Reference management

What is reference management for?

What features does a reference management program offer?

• The functionalities may vary depending on the product, but are similar in most reference management programs.
• Classic features include importing and managing scientific sources, especially their bibliographic title data or full-text PDFs.
• When writing your thesis, a reference management program makes it easier to cite sources correctly by automatically generating references in the desired citation style.

What reference management programs are available?

• KIT Library supports the programs Zotero, JabRef, and EndNote.
• In addition, there are a number of other free and paid reference management programs available. If you would like to get an overview, you can use the software comparison tool provided by the university library of the TU Munich.

How can I export titles from the KIT catalog

There are several ways to export titles from the KIT catalog and add them to your reference management program:

• In the detailed view of the results list, you can export the bibliographic data in the desired format (e.g., RIS, BIBTEX) by clicking on “Save record” on the right.
• From the results list, you can also save multiple titles at once (for the current browser session in the basket or for longer-term storage in a private list) and then export them using the download function.
• The RIS data format is recognized by many reference management programs, including Zotero and EndNote.

What advice does KIT Library offer on this topic?

• KIT Library regularly offers workshops on literature management. Current dates and details about events for the current semester can be found in the calendar of events.
• On Ilias, KIT members can find materials and online courses on the topic of literature management.

Zotero

Zotero is a free reference management program that runs on Microsoft Windows, Linux, Mac OS, and other operating systems. With Zotero, you can collect, manage, cite, and share sources.

License

Zotero is a free reference management program from the US-based Corporation for Digital Scholarship. KIT has no influence on the Corporation for Digital Scholarship, which acts independently. Use of the program is therefore at the individual's own risk.
Zotero can be used either as a local desktop application or as a web version. The web version may involve the transfer of personal data outside the EU, in particular to the USA. This is because Zotero uses a storage option in the United States (Amazon Web Services/Amazon Cloud) to provide the web version and enable the expansion of storage space, e.g. for collaborative projects.

Notes on using the desktop version

Using a local Zotero installation has the advantage that your personal data is not processed outside the EU. Please note the relevant settings on your computer.

Notes on using the web version

After registering with Zotero, you can also use the web version. Your collected entries will be synchronized across multiple devices via the Zotero cloud (or other cloud systems).

Please note the following recommendations when using the web version:

• Registration and creation of an account with Zotero are voluntary.
• When you create an account, a contractual relationship is established between the individual user and Zotero. We recommend using a new (different) password when registering.
• When using the web version, data may be transferred outside the EU. Information on data protection can be found separately under the heading “Data protection.”

Installation

You can download Zotero for free directly from the provider's website.

How can I expand the storage space on Zotero?

If Zotero is used in the desktop version and attachments are stored locally, there is no storage space limit. In the web version, there is a limited storage space of 300 MB available for file attachments (e.g., PDFs, screenshots).

To expand storage space for individual use, file attachments in Zotero can be synchronized via WebDAV using bwSync&Share (or comparable cloud storage services). The University Library of Mannheim provides instructions on how to do this.

This solution does not allow for collaborative work in group libraries. If required, a so-called institutional Zotero storage space must be purchased separately. When purchasing an institutional Zotero storage space, please also note the recommendations in the section “Notes on using the web version.”

With an expansion of storage space and the possibility of collaborative work in a Zotero Cloud, data may be transferred outside the EU.

Data protection

Using the web version and the cloud function may result in data being transferred to a third country.

There is no European Commission decision on the adequacy of the level of data protection for the USA, and no entry in the Data Privacy Framework Program (DPF) for “Zotero.” This means that there is no level of data protection equivalent to that of the European Union. No specific guarantees have been provided to compensate for this deficit. There may be no guarantees with regard to possible access by government agencies. US companies are obliged to disclose personal data to security authorities, and the processing of data stored on US servers by US authorities for surveillance purposes cannot be ruled out.

Use of the web version and the cloud functionalities (and the associated transfer of data to a third country) cannot be made compulsory. Use is voluntary.

Information about terms of use and the processing of your data by Zotero can be found on the following pages:
https://www.zotero.org/support/privacy
https://www.zotero.org/support/terms/terms_of_service
https://www.zotero.org/support/security

If you wish to exercise your rights as a data subject vis-à-vis Zotero, you can refer to them directly by email at privacyatzotero.org

EndNote

EndNote is compatible with Microsoft Windows and Mac OS X and helps you manage sources, cite correctly, and exchange information with other researchers.

License

EndNote is a reference management program from Clarivate Analytics that requires a license. It is available in the following versions:

• EndNote Basic: You can use the web-based EndNote Basic free of charge after creating a personal account. However, this basic version of the program offers only limited functionality compared to the full version.

  If the “Web of Science” database is licensed, additional functionalities are available. Access to EndNote Basic via the “Web of Science” database (Access KIT, HKA, DHBW-KA).

• EndNote: You can use the full version of EndNote as a desktop version with Windows and Mac, as an online version, or via the iPad app.

Installation

• EndNote Basic: No installation required; you must create a personal account to use the service.

  Registration takes place directly with EndNote or via the “Web of Science” database (Access KIT, HKA, DHBW-KA).

• EndNote: Students and employees of KIT can download the full version of EndNote free of charge from the KIT software shop.

JabRef

JabRef is a free reference management program that runs on Microsoft Windows, Linux, Mac OS, and other operating systems. JabRef uses the BibTeX format and is therefore particularly well suited for use with LaTeX. With JabRef, you can collect, manage, and cite sources.

License

JabRef is a free, open-source software.

Installation

You can download JabRef directly from the provider's website free of charge.