Keeping Good Records of Your Database Searches
I learned this the hard way—by failing to keep any records of database searches, then scrambling to recreate my search process after the fact. Don’t be that researcher. There’s a better way.
If you are writing an extensive literature review—say, for a standalone article or a chapter in a dissertation—you will have to describe how you found your sources. Even if you are writing a shorter literature review for a journal article, where you will not have space to describe your search process in detail, this record keeping strategy will help you notice patterns in the literature and draft your lit review section.
Here I share the database search process I teach my clients.
Checklist
For all database searches (yes, I really want you to get in the habit of doing this every time!), record the following in your research journal:
name of the database
date of search
Keywords searched
Any limiters applied
For example, date of publication range, “2018-2023”
For example, “peer reviewed only”
Hits: [aim for 100 or fewer to get a scannable list of titles. Use limiters or expanders as needed.]
Notes: [what patterns do I notice when scanning titles?]
From these hits, select an initial reading list of 10-12 articles. Choose the most relevant for your topic.
I am including articles that [fill in criteria you notice]
I am excluding articles that [fill in criteria you notice]
A Real Life Example
Here are notes I took while doing one database search for research on leadership of for-profit language programs.
ERIC (EBSCO)
4/7/2023
language education or language learning or second language learning or foreign language learning AND “for profit” AND leader*
Any limiters applied
none
Hits: 36
Notes:
articles published from 1966-2020
Several articles have a higher ed focus
A few other articles/reports are about K-12 schools
Reports on specific programs, but none are the type of language program I’m looking for
A couple of articles look like they are critiquing for-profit higher education
Most relevant to my topic are articles about international schools, especially one about the role of principal at such a school
This initial search was too limited to get 10-12, so for now I’m starting my list with just the 4 most relevant
I am including articles that are about Chinese language programs (1) or international schools (3)
I am excluding articles that are about higher ed, K-12 public schools in the US, and the random stuff that was completely irrelevant
Next steps
Do more searches on this database with fewer keywords
Try these keywords on other databases
Add to this initial list until I have 10-12 sources:
Livaccari, C., & Wang, J. (2009). Asia Society’s Ongoing Chinese Language Initiatives. Learning Languages, 15(1), 20–29.
Machin, D. (2014). Professional Educator or Professional Manager? The Contested Role of the For-Profit International School Principal. Journal of Research in International Education, 13(1), 19–29.
Bunnell, T. (2014). The Changing Landscape of International Schooling: Implications for Theory and Practice. Routledge.
Gardner-McTaggart, A. (2018). The Promise of Advantage: Englishness in IB International Schools. Perspectives: Policy and Practice in Higher Education, 22(4), 109–114.