Documenting your search process

Documenting your search process

Documenting your search process is a critical step in research that enhances transparency, reproducibility, and credibility.

This practice is especially important in systematic reviews, where rigorous methods are required, or when collaborating with others to ensure everyone has a shared understanding of the approach.

1. Record search details

Begin by listing all the databases and search engines you used, such as PubMed, ScienceDirect, or Scopus. Clearly note the exact search strings, keywords, and Boolean operators applied for each search. This detailed documentation allows others to replicate your search strategy and ensures consistency if you need to revisit your search.

2. Track filters and parameters

Document any filters or parameters you applied during your search. This includes details such as publication dates, article types, or language restrictions. Record the inclusion and exclusion criteria used to justify why certain studies were selected or omitted. This step is essential to explain the scope and limitations of your research and to provide a rationale for the final selection of articles.

3. Log search results

Keep a thorough record of the number of articles retrieved from each database. Additionally, track how many articles were screened, assessed for eligibility, and ultimately included in your analysis. This detailed logging ensures accountability and makes it easier to generate summaries or visualisations of your search process, such as a PRISMA flow diagram.

4. Use citation management tools

Utilise citation management tools like EndNote or Mendeley to organise your references efficiently. These tools allow you to attach PDFs, insert citations into your writing seamlessly, and create reference lists automatically. To streamline your work further, create folders or tags to group studies by themes, methodologies, or relevance.

5. Capture search history

Make use of database export features to download your search histories, including timestamps and specific settings. Taking screenshots of key steps or filters can also provide a visual record of your search process. This practice is invaluable for presenting a clear and verifiable search strategy in your reports or publications.

6. Maintain a search log

A search log can be as simple as a spreadsheet, but it should be comprehensive. Include columns for the database used, search string, filters applied, results retrieved, and any comments or notes. Update the log with any changes or refinements to ensure a clear and consistent record of your evolving search process.

7. Report transparently in your work

When writing your paper or report, dedicate a section to your search methodology. Provide a detailed account of the databases, search terms, and selection criteria employed. To further enhance transparency, use flow diagrams such as PRISMA to visually illustrate the article selection process. This approach ensures that your methodology is clear, systematic, and reproducible for future researchers.