The study compared citation format in EndNote version 7 and Reference Manager version 11 with the citation format for references found in the instructions to authors from the most significant medical literature. The resulting information should be very useful to those who depend on citation management software to format and organize their references for publication in medicine, and librarians and others who teach the use of citation management software

Brahmi, Frances

Gall, Carole

IUPUIScholarWorks

EndNote®and Reference Manager® Citation FormatsCompared to “Instructions to Authors”in Top Medical JournalsFrances A. BrahmiCarole GallABSTRACT. The study compared citation format in EndNote® ver-sion 7 and Reference Manager® version 11 with the citation format forreferences found in the instructions to authors from the most signifi-cant medical literature. The resulting information should be very use-ful to those who depend on citation management software to formatand organize their references for publication in medicine, and librari-ans and others who teach the use of citation management software.[Article copies available for a fee from The Haworth Document Delivery Ser-vice: 1-800-HAWORTH. E-mail address: <docdelivery@haworthpress.com>Website: <http://www.HaworthPress.com> © 2006 by The Haworth Press, Inc.All rights reserved.]KEYWORDS. EndNote, Reference Manager, citation format, instruc-tions to authorsFrances A. Brahmi, MA, MLS, AHIP (fbrahmi@iupui.edu) is Curriculum and Edu-cation Director, and Carole Gall, MLS, AHIP (cfgall@iupui.edu) is Gift DevelopmentOfficer and Collection Management Team Leader, both at Ruth Lilly Medical Library,Indiana University School of Medicine, Indianapolis, IN 46202.Many thanks go to Elizabeth H. Riley for her perseverance in compiling and com-paring the Instructions to Authors.Medical Reference Services Quarterly, Vol. 25(2), Summer 2006Available online at http://www.haworthpress.com/web/MRSQ© 2006 by The Haworth Press, Inc. All rights reserved.doi:10.1300/J115v25n02_04 49INTRODUCTIONIn teaching and troubleshooting citation management for faculty,staff, and students at Indiana University School of Medicine, one of themost common problems encountered was the need to tweak the outputstyle of both EndNote® and Reference Manager® citation managementprograms to comply with the authors’ instructions as required by thejournals. The pervasiveness of the situation motivated the study ques-tion.1 The study results can be used to focus on areas of instruction, par-ticularly on EndNote and Reference Manager output styles.The purpose of the study was to compare citation format in EndNoteversion 7 and Reference Manager version 11 with the citation format ininstructions to authors for reference requirements and style for articlesfrom select journals of the most significant medical literature.METHODSThe study was designed and implemented by librarians at the IndianaUniversity School of Medicine and by a school of library and informa-tion science intern with an interest in health sciences librarianship. Thestudy occurred between October 2004 and January 2005, and representsthe EndNote version 7 and Reference Manager version 11 databases,and the ISI, MLA, and publisher Web sites during that time. The journalstyles were either in the EndNote or Reference Manager program softwareor in the auxiliary Web Style Finder on the ISI Web site for the respectiveprograms <http://www.endnote.com/> or <http://www.referencemanager.com/> during the same time period.To select the top journals across the medical disciplines, the Brandon/Hill Selected List of Print Books and Journals for the Small Medical Li-brary 2003 edition on the MLA Web site was matched to the journalscurrently indexed in the Abridged Index Medicus (AIM) Journal Titles.To further limit the journals to one in each of the Brandon/Hill subjectcategories, the Journal Citation Reports database was used to pick thetop journal according to Impact Factor. The resulting list was 43 signifi-cant journals throughout the field of medicine (see Appendix A).The instructions to authors had to be the most recent that could befound at the time. There are a number of ways to locate instructions forsubmitting articles to the various medical journals. One way is throughWeb sites that collect author instructions; selected sites2,3 available atthe time of this study are listed here:50 MEDICAL REFERENCE SERVICES QUARTERLY• “Instructions to Authors in the Health Sciences” is at the Web siteof the Raymon H. Mulford Library at the Medical College of Ohio<http://www.meduohio.edu/lib/index.html>.• The NLM Web site has “Uniform Requirements for ManuscriptsSubmitted to Biomedical Journals” <http://www.icmje.org/> and,also, Reference Style and Format examples at <http://www.nlm.nih.gov/bsd/uniform_requirements.html>.• “Instructions to Authors for Elsevier Journals” is a searchable listof Elsevier journal titles with links to instructions to authors.If the journal was not listed at any of these sites or on its publisher’sWeb site, then the January issue, or first issue of the most recent year,was examined to find instructions for authors.Two titles needed special decisions. The Journals of Gerontologyhad two sub series: Series A, Biological Sciences and Medical Sciences,and Series B, Psychological Sciences and Social Sciences. Journals ofGerontology was counted as one title, and as it turned out, neitherEndNote nor Reference Manager had styles for this title. The Journal ofBone and Joint Surgery had a U.S. and a British version, and the U.S.version was selected for the study.RESULTSJournal TitlesThere were 43 journal titles in the study (see Appendix A). The au-thors’ instructions matched exactly to only four titles (see Table 1).Of the 43 titles examined, 15 (35%) were not included in the Ref-erence Manager (RM) style list, while 20 (47%) were not included inthe EndNote (EN) style list (see Appendix A to identify titles). Of the21 (~50%) titles not included in either RM or EN, 11 were associationpublications, four of which were published by the American Medical As-sociation. One title, Hospital & Health Networks, did not include instruc-tions to authors in any form (see Table 2).DiscrepanciesEleven of the most important style elements were examined and com-pared for accuracy of the software versus the authors’ instructions. Over-Frances A. Brahmi and Carole Gall 51all, 121 discrepancies were found, with 33% of the differences in ENand 67% in RM. Examples of the discrepancies include:• “Instructions to Authors” format last name, first initial; softwareformat first name, last name (5 EN; 13 RM).• Journal name abbreviated in “Instructions to Authors” and not insoftware (13 EN; 14 RM).• Issue number not included in “Instructions to Authors” but in-cluded in software (3 EN; 4 RM).• Title of article in “Instructions to Authors” no capitalization ex-cept first word but in software capitalization used (5 EN; 12 RM).Of those journals listed in either software (EN or RM), discrepancieswith the journal’s “Instructions to Authors” were as follows: 40 in 8 cat-egories for EN compared to 81 in 11 categories for RM. Four categories–author, title of article, punctuation/spacing, and journal title–accountedfor the greatest number of discrepancies. For those teaching EN andRM, the number of discrepancies per category (see Table 3) can directthe instructor to areas for focus particularly for editing output styles.Both software packages had errors with compound or multiple lastnames, for example: van Allen. Both provide straightforward guide-lines for handling compound or multiple last names. In EndNote, theprocess is to put the compound or multiple last names first in the authorfield followed by a comma and the remainder of the name including suf-fixes such as “Jr.” and even degrees such as “Ph.D.” Similar careful rule52 MEDICAL REFERENCE SERVICES QUARTERLYTABLE 1. Perfect Match of Citation Styles and Author’s InstructionsJournal TitleEndNote Journal of Allergy and Clinical ImmunologyReference Manager American Journal of Obstetrics and GynecologyReference Manager AnesthesiologyBoth EndNote and Reference Manager New England Journal of MedicineTABLE 2. Forty-Three Journals in the StudyJournal Style Not Included Journal Style IncludedEndNote 20 (47%) 23 (53%)Reference Manager 15 (35%) 28 (65%)following in Reference Manager should produce the desired results.The root of this high statistic is likely caused by “bad data in, bad dataout.” Users need to know the guidelines for entering authors, which canbe found easily by clicking Help in both software packages. Also, usersneed to check imported records for correctness, especially of compoundor multiple last names. Examples of correct entry of the author field are:Correct author field in EndNote: Bartlow-Jones, Gene A., Jr., Ph.D.Correct author field in Reference Manager: de Gaulle, CharlesCONCLUSIONDespite numerous discrepancies (only four exact matches) betweenthe instructions provided by the publisher and those from the software,both products are useful for preparing references for publication. Mostof the discrepancies were minor in nature and fixable by using the soft-ware features for editing output styles.Of the titles studied that were not in RM or EN, almost half (11 titles)were association publications (see Appendix B). As members of theseassociations become aware that their associations could participate inthe RM and EN templates, they could suggest to their associations to fillout the Web forms for being part of EndNote and Reference Manager.Frances A. Brahmi and Carole Gall 53TABLE 3. Discrepancies Per CategoryCategoriesDiscrepancies:EndNoteDiscrepancies:Reference Managerauthor 10 19title of article 5 14punctuation (comma, period, colon) 3 10year 2 3month 0 3day 0 1pagination (continuous) 2 4volume 0 3issue 3 5citation within text (bracket, number) 3 3journal title cited 12 16Total: 40 81The discrepancies were predominately in the authors and journal ti-tles, so it is especially useful to double check this part of the referencesfor adherence to the authors’ instructions. The discrepancies in Table 3can be used by those teaching EN and RM to focus areas of instructionparticularly for editing output styles. The resulting information shouldbe very useful to those who depend on citation management software toformat and organize their references for publication in medicine, and tolibrarians and others who teach the use of citation management soft-ware.Received: May 27, 2005Revised: August 5, 2005Accepted: September 20, 2005REFERENCES1. Gall, C., and Brahmi, F.A. “Retrieval Comparison of EndNote to Search MEDLINE(Ovid and PubMed) Versus Searching Them Directly.” Medical Reference ServicesQuarterly 23(Fall 2004): 25-32.2. Simboli, B., and Zhang, M. “Citation Managers and Citing-Cited Data.” Issues inScience and Technology Librarianship. (2002). Available: <http://www.istl.org/02-summer/article4.html>.3. East, J.W. “Z39.50 and Personal Bibliographic Software.” Library Hi Tech 21,no. 1 (2003): 34-43. Available: <http://www.emeralinsight.com/0737-8831.htm>.54 MEDICAL REFERENCE SERVICES QUARTERLYAPPENDIX AJournals Studied: 43 Top Medical JournalsJournal NameEndNoteDiscrepancies StudiedReference ManagerDiscrepancies StudiedACP Journal Club N/A* N/AAIDS YES** YESAmerican Family Physician N/A N/AAmerican Journal of Clinical Nutrition YES YESAmerican Journal of Human Genetics YES YESAmerican Journal of Obstetrics and Gynecology YES YESAmerican Journal of Public Health YES YESAmerican Journal of Respiratory and Critical CareMedicineYES YESAmerican Journal of Sports Medicine N/A N/AAmerican Journal of Tropical Medicineand HygieneN/A N/AAmerican Journal of Pathology YES YESAnesthesiology YES YESAnnals of Emergency Medicine N/A YESAnnals of Surgery YES YESArchives of Dermatology N/A N/AArchives of General Psychiatry N/A YESArchives of Ophthalmology N/A N/AArchives of Otolaryngology–Head and NeckSurgeryN/A N/AArchives of Physical Medicine and Rehabilitation N/A N/AArthritis and Rheumatism YES YESBlood YES YESCancer YES YESCirculation YES YESClinical Pharmacology and Therapeutics N/A YESCritical Care Medicine YES N/ADiabetes YES YESGastroenterology YES YESHospitals & Health Networks N/A N/AJournal of Allergy and Clinical Immunology YES YESJournal of Alternative and ComplementaryMedicineN/A YESFrances A. Brahmi and Carole Gall 55APPENDIX A (continued)Journal NameEndNoteDiscrepancies StudiedReference ManagerDiscrepancies StudiedJournal of Bone and Joint Surgery (US) N/A YESJournal of Gerontology N/A N/AJournal of Infectious Diseases YES YESJournal of Laboratory and Clinical Medicine N/A YESJournal of Oral and Maxillofacial Surgery N/A N/AJournal of Palliative Medicine N/A N/AJournal of Substance Abuse Treatment N/A N/ANeurology YES YESNew England Journal of Medicine YES YESPediatrics YES YESRadiology YES N/ASexually Transmitted Diseases N/A YESUrology YES YES*N/A indicates not in EndNote and Reference Manager.**YES indicates style discrepancies.56 MEDICAL REFERENCE SERVICES QUARTERLYAPPENDIX BPublishers of Journals Without Style Templates in RM and EN[11 are associations (4 are AMA); 3 Mosby; 2 Saunders; 2 Mary Ann Liebert]ACP Journal Club–American College of PhysiciansAmerican Family Physician–American Academy of Family PhysiciansAmerican Journal of Sports Medicine Sage Publications for the American Orthopaedic Society forSports Medicine [etc.]American Journal of Tropical Medicine and Hygiene –Allen Press [etc.]Annals of Emergency Medicine (In EN only)–Mosby-Year BookArchives of Dermatology–American Medical AssociationArchives of General Psychiatry (In EN only)–American Medical AssociationArchives of Ophthalmology–American Medical AssociationArchives of Otolaryngology Head and Neck Surgery –American Medical AssociationArchives of Physical Medicine and Rehabilitation –W.B. Saunders Co. [etc.]Clinical Pharmacology and Therapeutics (In EN only)–C.V. MosbyCritical Care Medicine –Mary Ann LiebertHospitals & Health Networks –American Hospital Pub.Journal of Alternative and Complementary Medicine –Williams and WilkinsJournal of Bone and Joint Surgery (US) (In EN only)–Boston; Journal of Bone and Joint SurgeryJournal of Laboratory and Clinical Medicine (In EN only)–C.V. MosbyJournal of Oral and Maxillofacial Surgery–W.B. Saunders Co. [etc.]Journal of Palliative Medicine –Mary Ann LiebertJournal of Substance Abuse Treatment–Pergamon PressJournals of Gerontology: Series A and B –Gerontological Society of AmericaRadiology (RM only)–Radiological Society of North AmericaSexually Transmitted Diseases (In EN only)–J.B. Lippincott Co.Frances A. Brahmi and Carole Gall 57

EndNote and Reference Manager Citation formats compared to "instructions to authors" in top medical journals

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EndNote and Reference Manager Citation formats compared to "instructions to authors" in top medical journals

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