Notes

Outline

Using RefWorks   at Stanford University Grace Baysinger Head, Swain Chem & Chem Eng Library graceb@stanford.edu March 4, 2003

Workshop Outline What is RefWorks? Access to RefWorks at Stanford Create and Organize Your Own Database Format Bibliographies and References in Manuscripts Help and Support

What is RefWorks? RefWorks is a Web-based bibliography and database manager that allows users to create a personal, searchable, database of citations.  These citations can be formatted into your Microsoft Word documents as footnotes or a custom bibliography.

What is RefWorks? Because RefWorks is entirely web-based (the bibliographic records reside on the web, not on your computer); it gives you access to your bibliographies from a Mac, PC, or UNIX, as long as it’s connected to the Internet. Be sure to back up files.

Comparing EndNote & RefWorks EndNote Must load on a specific computer Mature product with many features Users purchase copies themselves Most popular reference manager program Other programs exist (ProCite, Ref Manager) RefWorks Web-based product New product, launched Spring 2002 Contains basic features but is still evolving Site-license at Stanford At UC-B, some use both EndNote and RefWorks

Access to RefWorks at Stanford RefWorks is free for Stanford students, faculty, and staff because the Stanford University Libraries have purchased a campus-wide site license. Sign up for an individual account: http://www.refworks.com/refworks If you want to continue using RefWorks after you leave Stanford, you can set up a personal account for $50/year.

Access to RefWorks at Stanford You can have as as many accounts as you like and there’s no size limitation for an account (server space or number of records). To support collaboration, it is possible to share read/write or read-only access to an account.

Access to RefWorks at Stanford: Read/Write Access to an Account If all collaborators are Stanford students, faculty, or staff No extra steps are needed beyond sharing login information with the group after an account is set up. If some collaborators are at other institutions Account administrator will need to contact RefWorks to have a Group Account set up. Collaborators who are not covered by a RefWorks site license will have to establish a personal account.

Access to RefWorks at Stanford: Read-Only Access to an Account After creating an account, click on “Update User Info” to add a read-only password. Read-only access is a global privilege for an entire account and cannot be limited to a specific folder within an account. Even for read-only access, all users must either be at a site that has a RefWorks license or they must purchase a personal account ($50/year). This is because the ability to export records and to incorporate records into a paper or bibliography still work with read-only access.

Access to RefWorks at Stanford: Authentication and Security Access is based on IP address plus personal login name and password for each account. Remote or off-campus access is possible by entering Stanford’s Group Code when you log in.   No proxy authentication is required. The confirmation message you receive after creating an account will include the Group Code.  The Group Code name is confidential and should not be given to people at other institutions. Login name, password, and Group Code are all encrypted by RefWorks.

Access to RefWorks at Stanford: Compatibility Web Browsers Internet Explorer 5.0 or later Netscape 4.7 or later Word Processors Word for Windows 97 or later Word for Mac 96 or later

Create Your Own Database: Overview Search library catalog or bibliographic citation database to find information Three ways to create a database: Direct export Import records from a saved text file using a Filter Manually type in data

Create Your Own Database in RefWorks: Direct Export of Records Using a Database Supplier’s Interface Use regular search interface for databases supporting Direct Export of records into RefWorks (use “Export” button). Advantages: Ease of transferring information into RefWorks. Disadvantages: Direct Export is not available for most databases.

Create Your Own Database in RefWorks: Direct Export of Records Using RefWorks Search Interface Use RefWorks Search Interface for Selected Library Catalogs Z39.50 Compliant Databases Advantages: Ease of transferring records into RefWorks. Disadvantages: Not available for many databases. Authentication user name/password where Stanford’s access is controlled by IP address. Only basic search features of database available. May miss or get too much information.

Create Your Own Database in RefWorks: Using Import Filters Use search interface of database, save results in a tagged format, and then import records afterwards using a filter. Advantage: Use full search features of databases to find relevant information. Disadvantages: Must use the specific filter that was created for a specific information provider of each database. Filters may not correctly map all fields in a record.

Create Your Own Database in RefWorks: Complying with Usage Agreements While it’s technically easy to download many records from databases, doing so will violate usage agreements we have with data providers. Violating usage agreements can result in loss of access to a resource for the entire campus. Rule of Thumb: downloading up to 200 records for a search session is okay. Contact your local librarian if you are having trouble refining results.

Create Your Own Database in RefWorks: Using the Import Filter for Socrates, Stanford’s Online Catalog Socrates Tip: Mark only one record in results and type in range of record numbers in save/email window. Select Import in RefWorks Under Import Filter/Data Source, select SIRSI Library Software Under Database, select Stanford University’s Online Catalog (Socrates) Filter is defined to import both the saved and emailed formats. Note: library location and call number is not imported into RefWorks (yet).

Create Your Own Database in RefWorks: BibTex Format While it is possible to export records from RefWorks in BibTex format, it is not possible to import records yet.

Create Your Own Database in RefWorks: Manually Entering Records and Making Global Changes It is possible to manually create new records or to edit existing records (e.g. add descriptors, grant number, etc.). It is possible to globally edit only authors, descriptors, and periodical titles. While it is possible to put information in user defined fields, these fields cannot be renamed or searched (yet).

RefWorks: Main Interface

RefWorks: Browsing Authors, Descriptors, Periodical Title

Creating a Bibliography

Creating a Bibliography

Creating a Bibliography

Write-N-Cite: Creating a Paper With References and Bibliography Can create a separate bibliography or use Write-N-Cite for adding references in a paper (first must download and install Write-N-Cite plug-in). Output styles – a collection of output styles exists now. You can submit a request to have RefWorks add a style. For detailed instructions, please see: http://www.refworks.com/RefWorks/help/OutputFormatEditor.htm

Write-N-Cite Click on Icon in Word & Login to RW

Write-N-Cite Use Quick Search to Locate Items Press Cite Link to Paste into Manuscript

Write-N-Cite “Internal” View of References in Text Must Save Manuscript Before Being Able to Generate Bibliography

Write-N-Cite Choose Output Format

Write-N-Cite Final Manuscript

Help and Support for RefWorks Using Bibliographic Management Software at Stanford http://library.stanford.edu/depts/serg/bibsoftware.html RefWorks Help http://www.refworks.com/Refworks/help/helpmainframe.htm UC Berkeley Bioscience & Natural Resources Library: Bibliographic Management Software http://lib.berkeley.edu/BIOS/refman.html NYU RefWorks http://www.nyu.edu/library/bobst/bib/refworks.htm

Help and Support: Glossary of Terms for RefWorks Database is a file consisting of one or more records, each containing one or more fields of information. Examples: a library catalog, a bibliographic database such as SciSearch, and a RefWorks database. Field refers to a part of an reference, such as author, year, or title. Fields are arranged in RefWorks import fields to show how the tagged data should be imported and in RefWorks styles to show how the data should be formatted in bibliographies or manuscripts.

Help and Support: Glossary of Terms for RefWorks Filters are used to import references from a properly formatted text file into your personal RefWorks library.  Each filter provided has been configured to import data files from a specific database offered by a single information provider. In-text Citation is the brief citation to a reference that appears in the body of the text of a paper.  Typically this is just the author name and year in parentheses, or a bibliography number.

Help and Support: Glossary of Terms for RefWorks MARC (Machine Readable Cataloging) is a standardized format developed by the Library of Congress for producing machine-readable bibliographic records.  MARC uses numeric tags such as tag 100 for Personal Author, and tag 245 for the Title. Reference Types--a RefWorks Folder can contain references from a variety of different sources, such as books, journal articles, patents, etc.  RefWorks calls these difference sources “reference types.”  RefWorks provides built-in forms for common reference types.

Help and Support: Glossary of Terms for RefWorks Styles are the files that RefWorks uses to determine how to arrange references for a variety of bibliographic formats.  Styles are typically for specific journals, though they can also be based on more general style guides.  Each output style is designed as a complete solution for formatting in-text citations, footnote citations, and bibliographies for all types of references.

Help and Support: Glossary of Terms for RefWorks Tagged Data consists of an identifier in the left margin of a data file followed by text for one or more fields of information.  Data must be consistently tagged so it can be put into the appropriate fields in RefWorks. Z39.50 is a NISO protocol describes the search and retrieval of information from remote databases.  It is primarily used for data retrieval from bibliographic databases and is widely supported by libraries and information providers.  Only Z39.50 compliant databases can use the Direct Export into RefWorks.