ELISE for Postgraduate Students - Enabling Library Information Skills for Everyone

The Importance of managing sources of information

In Module 2 you learnt how to identify the most useful sources of information and some searching techniques. As research can be a long and repetitive process, it is always a good idea to record where you have looked for information and what search terms you used. This will avoid needlessly repeating searches if modifications are needed later, which can be a frustrating experience! As you become more familiar with a topic, you can incorporate better terminology into subsequent searches.

When you have found a relevant source, it is crucial to record the details, so you can cite the source properly in your assignment

Remember, if you cannot cite a source appropriately, you cannot use it in your assignment. Plagiarism, or passing off someone else’s ideas as your own, is strongly discouraged and penalised heavily at university. Developing good habits of note-taking can help you avoid this unethical practice. This will be discussed in greater detail in Module 5.

Which pieces of information do I need to record?

For each topic you research, you should attempt to capture the following information (the example below has been set out in table format, but you can use any format with which you feel comfortable, as long as the relevant information is noted)

(For this purpose, a database can include a printed index or bibliography –don’t just think of electronic resources)

An alternative method of recording this information is to merely print the screen (or save to a file) of your final search, which captures the search terms, limitations etc, as well as the list of results.

Click the drop-down button for an example of what would print out if you used this method of recording information

View example

You can also write these details on paper or cards, but whatever method you use, be sure you record it in a way that will make sense to you later! Also, back-up computer files regularly and consider making a photocopy of any written material.

The reference list

When you come to acknowledging “each source of information, ideas or evidence” (MBT Learning Guide, 2006, p. 44) in your assignment, you will need to both cite the reference in the body of your assignment and include all the details of that reference at the end of your assignment (in the reference list).

There are many different styles of referencing but most require similar types of information to be collected. Common elements of a reference include:

• author’s family name and initials
• year of publication
• date of access and URL (for electronic material)
• title of article or chapter or book
• title of publication, publisher’s name
• place of publication
• edition (if applicable)

The following table provides an example of how you would set out items in a reference list. If you obtained material from a library, record which library and its library location number so you can find it again. It may help if you remember one reason for referencing: to provide someone else with enough information to find and read the item you are referring to. Remember, if you can’t reference it, you can’t use it!

Examples of references (or citations) for different information sources. Roll your mouse over the text on the left for the name of the element.

View example

Useful tools for recording information

In addition to manual or paper-based methods of recording information, the following tools are available to you:

• Tables in Word or Excel. A Word table was used in a previous example to record which databases were searched and what search terms were used. You could create a file of references in a similar manner. Students familiar with Excel or similar spreadsheets may find these very useful for this purpose.
• History commands. Many electronic databases have a “history” command which shows you your search terms, combinations and the results retrieved. You can save this to a file as suggested above. Use the Database Helpsheets to get more information on this function.
• Save, Print and Email functions. Most databases, including library catalogues, allow you to save records to a file, print them out or email them to yourself or others. This method helps you to record details accurately and is also very useful for group assignments.
• Saved Searches and Alerts. Some databases allow you to save a search and run it again at a later date to pick up material published since your previous search. You can also set up an “alert” which lets you know when new material on your topic is published. As every database manages these last three functions differently, use the “about this database” or help screens within databases to explore these features. Alternatively, UNSW Library’s Database Helpsheets and the Alerting Services Helpsheet provide some useful tips.
• UNSW Library’s Sirius system allows you to save searches and set up alerts across several databases. You can also customise the MySpace section of Sirius to keep a list of your favourite Subject Guides, Databases and e-journals for use later on. See the How to use Sirius guide for a more detailed explanation of these processes.
• Endnote is a software product that allows you to store, organise and manage references. These references can be linked to your word processing documents (e.g. assignments, articles for publication) to instantly create in-text citations and reference lists in the referencing style that is required. UNSW staff and students can obtain Endnote free of charge. More information and details of Endnote training is available on the Library’s EndNote page.

Worked example

Using the question from the worked example in Module 2, it would be useful to record the following details of your search. In this instance, a Word table is used. However, you should choose any method that works for you!

In the first search above (UNSW Library Catalogue) we can use the database’s ‘Save/Mail function’ to record and keep details of the search.

Click drop-down button to see a sample of an email sent from UNSW Library LRD/catalogue.

View sample

Now that you have recorded and kept all the relevant information for each source, you can use this information in your assignment reference list. It is also advisable to keep the Library Call Number information (e.g. S 658.402/106) so that you can find the item again if needed. See the EDU Harvard Referencing Guide for examples of how to organise your reference list.

Practice activity

The best way to consolidate your understanding is to experiment with some of these methods. Take the time to try the following exercise, which takes you through a step-by-step process of using some of the tools discussed in this module.

1. Go to the Library Subject Guides (access from UNSW Library Home Page)
2. Follow the link through ‘Commerce and Economics’ to the subject guide for ‘Organisation and Management’
3. Click on ‘databases’ (link located in the shaded menu box at the top of the page)
4. Find the link for the database ‘Business Source Premier’ (hint: located under the heading ‘key resources’)
5. Go to Business Source Premier by clicking on the database name
6. A ‘resource list’ page will appear – again, click on the name Business Source Premier. This will open the database
7. In the ‘find’ box, type: team concept
8. Press the ‘Search button’. You will see that around 190 results appear
9. Now limit your search by clicking on ‘Academic Journals’ (located just above the list of results). This reduces the results to around 50
   Choose the first result in the list and email the reference to yourself by:
   1. Clicking on the ‘Add’ button next to the reference (on the right hand side of the screen). This will add the reference to a folder.
   2. View the contents of your folder by clicking on the ‘Folder has items’ button (located on the right of the screen directly above the list of results)
   3. A ‘folder contents’ page will appear, and the reference you placed in the folder will be listed. Click on the ‘email’ button.
   4. A screen will appear prompting you to insert your email address. Insert your email address and press send
10. Exit the database by closing the browser window.
11. Check your email. You will have received an email from ‘ephost’ which contains all the relevant information for the selected reference.
12. Go to one of the contacts listed in the Welcome page if you had difficulties undertaking this exercise.