Literature searches can quickly become difficult to manage when you are working across databases, changing keywords, testing synonyms and refining search strings. A literature search tracker gives you one place to document these decisions, maintain consistency and create an audit trail of how your search developed.

How Should You Set Up A Literature Search Tracker?

The tracker is structured into different sheets based on common research frameworks: PICO, SPIDER, PCC, and a flexible version. You do not need to use all of them. Choose the one that fits your research.

If you are doing an exploratory search or are not using a framework, you can use the flexible version instead.

For a framework-based search, start by defining your review question and the relevant framework elements. For example, with a PCC framework, you might define:

• Population: pre-qualification physiotherapy students
• Concept: artificial intelligence
• Context: stroke and neurological rehabilitation

You should also list synonyms for each element. For artificial intelligence, this could include terms such as natural language processing, large language models and concept mapping. Listing these terms helps you avoid missing key concepts as you develop your search string.

How Do You Document Each Literature Search?

Once you start searching, record each search in the tracker.

For example, if PubMed is your first database, run your search and then copy the full search string into the tracker. Record:

• The searched terms
• The Boolean operators
• Any limiters you have used
• The number of results
• The search link

This means that your search process is documented rather than relying on your memory.

When you refine your search, do not start from scratch. Copy the previous version, make the changes you need, and record exactly what you changed in the notes.

This means every iteration is tracked and every decision remains visible.

The same process can be used across different databases. Having previous searches available allows you to maintain consistency in your overall search strategy.

How Does A Literature Search Tracker Help You Refine Your Search?

One of the main problems with literature searching is that students often tweak their searches without documenting the changes. After several iterations, it can become difficult to remember what worked, what did not work, or how the final search was developed.

A tracker provides a clear audit trail of both your searches and the thinking behind how your search evolved.

Your review question remains available so you can check that your search stays aligned with your objective. Your framework elements and synonyms can also help you check that you have not missed important terms.

You can also include additional components. For example, you might want to exclude certain terms using NOT, or include an additional concept such as simulation in physiotherapy.

The miscellaneous search terms column provides flexibility without breaking the overall structure.

If you are applying this process to your own literature search and want a second pair of eyes, you can get support with your research here.

Can You Use The Tracker Without A Research Framework?

Sometimes a framework does not fit your search.

You might still be developing your research idea, or you might be conducting a more exploratory search. In these situations, you can use the flexible tracker.

It works in the same way as the framework-based versions. You define your key terms and then follow the same process of recording and refining your searches.

This means the tracker can be used for different types of literature searches, from exploratory searches through to systematic literature reviews.

You can download the literature search tracker for free from the resource hub.

The aim is to give you a single place to document your search process, maintain consistency and keep track of how your decisions developed over time.