Evidence searches for research or writing for publication

Guidance for this type of search.

Notes

The suggested time to allocate to this search: from 4-7 hours.

Please read:

  • "All evidence searches" (see "Quick links") before proceeding
  • and the "Supplement" section for examples of this type of search

Planning

Consider the following when planning the search:

Which databases should I use?

Medline and Embase need to be searched as a minimum.

Select other databases as appropriate to the subject of the search.

Consider CINAHL for allied health professions, for example.

If the requester is new to writing for publication, consider directing them to NHS KLS’ Learning Academy’s Writing for Publication for help:

What is the scope of the search?

Establish the scope of the topic and ensure that any search parameters are justified.

A search underpinning a research topic may be more similar in scope and style to that carried out for a systematic review whereas a search underpinning writing for publication may possibly permit a more focused search, but you need to check with the requester what is appropriate.

What study types does the requester prefer?

Establish if the requester is interested in a specific publication/study type.

If they are, discuss the use of appropriate search filters, and requirements for that type of study or publication.

If you are searching using provider interfaces, you can limit the results by publication type but the limits are different in each database.

You can also use common filters, including:

If the requester’s research is for a dissertation topic or academic assignment it is more appropriate to offer an assisted search or training session.

See Evidence Searching for Coursework/Study.

If the requester is aiming to publish in a specific journal or with a specific publisher, look at that journal’s or publisher’s instructions for authors.

Execution

Searches should be:

Comprehensive

Searches will be comprehensive but depending on the agreed scope of the search it may be permissible to use focusing techniques:

  • using majored subject headings
  • title-only text searching

to improve relevancy over recall, particularly if the topic is very broad.

Reproducible

Searches need to be reproducible so keep the strategy clearly structured and easy to follow.

Details of the strategy will be outlined in the research paper or article so keep this in mind.

Have appropriate limits applied

It is permissible to apply language limits and publication year limits but this must be justifiable in relation to the topic.

If search filters have been used, these must be documented and referenced in the report/article.

It is fine to remove comments, letters and editorials, either by screening your search results manually or by adding publication type limits/filters to your search.

Check with requester if they would like conference abstracts to be included in the search.

Results

Be prepared to provide supporting details, including a narrative description, explaining the search strategy so the requester can include this in their write-up.

Ensure the strategy is detailed in full in the appendices:

  • most journals require authors to supply at least a brief explanation of the search, including the databases covered and search terms used/concepts searched for
  • requesters will likely want to see the search parameters and any exclusion criteria justified, if applicable

Advise the requester to check the instructions for authors for the specific journal they are intending to submit to.

Many journals endorse PRISMA. If the journal for intended article submission is listed, it may be relevant for the requester to check in the instructions for authors whether they need to present their research in line with some of the PRISMA guidance.

If possible, can you get agreement from the author that they will acknowledge you in the published article or list you as a co-author, if you have made what you would consider to be a substantial contribution?  It is safe to assume they will not automatically acknowledge you.

It is also safe to assume that they will overlook any standard statement(s) about citing your search that you include in your evidence search report, so include a reminder in your correspondence about to cite your work, if possible.