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Systematic literature searching for health and life sciences students

Managing the search results

Virtual pop up showing folders and documents above a laptopManaging the results

Once you have conducted your searches, you will need to manage the results.

When doing a major project, like a systematic review, you will need to document how many results you have from all of your searches, how many duplicates you have removed, and then you will need to screen the remaining results based on the inclusion and exclusion criteria you have set for your review. Results are usually screened twice. First by reading the titles and abstracts, and second by reading the full text. This process is often documented in a flow chart, such as the PRISMA flow diagram. 

If you are using databases within one searching platform, such as CINAHL and Medline (both within EBSCOhost), you can search across those databases at the same time and use the function within the database to see your combined results and how many duplicates you have. You can also organise items into projects and screen the papers from within the platform.

You can also manage your results using additional software, and if you are using multiple databases, across different searching platforms, you will not be able to use the database platforms to manage your duplicates.

You can export results out of the databases and use software such as Excel, Rayyan, RefWorks or Endnote, to help you manage/screen your results. Whichever software you choose is up to you, we cannot recommend which to use. 

Using the databases to organise items into folders/projects

Using the databases to organise items into folders/projects

The video and written guidance below explains how add items into folders using the EBSCOhost databases.

The written guidance below explains how add items into projects using the Ovid databases.

Managing duplicates in the EBSCOhost databases (CINAHL, Medline)

Managing duplicates within EBSCOhost

If you are searching across more than one of the EBSCOhost databases (e.g. CINAHL and Medline) at the same time, there might be some duplicate records in the results. You can see how many duplicates there are, using the EBSCOhost platform. This short video explains how to work out how many duplicates there are in your results, as well as see how many results come back from each database searched.

If you are searching databases across more than one platform (e.g. CINAHL (EBSCOhost), Embase (Ovid) and Scopus (Elsevier)), you will need to manage your duplicates in a different way. You might find some of the software below helpful for this.

Exporting and managing your search results using additional software

Exporting your search results

If you are searching several databases across more than one platform, or if you would prefer to manage your results outside of the databases, you can manage your duplicates and screen your results using some additional software.

In order to get the results out the database and into the software, you will usually have to export the results as a CSV, Excel or RIS file types. These files can then be uploaded into whichever software you want to work with.

The written guidance below shows how to export results from EBSCOhost (CINAHL, Medline etc.), Ovid (Embase etc.) and Elsevier (Scopus) into CSV or Excel, and RIS file types.

Software for managing your search results

Some of the software options for managing your results are included below, but there are others. Whichever software you choose is up to you, we cannot recommend which to use. 

Excel

  • Excel is the most basic tool for the management of duplicates and screening results.
  • You can export results from the EBSCOhost databases and Ovid databases, into a CSV file, which can then be saved as an Excel workbook.

Rayyan

  • Rayyan is a free web based screening tool for systematic reviews.
  • You can export results from the EBSCOhost databases and Ovid databases, into an RIS file, which can then be uploaded into Rayyan.

Reference Management Software 

  • Reference Management software allows you to organise, store and manage your references. At Teesside, EndNote and RefWorks are available to use.
  • You can export results from the EBSCOhost databases and Ovid databases, directly into RefWorks or as an RIS file, which can then be uploaded into RefWorks or EndNote.

PRISMA flow diagram

PRISMA flow diagram

The PRISMA flow diagram shows the flow of information through the different phases of a systematic review. It maps out the number of records identified, showing how many have been included and excluded, and the reasons for the exclusions. 

The information recorded can differ, even in Cochrane Reviews, but the flow diagram can be a useful place to summarise what databases and other resources have been searched and the reasons why full text articles which were assessed have been excluded.

Below are some examples of different PRISMA flow diagrams from Cochrane Systematic reviews. Remember to check your assessment guidelines for the criteria and expectations for your specific assessment.

From: Cognitive rehabilitation for attention deficits following stroke

Prisma flow chart from a systematic review

From: Asthma education for school staff. 

PRISMA flowchart for a Cochrane Systematic Review

From: Pulse oximeters to self monitor oxygen saturation levels as part of a personalised asthma action plan for people with asthma.

PRISMA Flowchart from a Cochrane Systematic Review

Data analysis

Data analysis

Some tools are available to assist with data analysis (such as SPSS and NVivo). Resources for how to use these tools can be found by searching in Discovery. 

MERIT, the Maths Enhancement, Retention, and Improvement Team also offers group support for students having difficulties with mathematical elements of their course, including SPSS support. They can be contacted via: MERIT@tees.ac.uk 

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