As a doctoral student a lot of my time goes into managing my references. Thankfully there are many tools around to help me manage my references and to speed up the process of inserting citations while I write my papers. After a lot of trial and error I settled on Refworks that I was really happy with. Unfortunately it is a paid software with a stiff fee that I may not be able to afford once I leave the university. Thankfully, a friend told me about Zotero that has all the important functions of Refworks and Endnote, and even has some advantages over them – and all this for free.

Reference database

Zotero is a Firefox add-on (a tool that can be installed in Firefox browser). It can be installed with a click of a button from the Zotero website and is ready to use in minutes. Once it is installed we can add references such as books, articles, movies, e-mails, laws, videos and other items that we wish to record and cite. References can be stored in folders and can also be tagged. We can add multiple notes for each reference and can also link these notes to related notes. We can also store articles, web pages and other electronic documents along with the reference. Zotero thus acts as a fantastic database to store, categorise and to maintain our references.

Adding references in a jiffy

Adding all details of a reference like names of all authors, publisher, year of publication, etc. is a laborious process. Zotero makes this process really easy by allowing us to import references from a large range of websites. You can visit your library website, Google Scholar, Google Books, and other bibliographic databases like JSTOR, Econlit, Lexis-Nexis, etc. and import full citations with the click of a button. All we need to do is to look for a small icon in the address bar of Firefox, as we are browsing these websites, and click it. It will get added to Zotero automatically and normally we can get full bibliographic details with just a click. Zotero also provides us with the ability to browse many online newspapers including NY Times.com and The Hindu and get full citations for the article (including author, date, section, etc.) using the same process.

Creating bibliographies

To create a bibliography all we need to do is to select the references of our interest and drag them to MS Windows or any other word processor (or for that matter even Google Docs or your e-mail window). A fully formatted bibliography will be created in seconds. We can choose a style of our choice from a large menu of standard styles including APA, Chicago, MLA, etc.

Citing in research papers

If you wish to cite references in MS Word or Open office document Zotero offers a plug-in that makes this job simple. Simply download the plug-in and install it your computer and Zotero will be available as an Add-in (in case of MS word). A window will open when you click the Zotero icon in the add-in with your complete library. You can search the reference you want to cite and add it with a click of a button. This will create an in-line citation and also a bibliographic reference. We can change the style of the bibliography (say from Chicago to MLA) with a click.

Syncing

If you work from multiple computers, you can create a Zotero account and store a copy of your references online. These can be used in a computer you work on regularly at a different location by installing Zotero in all computers you regularly use. It takes minutes to set up and works smoothly once it is put in place.

Migrating from Refworks or Endnote

It is relatively easy to migrate from Refworks, Endnote or other citation managers. We can just export all references and import them into Zotero painlessly. [There are some tricks of the trade to make this process complete, on which I hope to write soon].

Summing up

Zotero is powerful, free and simple to use. The website has good documentation and the open-source community is constantly at work in adding new features and answering new questions. One disadvantage of Zotero at this point is that, unlike Refworks, we cannot use it in public computers since our library will be downloaded and maintained in Firefox. But for most of us who work in universities and homes, Zotero is as good as Refworks and perhaps a little better than Endnote; and unlike these software, Zotero comes absolutely free.

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Note: There is an easier way to cite in MS Word and it’s free.  Check out my note on Zotero citation tool.

There are hundreds of formats for citations like Chicago, APA, etc.  The only thing in common between them is that each of them is a nightmare!  I cannot imagine how people did extensive citations before the coming of automated help.  I am a big fan of refworks, endnote and other bibliography managers.  Unfortunately, these are costly and cannot be afforded by everyone.  For those who did not have the fortune of having one of these, websites like Citation Machine provided some free help.  Basically, one can enter the name of one’s book, article, and other details and get the citation in the correct format.  We can then copy and paste this into our editor.  MS Word 2007 has now introduced an ability to add citations and create bibliographies with ease.

There is now a tab called “references”.  After clicking this we can add a new source (article, book, book section, etc.) by clicking on insert citation button.  The citation gets added to that point automatically. Word 2007 offers many styles including MLA, Chicago, APA, ISO, etc.  Once we are ready, click the bibliography button to get a neatly formatted bibliography at the bottom of the file.

Adding page numbers

To add page numbers, put your cursor anywhere on the in-line citation.  A drop box will appear on the bottom right.  Once we click it would have a button called “Edit citation”.  Click this button and it will have a box where we can add a page number.

Advantages over Citation Machine

Word 2007 offers significant advantages over online citation generators like Citation Machine.  To begin with, there is no need to copy and paste the inline text and the formamted citation.  When we copy and paste, it takes a while to ensure that the order is maintained in the bibliography at the bottom.  Worst of all, if we choose to change our style, say from APA to MLA, we have to start all over again in citation machine.  With Word 2007, we can do this with a click of a button.

No substitute for Refworks, Endnote, Bibtex

Word 2007 is no substitute to Refworks or other bibliography managers.  It lacks many useful functions that come with one of these managers. Most importantly, there is no ability to import citations from sources such as econlit or JSTOR.  It does not offer folders, search facilities, etc. for using it as a useful database.   While the drop down box for inserting citations is very useful for a limited number of citations, it’d be a nightmare if we have a large database.

On the whole, Word 2007′s bibliography functionality is useful with limited citations but is un-evolved to serve as a bibliography database as yet.

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A few months ago when Refworks announced that they are going offline, I was excited. I am doing my field work in rural India and had decided not to take full time internet access. I started regretting not having Endnote; I need not do that anymore. Refworks’ new Write-N- Cite III makes available most of the important features offline.
The new Write-N-Cite III has an offline database that downloads all references from our online database to an offline location. This enables us to search and insert references offline. Earlier, once the paper was ready, we had to format it online. Now the Write-N-Cite plug-in can format the paper in our PC itself. This represents a giant leap in the functionality of Refworks. The only limitation it has now is that we cannot add, delete or modify references offline. This is no doubt a limitation, but for those who can access the net now and then, it is not a major practical limitation.

Formatting and Un-formatting

When I revisit papers that I wrote sometime ago it was a little frustrating to use Refworks. My references were in coded format e.g. {{23;Agarwal,Bina}}. Often I did not understand what it refers to and I had to go to a formatted file to understand what the reference was. The problem with the old system was that I cannot work on a formatted file to update it. That problem is no more. The new Write-N-Cite III uses field codes when we insert references. Thanks to this, we can do all our work in just one file. We can format the file and then continue to edit it.

Co-authoring made easier

This is especially useful when working with a co-author. Earlier, I had to send a formatted file to my co-author for her to understand what the references were. After she edited it, I had to make those changes in the unformatted file. Now, that hassle is no more and we can both work on the same file.
Interestingly, the new plug-in also permits us to un-format papers. I am yet to discover its utility, but it would be worth exploring it.

Converting old papers

Write-N-Cite III includes a facility to update old papers. But this works only with unformatted files. For example, I had a formatted paper that I tried converting and un-formatting. Though WNC claimed that it did the job without any mistakes, it had actually done nothing. But if you were careful enough to store the unformatted files, we can continue using it with the new features.

Font trouble

For some strange reason, after formatting the references appear in times new roman, though the text elsewhere is in a different font in this file. This should be easy for us to correct, but it’s a feature Refworks has to take care of.

Giant leap

The new features represent a giant leap in the functionality of Refworks. This is true even if you have continuous access to the internet (thanks to the ability to edit formatted files).

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I have tried my hands on four to five voice recorders so far. When I left to India for my fieldwork I was determined to get a good one that matches all my requirements. I will be doing long interviews and attending conferences – so I needed one that has a powerful mic and could record for long durations. When I read or when I work on some topic, I like to record my thoughts as they come. I needed a voice recorder that could contain a large number of folders and something that will allow many files (many voice recorders allow a limited number of files and this can be a disadvantage if I am recording my thoughts or taking notes from a book – I tend to get to the quota rather fast). After some research, I landed on Olympus DS-40 with which I am rather happy.

Large capacity

With five folders that could carry 200 files each DS-40 is very appropriate for my notes and thoughts and for long recordings in conferences.  I just went to a ten day event when I did not have the chance to access my laptop to transfer files from the recorder.  I did several interviews and also recorded the proceedings on several occasions.  At the end of it all, I had used only half the capacity in High Quality (without stereo). In a previous recorder, I had made several small jottings as and when I heard an interesting idea; since the recordings were short, I had some space left, but had run out of files.  The large capacity of DS-40 will almost certainly ensure that I can record without limitations on most occasions.

Recording quality

It has three modes for recording “dictation”, “lectures”, “conferences”. Each of them come with an assortment of recording quality. With over half a gig memory, it allows recording in high quality for over 30 hours easily. With a lower quality, we can record for more than 170 hours! The battery life is also terrific. Further, DS-40 voice recorders carry fantastic features to reduce unwanted noise. I have not tested this feature in a conference so far, but in dictation mode this works wonders. For example, I did some voice recording amidst some noisy construction in wall street and DS-40 managed totally eliminate the noise of machines. I also used it in dictation mode when a train entered in the New York subway; even under crushing noise and the voice recorder managed to capture my voice with just a minimal sound of the entering train.

If one is looking to capture the noise of the environment all we have to do is to change from the dictation mode and cancel various features relating to noise reduction. It also comes with an ultralight stereo jack that we can use to record sound in stereo mode. This though is unlikely to be of any importance to field work and other forms of research.

Indexing & organising

One feature I enjoy a lot is indexing.  When I hear an interesting point being made during an interview or a long conference, I quickly press an ‘index’ button that inserts a bookmark.  One can insert upto 19 bookmarks in each file in this model.  If we open the files in the Olympus DSS Player, it will display little bookmarks as it plays the audio.  We can just skip to the bookmarks to hear the interesting parts of the interview or talk. As far as organising the files go, it is useful to have the beginning and end dates of recording is useful. Beyond this the Player does not provide additional features that make organizing files easier.
On the whole, I am quite satisfied with the instrument and I warmly recommend it if you are looking for a voice recorder.

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With the dramatic growth of information technology and the internet in particular, information in the hands of researchers has increased dramatically. We now have an opportunity to collect information at rates unthinkable one generation before us. But getting the best out of this information glut requires careful strategies for collecting, organizing and retrieving information. This article reviews a few tools and practices. I start with practices and follow it with some tools below.

Some good practices for managing references

Whether you are a graduate student or a professional researcher/academic, research is a long term process. Even in a span of six months one can end up with dozens of good references that would be of use to us. It is almost futile to go back and search for these articles from scratch months after we read or saw them. A system of collecting and organising references then and there will greatly increase our ability to use information we read. At the same time, collecting every reference that one comes across is bound to be wasteful. What we need is a system of information management that discriminates between different kinds of information.

Information management policy

Different systems of information management work for different people, and each of us should device our own. Last year, I devised the following policy that worked very well for me:

1. Some things are better left to the net e.g. definitions, concepts, etc.
2. Some useful pages in the net that I wish to get back to should be tagged.
3. Some sites, pages should be collated – use HTTrack
4. Some should be stored at once – useful papers, biblio items, etc.
5. The rare few should be written down.
6. Develop a naming convention for papers, including the file names for them.
7. Develop a system of rating papers (levels and themes)

Though it looks elaborate, it is very simple in practice. Easiest of all is (1) – a regular surfer would have no problem in identifying this. At times I find useful pages, good online articles, etc. that I may or may not use. In any case, content is constantly added to good websites that there is no point in storing them off-line. So, when I find a good site or page, I immediately tag (strato 2) it using del.icio.us a social bookmarking tool. This takes less than 30 seconds for each website. Delicious provides a bookmarking script that I just click when I see a good site. In the page that appears, I give a one line description and give it a few tags (e.g. research, public-policy, data-source, etc.). When I want it, I just return to delicious page from any computer and search for the page using the tags.

Some pages are worth collecting (3) these are typically pages that will disappear such as newspaper content. Sometimes one can find a set of useful articles in just one page that we’d like to have a copy of. In these cases, I download these pages using an “off-line viewer” (I use HTTRak) or use a download manager (I use “Free Download Manager”) that enable me to collect these pages and store them in one folder for me – painlessly. Work involved in downloading pages in a file is at most one minute. HTTRak takes more time, but is useful for sophisticated tasks.

(4) is different from (3) in a sense that these are select important pages/papers, etc. that I wish to name and store carefully. These are papers I will need to review almost certainly at some point of time. Apart from storing a copy, I use a citation manager to record it. I also make brief annotations and categorize the article with a reasonably stable naming convention so that I can retrieve it. This does take some time, in my estimate about 30 minutes a week for an avid reader. But this practice is a great time saver.

In a rarely good case of an article or book, I write down specific quotes and detailed annotations that I am most likely to use at some point in future. I also use a voice recorder to take audio notes of books and articles (and my thoughts while reading them). Audio recording is much faster than writing down – but is not searchable.

A naming convention (5) for files on your PC that is consistent with the reference management can be of great help when we wish to consult these articles while writing papers. This is specially important since many journals provide articles as ‘images’ that are not easily searchable. In my case, I find it useful to name a file as *Year Surname – Article name*. Apart from matching in-text citations, this also helps me to sort articles by year. Note that it takes just as much time as any process of naming files i.e. no extra time.

Finally strategy (6) is one that that I have not been able to develop well. I have not hit on a systematic way of rating articles that I read and am suffering a little due to it. If I do find a way of doing it, I’ll promptly update this post! If you know of one, do leave a comment below.

Utilities for managing references

I have several other posts on citation managers and will not get into it here. But these utilities are costly business and may be unaffordable to most students across the world. Many universities in the US offer these services free to students, but this may not be the case in most places. There are at least two highly sophisticated referneces managers that are available totally free. These are CiteULike and Connotea. Both are free and are getting more and more integrated with each other. It is easy to store references from the web or academic articles in these two reference mangers. They also provide filters to many important bibliographic databases such as JSTOR. Needless to say, paid software mentioned above allow us to import references from a larger range of bibliographic databases – but CiteULike and Connotea are reasonably good and cover many important databases for students of social sciences. These reference managers also allow us to share references with others sharing our interests, if we choose to do so. The only drawback of these utilities compared to Refworks or EndNote is that they do not help us with the process of citation.

There are several other utilities such as software to visualise ideas, custom search engines, search history system in Google, bookmarking tools, etc. that could be used productively for information management. I will shortly provide links to these from this page. For the moment all of them can be found under the tag “Utilities for students“.

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I am always put off at the thought of creating bibliographies with their innumerable dots and commas and italics, and a grammar complicated more than that of German language. I really have no idea why people came up with such complicated formats such as Chicago, APA or MLA. For my first paper that was headed towards publication I followed the style guide. After one year, I realise that I made many mistakes and the process in any case had taken a long time and was frustrating. After that, I discovered Endnote.

Quick & Easy citations

Citation managers like Refworks and Endnote enable us to create bibliographies and in-text citations fully painlessly. Once we have the references in place it takes very little time and effort to create neat and professional bibliographies. In both these utilities (and I believe there are a few other softwares in this market) all we have to do is to click on the reference to add it in text in the research paper we are writing. Refworks or EndNote will do the rest. One can choose from hundreds of citation formats by a click of a button and instruct the software to create bibliographies in the chosen format. If one wishes to, we can also create it in our own unique styles using custom format functions. The key to creating good citations though, is getting all our references organised and complete.

Finding and managing references

This is a short blurb, for a more detailed article, click here.

There are many databases including the free Google Scholar and many paid databases such as JSTOR, OCLC, etc. where one can search academic papers and import references painlessly into Endnote or Refworks. We can also search library catalogs of many universities or the Library of congress from within these utilities. Once you find the book that you’re looking for, just click and import it. Once references are in place, and complete – just click your way to creating citations in your research paper. I have been creating posts on related topics including one comparing Google Scholar with other academic search engines, using Google scholar with Refworks, and other posts. You can find these under the tag information management for graduate students. These posts contain tips and tricks for collecting and managing references, among other things. For relevant information see tags next to “read more” below.

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I just discovered a facility in Refworks to put a record in multiple folders. Take a book like India: Development and Participation; I will want it in my ‘development’ folder and also ‘India’ folder. I used to think that I had to duplicate it each time I wanted to put a record in multiple folders. While this would have served the purpose, it becomes a problem when I wish to make editions to the record. Suppose I wish to add an abstract, or correct the author name – I will have to find and edit it in each folder.

Luckily, this problem can be overcome in refworks. To do it, choose a record (an article or a book) in a folder and say put record in another [chosen] folder. What this does is to associate the same record in another folder. As a result, I can edit it from any folder and it gets updated in all folders. This is a very useful function for managing citations.

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Despite the importance of budgets, very little information is available about them in the Indian context. The Union budget gets a national coverage and information is widely available. Much less is know about state budgets. The good news is that most state governments now have websites, often with extensive information. As a first step, I’ve put together information on all of them in one place.  I updated this page to reflect the websites in February 2011.

While you are here, you may also wish to read on why the Budget Website of the Government of India has the worst design possible.  You may also be interested in the series on technology and governance in India with articles on making information in government websites more useful and transparent.  You can also use my specialised budget search engine that is useful if you are looking for what happened to the budget on certain issues (e.g. mid day meal scheme) in various states.  It basically searches the budget websites of various state governments and the Government of India.

Budget site of Government of India

You can get the complete budget, summaries, speeches, as well as economic surveys for many years. Chief limitation is that the documents are all in PDF format, making it difficult to use the information for data analysis without re-entering data.

Budget site of Uttar Pradesh Government

A fantastic site. It allows you to submit very detailed queries online to get budget details. Using the queries well may require a certain amount of understanding of government’s accounting practices. Detailed financial manuals are also available in the site. On the whole, one of the best budget sites in India. The budget speech is in Hindi.

Chhattisgarh

Complete set of budget papers is available. All documents are available in Hindi and English translations are available for many. The documents are in PDF, and infact one has to browse the site in PDF. This makes it easy to read Hindi alphabet, but makes it very difficult to browse. Further, the site has quarterly reviews of expenditure, various rules and acts, circulars of finance department, Chhattisgarh economic survey, and other details. Not all have been updated.

Karnataka

Full set of budget papers is available in PDF format. For 2007-08 Budget click here. Also available is the medium term fiscal plan. For news results and analysis of Karnataka budget, click here.

Goa

Some documents are available in PDF and some in HTML. To access full set of budget papers of 2007-08 click here

Harynana

For the 2006-07 budget click here. The 2007-08 budget was not available on 11 March 2007.

Jammu & Kashmir

For the latest available budget click here (the last set I was able to find online)

Manipur

The last available budget is of 2005-06 (11 March 2007)

Meghalaya

Last available budget was of 2005-06 as of 11 March 2007 click here.

Madhya Pradesh

This is a reasonably detailed site. Has access to full set of budget papers, budget manual and other related documents. There is also a query facility, where expenditure, receipts and details of ‘public account’ can be retrived for specific sectors, major heads, etc. One major limitation of the query is that it cannot be used to retrive details beyond the level of ‘major heads’.The site also has outcome budget and gender budget.

Orissa

An incredibly cluttered website without much information on budgets.  Perhaps this will change soon.

Andhra Pradesh

A detailed site with summaries, query facility, etc. The current budget also has links to review of the state economy, and other details. A well made site. The site also provides access to previous budgets. One very interesting feature of the site is budget speeches from 1955 (i.e. the inception of the state) are now available online. These can be accessed from the main budget page.

Kerala

Has the complete set of budget papers in PDF format. The English version of the budget speech is not yet available online. Apart from that the site has an assortment of other interesting information such as public finance indicators from other states, plan expenditure of Kerala over all plans, etc. A highly informative site.

Punjab

The finance department website did not have any budget papers as of Feb 2011; not even from the previous years.  Hopefully, more will become available soon.

Tamil Nadu

The 2007-08 budget is not available as on 11 March 2007.

More information available in Reserve Bank of India

Several papers on overall position of state budgets, and other documents that present a consolidated picture of state budgets are available.

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I started using Google Scholar with a vengeance when it started. It has an ease that other providers do not: there is no need to log in, there is no need for subscription and it seems to pull out articles that other service providers just did not. In no time, Google Scholar also started providing links to my citation manager – Refworks. But soon I started realising various limitations of Google Scholar. Here’s a brief assessment of the strength of google scholar versus other search providers.

Cost

Google Scholar is free and accessible to all, but for students enrolled in many universities (specially in the developed world), this is not a constraint since universities provide free access to their students.

Depth of coverage

I think this is the major strength of Google scholar. In one swoop one can search books, journals and on one occasion I found even a paper that a friend of mine had hosted in her website (but published in a reasonably good journal). In terms of depth of coverage, I think google scholar scores well over most other specialised search engines.

But this is not always a plus point when we wish to narrow our search. There are certainly advantages to looking at “food security” in an economic or agricultural database to searching in google that would index even biotechnology papers – something I can do without at times!

Citation support

In my view this is the major weakness of Google scholar compared to other services. One very irritating feature is that it does not provide the first name of authors in full. I like to have the full given name of the author in my citations, but when I import citations from Google, I have to go and update the names each time.Plus one major advantage of using JSTOR or OCLC is that the citations also have an abstract, that google does not. This is one great reason not to use google scholar, if we can avoid it.

There is one other technical advantage of searching through paid service providers. Often I look for articles from home. When I click on the article in google scholar it often takes me to a journal with paid content and then I have to start all the way from the library website (but armed with the names of the article). If I used a paid service instead, I would be logged into the proxy server already and I can download articles in one swoop – this is a major time saver.

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I had written a note about using wordnet lexical database that could be used in content analysis.  I just stumbled on a lexical database in Hindi.  I am yet to try it, but am excited that such a tool is available in an Indian language, specially when I am planing a media study with a friend.

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