InputWork File

• It is a good practice to do your initial importing and processing in a work file and after all you changes for the session are done import to the final file.

• Recommended .enl files:

– InputWork – work for that days session

– ProjectFile – reference search for a particularly project potentially over months.

– PersonalCumulative - reference history merging of project files on some basis

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Loading File Into EndNote

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Resulting Imported References

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End Note References, Display, Record

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Read Abstracts and Highlight

• In EndNote you can use bolding (Ctrl-B) to highlight phrases in the abstract.

• This allows a quick method of identifying the major points for later reference.

• The highlighting is saved in the EndNote file speeding later review.

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Get Full Text Via EndNote• Double Click reference

• Scroll to URL field

• Click on Science Direct Link

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Get Full Text Via EndNote• Double Click reference

• Scroll to URL field

• Click on Science Direct Link

• Click on reference retrieval

• Get PDF reference

• Save/Rename PDF file

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Label Search

• It is important to label the references as you import them.

•Suggested labels

•Search date and project – identifies context in which found

•Relevant/IGNORE – allows selection of items

•Note importing references to ignore enables using the discard duplicates options to quickly filter out references from future searches.

• Priority of the reference to the nature of your search

• Keywords that you might later use to retrieve the reference

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Label Search For Search Project

• Take all inserted references and label them

– Use the Change and Move Fields option to update all the selected references

– Pick a field to store search selection options (e.g., Custom 1) and put in search identification.

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Set References To IGNOREBased on Checking Title and Abstract

• Goal remove from view references that are not of interest. Note there are 2 ways to do this

• Delete references – This removes references reducing the library size but if import reference from other searches they may be deleted many times

• Label as IGNORE or Relevant allowing later searchers to discard duplicate IGNORES or Relevants

• Look at the reference titles and abstracts and select items for action

• Click to select items to be hidden

• Use the references to hide the selected items (do this or often such as each page).

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Label Remaining Records Relevant

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Label Unselected References IGNORE

Select Not Relevant

Change Field Custom 1 to IGNORE

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Prioritize the References As you read the Abstract, enter keywords, get PDF

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Enable Display of Fields For Sorting

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Sorting References for Review

• Sort by:

– Author

– Priority

– Journal

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Searching ReferencesSimple search And, Or, Not

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Complex Search• EndNote does NOT support parenthetical complex Boolean search terms.

They can be created by use of multiple searches of the showing references

• Example search:

(DLPFC or (frontal cortex)) and attention

search data base DLPFC or frontal cortex

search showing references attention

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Outputting High Priority References• Search Label > 5

• Export to spreadsheet, html, or document

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Setting and Using Keywords

• Select the keywords

• Add words to terms list

• Use terms/check red for allowed term

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Importing From Working .enl

• Working on a working bibliography

• Mark the bibliography

• Import using EndNote import, remove duplicates

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Review

Part 2: Reference Managing • Remember you are building references for the extensive library research

• Get some reference management software (e.g. Endnote for $5).

• Set up reference to import WebSPIRS Files

• Work on “working library”, not “full library”

• Label records as to the search

• Highlight abstract/add keywords & notes

• Save PDFs as needed if want to check

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Part 3: Adding Citations to Manuscripts From EndNote in Word

Note: this assumes EndNote was installed on the machine and added the EndNote menu options to Word.

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Word Processing Set the Format

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Insert a Reference

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Resulting Reference Citation

After second reference is Inserted.

Note: you can copy the references to the proper place in the manuscript.

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Review

Part 3: Adding Citations to Manuscripts • Use Endnote to find and insert references

• Try not to type references but rather import them as much as possible

• Do NOT alter citation fields on references

• Select reference type.

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Part 4: Science Citation Search

http://isi4.isiknowledge.com/portal.cgi?DestApp=WOS&Func=Frame

Note: the works from computers on the pitt.edu network

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Part 4. Science Citation Search

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Choosing a Citation Search

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Specify Target Reference

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Identify Cited Reference

Note: potential of miss typed references

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Check Ref, Select Citations

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Export Citations to EndNoteNote: You can only export 500 records at a time.

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Generating Records

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Save As .enl File

• Append file to EndNote Library:

– Note pre-generate in EndNote a work file this adds the references to an .enl file.

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See Added References

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Label References As Citing Target

• Label both the type of search and citation

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Get PDF through Clicks

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Import Working References to

the Main Search Library • In EndNote Close the InputWork file with the file menu

• Open the main Reference file

• Import the InputWork File

Cautions: Make backups (e.g., Search 0.01, 0.02…), semester backups Label each search so it can be identified Import to cumulative directories only after search complete

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Review Part 4: Science Citation Search

• Do search on key references

• Use EndNote to remove duplicates

• Label the search source

• Make notes on references as to priority, edit keywords and notes

• Get PDFs as needed

• Rename PDF files to make meaningful

• Back up pfd and library files and merge into cumulative reference system

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Part 5: Additional Miscellaneous Items

• Using reference journal scanning services

• Annotation of PDF files

• Adding figures to EndNote

• Getting PDFs from Science Citation Index references

• Making Directory Backups

• Web links

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• Use Science Alerts to scan articles:

– Search alerts search abstracts/title keywords for match

– Volume/Issue alerts send table of contents

– Citation alerts - papers citing a paper

• Sign on to scanning services (no cost) via pitt digital library services Link to find the journals and sign on aggregator services through Pitt E-Journals http://ug4fn7ck2h.search.serialssolutions.com/

Automatic Journal Scanning Services

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Setting Up an Alert• Do searches to set up search masks:

– Set the alert search terms

– Save the Search Alert

– Name Alert

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Example Alert

• Get periodic email– Click on link to sign on

– Get list of alerts, click on alert get PDF

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Setting Up Volume Alerts

• Sign up for volume alert

– Select journals

– Set Alerts to send table of contents

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Getting Volume Alerts• Sign up for volume alert

– Select journals

– Get Alerts with table of contents and abstracts

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Use the Paid Adobe Acrobat

• You can use Acrobat to make digital notes on your document.

– Highlighting, underlining, strike out

– Notes, boxes, lines, circles

– Stamps for specific functions

• Remember to save the file after editing

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Adding a Figure to EndNote Record

• EndNote allows adding a figure to a paper. Note this increases the size of the file considerably. Unfortunately only one figure per reference (in version 6).

– Select image (e.g., in Acrobat)

– Select Reference type that displays image (e.g., figure)

– Either paste image into image field or use Reference/Insert Image Menu option

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Getting PDF from SCI in Endnote

Note: need to be on Pitt Network

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Directory Backup Options

• Make a directory tree that is comprehensive and easy to backup

– Suggestion on My Documents or on a server (that it is backed up)

• Literature Search

– Work (temporary work areas)

– Archives

» Cumulative Reference File

» Project Files

• Make sure your reference system is backed up and periodically stored off site. Keep several versions (e.g., monthly backups, until semester) Semester backups, 3 years of back ups

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Importing Other Reference Libraries

• When you import references from other sources (e.g., a review that a colleague has done)

– Identify the source and year for later work

– Decide what to do about duplicates (either discard or put in duplicates

folder)

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Organize Paper Libraries

• If you are printing/copying papers come up with a scheme to store them.

– Project files first author/date

• Migrate files to full file after project no longer active

– Full Alphabetical – first author/date

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WebLinks of Interest

• This talk: http://schneider.lrdc.pitt.edu - for details see Powerpoint slides: http://schneider.lrdc.pitt.edu/Talks/DigitalLibrary.htm

• University of Pittsburgh WebSPIRS http://www.library.pitt.edu/articles/database_info/psycinfo.html

• Science Citation Index http://isi4.newisiknowledge.com/portal.cgi?DestApp=WOS&Func=Frame

• Endnote http://www.endnote.com• University of Pittsburgh Software Distribution http://

www.technology.pitt.edu/software/index.html

• Library coordinator Marian Hampton 4-7770 hamptonm@pitt.edu

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Summary

• Use Pitt WebSPIRS to get references from databases

• Download records into Endnote into Working Library

• Label Records for search and as Relevant or IGNORE

• Examine/Save pdf full text versions

• Do Citation searches and add to references

• Insert references into documents

• Move working libraries into project and cumulative reference libraries

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H1 – Library Homework Assignment• Assignment: H1 – Library Homework Assignment• In the homework you will use Science Citation Index and Endnote to find citations of a paper, all the

papers by the author, create an Endnote library, and an ABA style library. Due midnight 9/12/07 (points off for being late) sent to brainsystems2007@gmail.com

• It is strongly recommended that students get a copy of EndNote (version 10) EndNote version 10 bibliographic software is available to University students at a cost of $5.00.Students can pick up copies of EndNote at Software Licensing Services, 105 Bellefield Hall between 8:30 AM and 5:00 PM, Monday through Friday. Students must present a valid student ID. Cash, personal check, MasterCard and Visa are accepted for payment. In addition students will download software from the web during the course. Do screen grabs to insert information (e.g., Alt-Print Screen Windows or Grab utility on the MAC).

• Template: Name: ?? Email:??Assignment: H1 – Library Homework Assignment

• Identify reference published between 1991-2004 (note I used Mishkin as a sample)• Find reference in Science Citation Index report number of citations, copy line from text• Report if other papers appear by the author in similar time period get title of reference and indicate

relevance • Retrieve references of cited paper and top of page of cited reference• State name of cited file you would save the pdf of• Get all the papers by the author from SCI Output of number of references and most recent• Export references to EndNote show end note list (make sure get abstract and URL link. Show screen

grab of the listing sorted by date• Read and highlight the abstracts of the 5 most recent papers rate them for similarity to the starting

paper on a 3 point scale 1-not relevant, 2- somewhat relevant, 3 right on the same content, ener the priority in the label field, and show the list in priority ranked order.

• Create a short bibliography in APA style of the three most recent papers using Endnote (Be careful to remove the field codes in endnote from the document )