Documenting the Search Process in Systematic Reviews

Learning Objectives

  • Master the principles of systematic review documentation
  • Develop comprehensive search documentation strategies
  • Create detailed PRISMA flow diagrams
  • Implement standardized documentation templates
  • Generate reproducible search documentation reports

Introduction to Search Documentation

Thorough documentation of the search process serves multiple critical purposes in systematic reviews:

Primary Benefits

  • • Ensures transparency of methodology
  • • Enables reproduction of searches
  • • Facilitates future search updates
  • • Supports quality assessment
  • • Meets reporting guidelines

Quality Indicators

  • • Completeness of reporting
  • • Accuracy of search strategies
  • • Clarity of presentation
  • • Adherence to standards
  • • Reproducibility of methods

Essential Documentation Elements

Database Information

  • Database Details:
  • • Name and platform
  • • Interface used
  • • Date range covered
  • • Subscription details
  • • Access method

Search Strategy

  • Search Elements:
  • • Complete search syntax
  • • Boolean operators used
  • • Field codes applied
  • • Controlled vocabulary
  • • Free-text terms

Search Results

  • Results Data:
  • • Number of records
  • • Date of search
  • • Applied limits
  • • Export format
  • • Citation management

PRISMA Flow Diagram Documentation

The PRISMA flow diagram is a critical component that visualizes the study selection process from search to final inclusion.

Required Elements

  • Search Results:
  • • Total records identified
  • • Database-specific counts
  • • Other source counts
  • • Duplicate removal numbers
  • Screening Process:
  • • Records screened
  • • Articles assessed
  • • Studies included
  • • Exclusion reasons

Best Practices

  • Diagram Creation:
  • • Use official PRISMA template
  • • Include all screening stages
  • • Provide clear numbers
  • • Explain exclusions
  • Common Tools:
  • • PRISMA Flow Diagram Generator
  • • Covidence automatic generation
  • • Rayyan export features

Documentation Tools and Templates

Search Strategy Template

  • Template Components:
  • • Database details section
  • • Search syntax area
  • • Results tracking table
  • • Notes and comments field
  • Download Template

Documentation Checklist

  • Key Elements:
  • • Database documentation
  • • Search strategies
  • • Grey literature sources
  • • Additional searches
  • View Checklist

Reporting Guidelines

  • Standard Guidelines:
  • • PRISMA statement
  • • PRESS checklist
  • • MECIR standards
  • • IOM standards
  • Access Guidelines

Best Practices and Common Pitfalls

Documentation Best Practices

  • Key Recommendations:
  • • Document in real-time
  • • Use standardized formats
  • • Include version control
  • • Maintain backup copies
  • • Peer review documentation
  • • Update as needed

Common Pitfalls

  • Avoid These Mistakes:
  • • Incomplete search descriptions
  • • Missing date information
  • • Unclear database details
  • • Inconsistent formatting
  • • Poor version control
  • • Inadequate backup

Additional Resources

Training Materials

Useful Tools

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