The ability for researchers to easily mark and download large sets of citations from our bibliographic literature databases has created a need for individual researchers to organize their citation collections over time. Downloading, storing, searching, and retrieval of data sets is most logically performed using software applications known as personal bibliographic database tools. These tools were originally developed from other applications, such as database spreadsheet programs and word processors, but have recently become more sophisticated and tailored for bibliographic purposes. There are a number of competing software applications on the market and researchers have begun to ask librarians for advice about which tool is best for their needs. The products have varying strengths and weaknesses with which we were not familiar in great detail. This project is an attempt to explore these tools and identify the differences between them in order to provide examples and advice to researchers.
In the project we developed a personal bibliographic database software clearinghouse. The clearinghouse serves as a demonstration facility for faculty, staff, and students seeking the most appropriate tools to manage bibliographic records retrieved from online databases. The SCOPA grant supported the acquisition of popular bibliographic management software products included in the clearinghouse.
We obtained the following software packages: EndNote (Niles Software), Reference Manager and ProCite (Research Information Systems), and AskSam (AskSam Systems). During the term of the project, the producers released new versions of EndNote, Reference Manager, and ProCite, necessitating a reevaluation of these products. We installed the software on an IBM ThinkPad 380D notebook computer. This workstation is equipped with a roaming Ethernet connection and a modem, allowing it to be used in a variety of instructional settings.
We decided to exclude InMagic and BioBase, two systems that are freely available via the Internet. The freeware version of InMagic is available only for DOS. This product is no longer being developed and has been replaced by DB Textworks, which is a much more powerful database tool. Compared to other software we were evaluating, InMagic is a more complex system than would be required for most personal applications.
BioBase is an independently produced shareware program that is being utilized by the University of Queensland. We were not successfully able to install and run the program. Given the limitations and difficulties with these two products, we do not plan to include them in the clearinghouse.
EndNote, Reference Manager, and ProCite share a number of significant features. These common features include:
An important criterion in our evaluation process was the functionality of each product with local resources. EndNote, Reference Manager, and ProCite offer modules for importing citations from bibliographic databases directly into the program. In order to test and demonstrate importing features, we downloaded records representing a variety of material types (i.e., journals, book sections, conference proceedings) from several major science databases available to the Yale community, including Compendex, Inspec, Science Citation Index (Web of Science), and BIOSIS. In a number of cases the preconfigured import filters (i.e., files that interpret the record structure of a particular database and interface, and transfer that data into appropriate fields in the bibliography program) were not provided for our databases, or were not fully functional. Two of the programs evaluated, EndNote and ProCite, allow the editing of existing filters and the creation of new filters.
Given the complexity of record structure and variations in format of some databases, it is not always possible to create filters that consistently transfer data to the correct fields of the bibliographic management software. The level of functionality of the filter is dependent on a consistent record structure that can be interpreted by the program. Some bibliographic database producers, such as BIOSIS and Inspec, do not maintain a consistent record structure across all material types. Thus, it is not possible to design a fully functional filter, and the user may be required to individually verify and edit imported citation records. Still, the time saving potential of the import filter makes it a significant feature.
EndNote 3.0
EndNote is clearly the personal bibliographic management program of choice
at Yale. The program integrates all of the features available separately
in Reference Manager and ProCite (described below). A large number of
preconfigured filters are supplied with the software, although not all of
our databases are represented. However, the user can modify existing filters
or create new ones. Significantly, EndNote has a "smart parsing" feature
that can automatically interpret data. For example, the program uses
algorithms
to determine separations between author names, such as between multiple
authors,
between last and first names, and between first and middle names. The smart
parsing feature makes creating new filters relatively easy.
During our evaluation of EndNote, the producer, Niles Software, released EndNote 3.0 with a significant new feature supporting direct connections to Z39.50 compatible databases. This feature allows users to connect to and search a remote literature database through the EndNote software interface, and store results directly in the program. Connection files for a variety of library catalogs and online services are included with EndNote, and the software allows files to be modified and new files created. Creating a Z39.50 connection file is significantly more complex than creating an import filter, and requires knowledge of the Z39.50 client database configuration. Moreover, the EndNote search interface does not offer the functionality available from the databases' own interface. Although the Z39.50 connection feature offers the promise of better integration between literature databases and citation management, we can only recommend using it for known item data retrieval, and not for information searching.
At the request of the Yale Medical Library, the database producer created a connection file for Orbis, the Yale library catalog. In testing the Orbis connection file we found that the search options were extremely limited.
EndNote is available for Windows NT/95/3.1 and Macintosh. Additional information, including directions for downloading a demonstration copy, is available from Niles Software.
Reference Manager 8.5
In look and performance, Reference Manager is very similar to EndNote. The
program's most significant advantage is that it works extremely well with
ISI's Web of Science (the producer of Reference Manager and ProCite is
affiliated
with ISI). A software plug-in available from Reference Manager's producer,
RIS, allows users to export ISI Citation Index records directly from Web
of Science to the bibliography program in one step. However, when a
preconfigured
import filter is not available, the user is not able to build a new one.
Import filters, called "capture files" in Reference Manager, cannot be
modified;
nor does the producer create new capture files on demand. It is thus less
versatile than EndNote as a general resource.
A Z39.50 connection feature is not included with Reference Manager, as with the latest version of EndNote. A program called BookWhere? 2000 can be purchased separately to search remote databases and export them to Reference Manager or ProCite. BookWhere? is a search interface and not a bibliographic management program. Using the program's "fast export" feature, retrieved records can be moved to Reference Manager or ProCite in one step.
BookWhere? 2000 is a more full featured product than EndNote's connection module. The program provides connections to a wide array of library catalogs and allows multiple catalog searching. BookWhere? offers a number of record display options, including the option of displaying retrieved records by subject heading. The user can modify and create Z39.50 connection files, although this requires knowledge of the Z39.50 client database configuration.
Reference Manager 8.5 and BookWhere? 2000 are available for Windows 98/95/NT4. Additional information, including directions for downloading a demonstration copy, is available from Reference Information Systems.
ProCite 4.03
ProCite has traditionally been marketed to information
specialists, and offers a greater number of search options, workforms, and
record fields than EndNote and Reference Manager. Because of these additional
features, the database is more complex and more difficult to learn. Unlike,
EndNote and Reference Manager, the citation database module and the data
capture modules are two separate programs; and in order to import data from
literature databases, the user needs Biblio-Link II. Biblo-Link comes with
a number of database filters and, like EndNote, users can modify and create
new filters.
Creating a filter in Biblio-Link is a much more complex process than in EndNote. Where the EndNote program utilizes "smart parsing" algorithms that automatically interpret data elements based on position and punctuation, Biblio-Link requires the user to specifically map data elements. For example, in setting up an author field format, the user selects the format of the author name, and the punctuation or character used to separate multiple authors. Biblio-Link permits the user a great degree of control over the format of the filter. However, it seems unlikely that even an experienced user would be able to set up a filter without referring to the user guide.
The ISI Web of Science plug-in described above in the section on Reference Manager also works with ProCite. This feature allows retrieved records to be downloaded directly into the ProCite record format. Similarly, the BookWhere? 2000 software described in the previous section works with ProCite, and retrieved records can be transferred with a "fast export" option.
ProCite 4.03 is available for Windows 98/95/NT4 and Macintosh. Additional information, including directions for downloading a demonstration copy, is available from Reference Information Systems.
AskSam 3.0
AskSam is a more general data management program than those
described above. It can be used to create a database of structured data,
but it is not specifically designed for article citation management, like
EndNote, Reference Manager, and ProCite. AskSam is better suited to less
specialized applications, such as address lists. The program allows the user
to create fields and enter data that can then be searched, modified, and
reformatted. AskSam includes a word processing module, so it can be used
to generate formatted documents such as form letters and reports.
The greatest advantage of AskSam is its ability to work with unstructured, or freeform, data (e.g., text files, html documents, and email messages). Import filters come preconfigured for major word processing and database programs, html files, Eudora e-mail, and Lexis/Nexis. Potential applications for AskSam include managing address lists, archiving HTML documents, and organizing and searching full-text documents.
AskSam is available for Windows 3.1/95/NT. Additional information, including directions for downloading a demonstration copy, is available from AskSam.
The software products included in the clearinghouse demonstrate the variety of options available for personal data management. The knowledge obtained during this project has already proven valuable in assisting researchers both with product recommendations and use. The science libraries have begun including personal bibliographic software workshops in programmatic instruction.
We have decided to recommend EndNote as the most easy to use and versatile product for general applications in managing bibliographic citations. EndNote is already the most widely used program at the University, and is available at campus stores. In order to facilitate use, we have designed import filters for the Inspec and GeoRef databases, and will create other filters for our databases on demand. We hope to work with the Medical Library staff in creating a Web site where users can download locally created filters that function with Yale bibliographic databases.
Our next step is to demonstrate the clearinghouse programs to the other science librarians. Since we were able to obtain instruction versions of some software packages at no cost, we utilized remaining project funds to purchase additional copies of EndNote, in order to have demonstration facilities available on workstations at several locations.
SCOPA Grant 1998, Final Report
Andrew Shimp
David Stern
Additional reviews of personal bibliographic databases and related software is available from Electronic Research @Chorus (sponsored by the College Writing Programs, University of California, Berkeley).
Return to Software project overview
Contact Andy Shimp for questions about personal bibliographic database software.