PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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AUTHORJOSEacute NAVARRETE CORTEacuteS

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)1

1 INTRODUCTION

In the development of scientific work researcher usually is forced to manage a large amount ofinformational materials of various types This documentary material usually tends to grow in anuncontrolled manner so that using manual methods to manage all this information is inefficient

Traditionally researchers have used various informational tools mainly general databasemanagers to store and manage this information although in recent times there are newspecialized programs designed specifically for this task Personal Bibliographic Manager PBM(Esteban2007)

This chapter provides an introductory overview and general information on the usefulness of PBMin research tasks functions types and characteristics It delves somewhat more detail datacapture processes mechanisms for creating databases searching for information and ways toget out of bibliographies conducted under bibliographic formats on demand

1 Adaptation of chapter with same name published in book Pantoja A (Ed) (2009) Manual baacutesico para larealizacioacuten de tesinas tesis y trabajos de investigacioacuten (pp 331-334) Madrid Editorial EOS[This adaptation has been performed according to the development of authors original text All rights grantedto FUNIBER]

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

2 DEFINITION AND USEFULNESS OF PERSONAL BIBLIOGRAPHIC MANAGEMENT (PBM)

Bibliographical references consultant can be defined as different applications for managingdatabases records obtained from various sources capable of creating maintaining organizingand shaping bibliography according to different styles of citation (Bravo 2000)

Such applications are suitable to facilitate heavy tasks like writing long lists of references If weadd that main channels of scientific communication have adopted standardized formats forbibliographic information exchange the role of tools is becoming more useful (Sorli and Merlon2000)

With these tools we can manage databases references having at our disposal versatile outputformats according to different needs required at all times in addition to exercise controltreatment and easy access to amount of information that usually work during research activity

PBM are specifically designed with ability to store unlimited records consisting of variable-lengthfields There is no need to set up its structure to define fields and are integrated with otherapplications in office environment In short personal bibliographic managers serve to

bull To facilitate integration import and organization of references obtained from differentsources (catalogs databases internet etc) within a custom database

bull Create bibliographies and reading lists in a standard format The bibliographies thusgenerated can be edited printed and exported

bull Develop automatically reference list of cited documents and notes in a footnote at end of atext document

3 PBM CHOICE TYPOLOGY

Taking into account different environments there are two types of Bibliographic ReferencesManagers PBM traditional that must be installed on our own computer (PC) also known asdesktop applications Also latest generation of PBM which are already installed on remoteservers that are accessed on a web environment in which always are accessible at any time fromany place with internet (Armenteros and Alfonso 2004)

In regards to PBM belonging to first category ie those framed within desktop applicationsusually address a larger number of functionalities and interfaces that often are more intuitiveand customizable PBM accessible from web environments although designed from a moregeneral perspective and with limited functions that require a selection of most recurrent andfrequent are developed under an influence that Internets own philosophy displays in regard to

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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the concepts like Web 20 or social and collaborative networks This is reason for this type ofPBM category to add an innovative change in own bibliographic management tasks behavior

Thus working with a PBM on a web environment will provide benefits as a simple use of abrowser like an application interface as no software installation is required on PC it allows toaccess a personal account from any computer and from anywhere although on the other handwe submit ourselves to bondage of a network or server operation user forget about programsupdates share folders with password It allows exchange of information between colleaguesteacher-student and integration in a Virtual Campus

There are infinity of PBM among most popular in category of desktop applications are thosebelonging to Thomson ReasearchSoft Here are Reference Manager (2009) ProCite (Lozano and Poyatos-Huertas 2004 ISI 2005 Sobrido Gonzalez Guitiaacuten and Paacuteez Cervi 2007EndNote Plus 2009) and EndNote (Knowledge Navigation Center Workshop 2005 Alonso2006) RefViz (ISI 2005) Among best known managers that belong to PMB category of Webenvironment there are RefWorks (Doc6 2006) EndNoteWeb (Alonso 2006) and Zotero (2009)

Generally we can say common features of them all in regards to minimum tasks we can performthrough its functions are (Scientific Software SL 2008)

bull Creation and maintenance of a bibliography

bull Addition of references edit and add fields for customizing bibliographic records

bull Import references from various online databases and library catalogs from PBM

bull Export references from a specific database

bull Export references from Internet

bull Import text file references

bull Organize references

bull Search strategies

bull Generate bibliographies in different standard formats

bull Modify and customize formats

bull Share information contained in databases built

bull Quote of article when writing Collate appointments and generate footnotes andbibliography page end

bull Generate RSS type Warning Systems

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

4 PBM OPERATION

Operation of these types of tool can become quite sophisticated for each of them depending ondegree of functionality that are to be used To do it it is best once decided what PBM is going tobe used to refer to above referenced manuals available on network as well as any existingspecific tutorials offered from universities services most based on libraries as well asdocumentation centers However this chapter will attempt a brief and basic description of mostcommon tasks performed with any currently existing PBM

Overall task of managing literature during research activity can be segmented into followingstages

a) Creating database and bibliographic introduction

b) Performing search

c) Getting standard bibliographical references listings

d) Searching and importing of Bibliographic Records in External Databases

e) Sharing publishing or disseminating results of bibliographic tasks

41 DATABASE CREATION

This is the first functionality that would initiate the use of any PBM That is as a result of literaturesearches found during the ldquostate of the artrdquo in research process all information appearing duringthis process would require a place to be stored in a systematic manner At this point is when PBMoffer a possibility of creating a bibliographic database These databases can be fed manuallyDatabases have multiple tabs or blank templates (workforms) containing almost all necessaryfields to store bibliographical references belonging to different types of publications (articlesbooks book chapters etc) Reference Manager has 35 types of pre designed chips while endnote ProCite 50 and 28 Moreover it is interesting to note same database can coexist withdifferent types of publications (workform)

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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Figure 1 Workform for a Public Journal (ProCite 5)

The way of feeding a database in addition to handbook as stated PBM offer opportunity tonurture our database automatically without a need of typing at all This functionality withoutdoubt one of the most powerful PBMs that has become to a full disclosure Since in most caseswhen we are conducting a search on external sources (commercial database) at the time that wesearch and select relevant publications we can download directly to our database

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

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5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

2 DEFINITION AND USEFULNESS OF PERSONAL BIBLIOGRAPHIC MANAGEMENT (PBM)

Bibliographical references consultant can be defined as different applications for managingdatabases records obtained from various sources capable of creating maintaining organizingand shaping bibliography according to different styles of citation (Bravo 2000)

Such applications are suitable to facilitate heavy tasks like writing long lists of references If weadd that main channels of scientific communication have adopted standardized formats forbibliographic information exchange the role of tools is becoming more useful (Sorli and Merlon2000)

With these tools we can manage databases references having at our disposal versatile outputformats according to different needs required at all times in addition to exercise controltreatment and easy access to amount of information that usually work during research activity

PBM are specifically designed with ability to store unlimited records consisting of variable-lengthfields There is no need to set up its structure to define fields and are integrated with otherapplications in office environment In short personal bibliographic managers serve to

bull To facilitate integration import and organization of references obtained from differentsources (catalogs databases internet etc) within a custom database

bull Create bibliographies and reading lists in a standard format The bibliographies thusgenerated can be edited printed and exported

bull Develop automatically reference list of cited documents and notes in a footnote at end of atext document

3 PBM CHOICE TYPOLOGY

Taking into account different environments there are two types of Bibliographic ReferencesManagers PBM traditional that must be installed on our own computer (PC) also known asdesktop applications Also latest generation of PBM which are already installed on remoteservers that are accessed on a web environment in which always are accessible at any time fromany place with internet (Armenteros and Alfonso 2004)

In regards to PBM belonging to first category ie those framed within desktop applicationsusually address a larger number of functionalities and interfaces that often are more intuitiveand customizable PBM accessible from web environments although designed from a moregeneral perspective and with limited functions that require a selection of most recurrent andfrequent are developed under an influence that Internets own philosophy displays in regard to

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

3

IB

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OA

ME

RIC

AN

UN

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OU

ND

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ION

the concepts like Web 20 or social and collaborative networks This is reason for this type ofPBM category to add an innovative change in own bibliographic management tasks behavior

Thus working with a PBM on a web environment will provide benefits as a simple use of abrowser like an application interface as no software installation is required on PC it allows toaccess a personal account from any computer and from anywhere although on the other handwe submit ourselves to bondage of a network or server operation user forget about programsupdates share folders with password It allows exchange of information between colleaguesteacher-student and integration in a Virtual Campus

There are infinity of PBM among most popular in category of desktop applications are thosebelonging to Thomson ReasearchSoft Here are Reference Manager (2009) ProCite (Lozano and Poyatos-Huertas 2004 ISI 2005 Sobrido Gonzalez Guitiaacuten and Paacuteez Cervi 2007EndNote Plus 2009) and EndNote (Knowledge Navigation Center Workshop 2005 Alonso2006) RefViz (ISI 2005) Among best known managers that belong to PMB category of Webenvironment there are RefWorks (Doc6 2006) EndNoteWeb (Alonso 2006) and Zotero (2009)

Generally we can say common features of them all in regards to minimum tasks we can performthrough its functions are (Scientific Software SL 2008)

bull Creation and maintenance of a bibliography

bull Addition of references edit and add fields for customizing bibliographic records

bull Import references from various online databases and library catalogs from PBM

bull Export references from a specific database

bull Export references from Internet

bull Import text file references

bull Organize references

bull Search strategies

bull Generate bibliographies in different standard formats

bull Modify and customize formats

bull Share information contained in databases built

bull Quote of article when writing Collate appointments and generate footnotes andbibliography page end

bull Generate RSS type Warning Systems

4

IB

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OA

ME

RIC

AN

UN

IVE

RS

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OU

ND

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

4 PBM OPERATION

Operation of these types of tool can become quite sophisticated for each of them depending ondegree of functionality that are to be used To do it it is best once decided what PBM is going tobe used to refer to above referenced manuals available on network as well as any existingspecific tutorials offered from universities services most based on libraries as well asdocumentation centers However this chapter will attempt a brief and basic description of mostcommon tasks performed with any currently existing PBM

Overall task of managing literature during research activity can be segmented into followingstages

a) Creating database and bibliographic introduction

b) Performing search

c) Getting standard bibliographical references listings

d) Searching and importing of Bibliographic Records in External Databases

e) Sharing publishing or disseminating results of bibliographic tasks

41 DATABASE CREATION

This is the first functionality that would initiate the use of any PBM That is as a result of literaturesearches found during the ldquostate of the artrdquo in research process all information appearing duringthis process would require a place to be stored in a systematic manner At this point is when PBMoffer a possibility of creating a bibliographic database These databases can be fed manuallyDatabases have multiple tabs or blank templates (workforms) containing almost all necessaryfields to store bibliographical references belonging to different types of publications (articlesbooks book chapters etc) Reference Manager has 35 types of pre designed chips while endnote ProCite 50 and 28 Moreover it is interesting to note same database can coexist withdifferent types of publications (workform)

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

5

IB

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OA

ME

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AN

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RS

ITY F

OU

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ION

Figure 1 Workform for a Public Journal (ProCite 5)

The way of feeding a database in addition to handbook as stated PBM offer opportunity tonurture our database automatically without a need of typing at all This functionality withoutdoubt one of the most powerful PBMs that has become to a full disclosure Since in most caseswhen we are conducting a search on external sources (commercial database) at the time that wesearch and select relevant publications we can download directly to our database

6

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

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ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

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OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

3

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

the concepts like Web 20 or social and collaborative networks This is reason for this type ofPBM category to add an innovative change in own bibliographic management tasks behavior

Thus working with a PBM on a web environment will provide benefits as a simple use of abrowser like an application interface as no software installation is required on PC it allows toaccess a personal account from any computer and from anywhere although on the other handwe submit ourselves to bondage of a network or server operation user forget about programsupdates share folders with password It allows exchange of information between colleaguesteacher-student and integration in a Virtual Campus

There are infinity of PBM among most popular in category of desktop applications are thosebelonging to Thomson ReasearchSoft Here are Reference Manager (2009) ProCite (Lozano and Poyatos-Huertas 2004 ISI 2005 Sobrido Gonzalez Guitiaacuten and Paacuteez Cervi 2007EndNote Plus 2009) and EndNote (Knowledge Navigation Center Workshop 2005 Alonso2006) RefViz (ISI 2005) Among best known managers that belong to PMB category of Webenvironment there are RefWorks (Doc6 2006) EndNoteWeb (Alonso 2006) and Zotero (2009)

Generally we can say common features of them all in regards to minimum tasks we can performthrough its functions are (Scientific Software SL 2008)

bull Creation and maintenance of a bibliography

bull Addition of references edit and add fields for customizing bibliographic records

bull Import references from various online databases and library catalogs from PBM

bull Export references from a specific database

bull Export references from Internet

bull Import text file references

bull Organize references

bull Search strategies

bull Generate bibliographies in different standard formats

bull Modify and customize formats

bull Share information contained in databases built

bull Quote of article when writing Collate appointments and generate footnotes andbibliography page end

bull Generate RSS type Warning Systems

4

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

4 PBM OPERATION

Operation of these types of tool can become quite sophisticated for each of them depending ondegree of functionality that are to be used To do it it is best once decided what PBM is going tobe used to refer to above referenced manuals available on network as well as any existingspecific tutorials offered from universities services most based on libraries as well asdocumentation centers However this chapter will attempt a brief and basic description of mostcommon tasks performed with any currently existing PBM

Overall task of managing literature during research activity can be segmented into followingstages

a) Creating database and bibliographic introduction

b) Performing search

c) Getting standard bibliographical references listings

d) Searching and importing of Bibliographic Records in External Databases

e) Sharing publishing or disseminating results of bibliographic tasks

41 DATABASE CREATION

This is the first functionality that would initiate the use of any PBM That is as a result of literaturesearches found during the ldquostate of the artrdquo in research process all information appearing duringthis process would require a place to be stored in a systematic manner At this point is when PBMoffer a possibility of creating a bibliographic database These databases can be fed manuallyDatabases have multiple tabs or blank templates (workforms) containing almost all necessaryfields to store bibliographical references belonging to different types of publications (articlesbooks book chapters etc) Reference Manager has 35 types of pre designed chips while endnote ProCite 50 and 28 Moreover it is interesting to note same database can coexist withdifferent types of publications (workform)

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

5

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 1 Workform for a Public Journal (ProCite 5)

The way of feeding a database in addition to handbook as stated PBM offer opportunity tonurture our database automatically without a need of typing at all This functionality withoutdoubt one of the most powerful PBMs that has become to a full disclosure Since in most caseswhen we are conducting a search on external sources (commercial database) at the time that wesearch and select relevant publications we can download directly to our database

6

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

4

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

4 PBM OPERATION

Operation of these types of tool can become quite sophisticated for each of them depending ondegree of functionality that are to be used To do it it is best once decided what PBM is going tobe used to refer to above referenced manuals available on network as well as any existingspecific tutorials offered from universities services most based on libraries as well asdocumentation centers However this chapter will attempt a brief and basic description of mostcommon tasks performed with any currently existing PBM

Overall task of managing literature during research activity can be segmented into followingstages

a) Creating database and bibliographic introduction

b) Performing search

c) Getting standard bibliographical references listings

d) Searching and importing of Bibliographic Records in External Databases

e) Sharing publishing or disseminating results of bibliographic tasks

41 DATABASE CREATION

This is the first functionality that would initiate the use of any PBM That is as a result of literaturesearches found during the ldquostate of the artrdquo in research process all information appearing duringthis process would require a place to be stored in a systematic manner At this point is when PBMoffer a possibility of creating a bibliographic database These databases can be fed manuallyDatabases have multiple tabs or blank templates (workforms) containing almost all necessaryfields to store bibliographical references belonging to different types of publications (articlesbooks book chapters etc) Reference Manager has 35 types of pre designed chips while endnote ProCite 50 and 28 Moreover it is interesting to note same database can coexist withdifferent types of publications (workform)

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

5

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 1 Workform for a Public Journal (ProCite 5)

The way of feeding a database in addition to handbook as stated PBM offer opportunity tonurture our database automatically without a need of typing at all This functionality withoutdoubt one of the most powerful PBMs that has become to a full disclosure Since in most caseswhen we are conducting a search on external sources (commercial database) at the time that wesearch and select relevant publications we can download directly to our database

6

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

5

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 1 Workform for a Public Journal (ProCite 5)

The way of feeding a database in addition to handbook as stated PBM offer opportunity tonurture our database automatically without a need of typing at all This functionality withoutdoubt one of the most powerful PBMs that has become to a full disclosure Since in most caseswhen we are conducting a search on external sources (commercial database) at the time that wesearch and select relevant publications we can download directly to our database

6

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

6

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 2 Importing Module of Bibliographic Records from Downloaded Files on External Sources ProCite5

It is interesting to highlight a possibility of including in different workform a field that allowslinking articles with full text image files PDF files or web pages This functionality included invirtually all PBM offers a possibility to go beyond a mere collection of references which avoidshaving a file in a parallel role with reproductions of documents of database We would have a realdigital library on the computer with ability to link files with full text of our publications Note thatcurrently is rare to find a distributor for databases that do not offers with a bibliographicreference a link to a magazine distributor that would allow download a file with full text

42 PERFORM A SEARCH

Once we have a database created and documented with bibliographical references of interest forresearch is common and frequent in daily tasks to conduct searches within database alreadycreated during research process

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

7

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

Figure 3 Sample of Results from a Database Created in ProCite 5

The first use to facilitate searches occurs during process of feeding and documenting databaseautomatic indexes are generated in real time during loading This is an internal lists of terms infields like author title journal and keywords

This first search system is based on simple navigation through indexes It only involves scrollthrough a list of terms related to alphabetic names of authors journals titles or keywords whichmeans your choice drag all records of the database that contains a term

These indexes will allow us to be used as very fast and intuitive search instruments and on theother hand to be used as master files to add on new records indexes terms without a need oftyping again avoiding mistakes and getting more information

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

8

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Figure 4 Module Search of Bibliographic Records from a Created Database ProCite 5

The second search mode offered by PBM is called advanced mode This mode allows us to builddifferent types of equations of searches which are statements made by boolean logicaloperators (and or and not) andor comparative and terms or text we want to find In this way wecan build complex search strategies where we can also expand roots of terms used with so-calledwildcards These equations once constructed can be stored for later use For example ProCiteto locate references containing words such as adult and education in title fields and keywordspublished in 2008 the equation is (title contains ldquoadultrdquo and keywords contains ldquoeducationrdquo anddate = 2008) Writing words with upper case or lower case is irrelevant when searching and thereare menus to help in complex searches The results appear in a list of references which can beseen in detail and completely when using ldquoclickrdquo button on them Conducting searches onReference Manager is simple and one advantage is having same screen to search in bothdatabases own databases and external databases to PBM that is available on Internet you justhave to check out a box to switch from one option to another

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

9

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

43 OBTAINING STANDARD LISTINGS OF BIBLIOGRAPHICAL REFERENCES

As a result of searches within databases created and after selection of works of interest wehave finally use these records Normally use is intended to obtain standardized reference lists atend that we should add or footer when during speech performs of our research appointments(AENOR 1999) Mentioned programs have a tool that can transform records database (frominformation contained in initial work form) to bibliographical references for more than 600 stylesor standards of major scientific journals (Vancouver standards ANSI etc)

Figure 5 Information Output Module Standardized References According to Standard Styles Procite 5

In addition to these default templates that PBMs provide us these applications offer us sometools to build new templates that give style formatting of custom mode on outputs as it has beendesigned So you can add custom styles not included in program These formatted referencescan also print copy to clipboard for pasting into other programs save as text files (RTF MicrosoftWord Word Perfect) or html or xml files and add a new file or an existing one

Perhaps most surprising in using references is that we find a functionality for integration withword processors (Word and Word Perfect) Through application ldquoCite While You Write or CWYWrdquo itallow us to work at once with a word processor and bibliographic database with aim of writing amanuscript and include relevant citations while composing a manuscript

10

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

10

IB

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OA

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RS

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OU

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PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

Once these programs have been installed there is a link to Reference Manager Pro-Cite andEndNote) available in menu ldquotoolsrdquo of Word text processor itself Of course you need to openboth word processor and file of references program with records of interest ldquoInsert Citationrdquooption calls may be included in text to selected references In the end surprisingly text ismodified so that references are listed in order of appearance followed at end by a list ofreferences with same number and format of magazine or publication where you want to send it

44 SEARCHES AND IMPORTING OF RECORDS IN EXTERNAL BIBLIOGRAPHIC DATABASE

Mentioned programs have added ability to seek references in own created databases and alsodirectly in other via accessible on Internet whether public as Pubmed (specializing in healthsciences) or in hundreds of libraries catalogs that uses Z3950 or under licensed use such asISI Web of Knowledge The search system in these external databases is similar to one used forown PBM internal databases

Using same interface and from within application of PBM we can launch queries sometimes atdifferent external sources simultaneously and obtain records which are imported to databasescreated in our library manager Such importation responds to the use of formats with commoninformation exchange between external databases and own PBM Furthermore in cases wherethese formats are not shared PBMs offer tools and utilities like Bibliolink (in the case ofProCite ) to build converters external to internal format This function gives PBM flexibility forintegration of heterogeneous information and diverse

Subsequently to imports these records can be modified in the fields that you want (changekeywords personal comment in ldquoabstractrdquo numbering or other field) Logically result can bemanaged with applications referred above print output in other formats such as text fileschanges in output styles purification by superadded searches creating new files transfer toother databases integration with word processors etc The search results can also be sent by e-mail as an attachment (text html) or by pasting selected citations in text body of message withselected output style Thus performance and flexibility of these programs tools make searchingin commercial external databases sometimes to be more complete than those made directly onprogram web platforms

45 SHARE POST OR SPREAD RESULT OF BIBLIOGRAPHIC TASKS

More and more scientific activity requires tools to share and collaborate on results In this regardthe PBM also provide features such as Web Reference Poster also from Research InformationSystems is a collaboration tool references sharing over the Internet To publish on the net anydatabase made with Reference Manager ProCite or EndNote so that anyone can consultthese databases

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

11

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

5 CONCLUSION

In this short walk along operation managers of references we should stay with following basicideas

bull They are programs that allow to

Integrate and organize bibliographic references obtained from different sources(catalogs databases Internet etc) into its own database

Create bibliographies and reading lists in a standardized format

Automatically develop list of references cited documents and notes in a footnote at endof its working paper

6 BIBLIOGRAPHICAL REFERENCES

[1] AENOR (1999) Norma UNE 50-104-94 Referencias bibliograacuteficas Contenido forma yestructura Madrid Autor

[2] Alonso J (2006) ProCite 50 Guiacutea Reviewed on February 12 2009 in httpeprintsrclisorg7214

[3] Armenteros I y Alfonso I (2004) Los gestores personales de bases de datosbibliograacuteficas conoce usted queacute es y coacutemo se maneja el Procite ACIMED 12 (2)Available at httpeprintsrclisorg1691

[4] Bravo R (2000) Coacutemo gestionar nuestra bibliografiacutea creacioacuten y mantenimiento de unarchivo bibliograacutefico personal Atencioacuten primaria Publicacioacuten oficial de la SociedadEspantildeola de Familia y Comunitaria 25 (6) 432-437

[5] Doc6 (2006) Manual de Refwork Reviewed on 12 February 2009 in httpwwwbibarquitecturausesrefworkdoc

[6] EndNote Plus (2009) Reviewed on February 10 2009 in httpwwwnilescom

[7] Esteban Frutos I (2007) Gestores de Referencias Bibliograacuteficas grandes aliadosReviewed on February 10 2009 in httpeprintsrclisorg12220

[8] ISI (2005) Manual Procite 5 Reviewed on February 10 2009 in httpwwwprocitecomsupportdocsProCite20520Manualpdf

[9] Knowledge Navigation Center Workshop (2005) ProciteManaging Your Citations withProCite 5 A Faculty Exploratory Reviewed on February 10 2009 in httpwwwlibumicheduknchowtocitationprocite5newpdf

12

IB

ER

OA

ME

RIC

AN

UN

IVE

RS

ITY F

OU

ND

AT

ION

PERSONAL BIBLIOGRAPHIC MANAGERS (PBM)

[10] Lozano T y Poyatos-Huertas E (2004) Introduccioacuten a ProCite5 Presentacioacuten enPowerpoint [Tutorial] Reviewed on February 10 2009 in httpeprintsrclisorg9236

[11] Reference Manager (2009) Reviewed on February 10 2009 in httpwwwrisinccom

[12] Sobrido M Gonzaacutelez Guitiaacuten C y Paacuteez Cervi V (2007) Guiacutea de uso de EndNote WebReviewed on February 10 2009 in httpeprintsrclisorg11809

[13] Software Cientiacutefico SL (2008) Tabla comparativa entre Endnote ProCite y ReferenceManager Reviewed on February 10 2009 in httpwwwsoft- warecientificocompaginascomparativahtm

[14] Sorli Aacute y Merlo J A (2000) Estilos de citas y referencias de documentos electroacutenicosRevista Espantildeola de Documentacioacuten Cientiacutefica 23 (4) 483-496

[15] Zotero (2009) Zotero Reviewed on February 10 2009 in httpwwwzoteroorg