Evidence searches for research and publications.
The suggested time to allocate to this search is from 4 to 7 hours.
Planning
You should consider the following when planning the search:
Choosing a database
When deciding what database you should use, you should search Medline and Embase need as a minimum. You should then select other databases as appropriate to the subject of the search. For example, you should consider Cumulative Index to Nursing and Allied Health Literature (CINAHL) for allied health professions.
Scope of the search
You should 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. You need to check with the requester what is appropriate.
Study types
You should 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
You should ensure searches follow the below guidance.
- Comprehensive. Searches will be comprehensive but depending on the agreed scope of the search it may be permissible to use focusing techniques, such as using majored subject headings and title-only text searching to improve relevancy over recall, particularly if the topic is very broad.
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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.
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Appropriate limits should be 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 as 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 Preferred Reporting Items for Systematic Reviews and Meta-Analyses (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.
Examples
Example 1
Dear …
Please find attached the results of your requested search on: Treatment of missed Monteggia fractures: do annular ligament reconstruction and increased ulna deformity protect the radial head from redislocation or are other techniques more effective? [English language research since 2000 with paediatric patients]. Results are arranged with higher tier evidence first, then primary research, in reverse chronological order.
I screened the full yield of the search for any non-Monteggia results, but have included results that are slightly broader than the sub-clause of your search topic, in the hope they will be useful.
From the attached results though, the following are explicitly focused on annular ligament reconstruction: 26, 33, 54, 63, 80, 82, 90, 96.
The following papers focus on ulnar deformity: 6, 70, 86, 101, 113.
If this report is not what you had in mind, if you would like me to search again with revised criteria, if you are aware of any relevant research that this report did not retrieve,or if you would like me to present the results in a different format; do please let me know and I will be happy to oblige.
You can access the full text of articles by clicking the hyperlinks and signing-in with your NHS OpenAthens username/password. If you do not currently have an OpenAthens account you can register for one using your NHS email address (you will be emailed to set your own password) or contact us at [library contact email].
The articles we do not have direct access to can be ordered through our inter-library loans service (these may take a few days to arrive)…
Report compiled by librarian.
Example 2
Dear Dr …
Hope this message finds you well.
Please find attached the results of your requested evidence search on: "TB affecting the central nervous system" [English/German language only, adult populations only, 1950-]
I searched several healthcare databases using a specific/narrow approach to retrieve a smaller number of relevant articles without returning an unmanageable yield, as requested. While this means that these results are not completely comprehensive, I can easily broaden the focus of the search and deliver you an exhaustive set of results if required, please just let me know.
You can access the full text of articles by clicking the hyperlinks and signing-in with your NHS OpenAthens username/password. If you do not currently have an OpenAthens account you can register for one using your NHS email address (you will be emailed to set your own password) or contact us at [library contact].
The articles we do not have direct access to can be ordered through our inter-library loans service (these may take a few days to arrive). To make article requests, please complete the "request a journal article" form on the Knowledge library services web page at: [link to library website].
We aim to improve our services in line with your comments. Please take a moment to complete this online feedback form: [link to feedback form].
Look forward to hearing from you, …
Report compiled by librarian.
Page last reviewed: 7 August 2023
Next review due: 7 August 2024