Keeping records, making
notes, and locating library
Systematic recording: the
researcher’s tools of the trade
• Before you continue with your planning, it
is important to check that as a researcher
you are familiar with methods of keeping
records and making notes.
• Finding information in the first place can
be hard enough. Finding it again some
time afterwards can be even harder unless
your methods of recording and filing are
thorough and systematic.
The card index
• As your investigation proceeds, you will
accumulate many sources of information,
and an orderly system is necessary from
the beginning.
• Cards are cheap, easy to carry around.
As long as you always have a few in your
pocket, you will always be in a position to
make a full record of sources on the spot.
Referencing
• They are several perfectly acceptable ways of
recording sources. Each will contain the
following information:
• For books
–
–
–
–
–
Author’s surname and forename or initials
Date of publication
Title (italics)
Place of publication
Name of publisher
Delamony, S., Atkinson, P. and Parry, O.
(1997) Supervising the PhD: A Guide to
Success. Buckingham, The Society for
research into Higher Education and Open
University Press.
ISBN no. 0 335 195164
See page 47 re ethics
Referencing
http://www.uefap.com/writing/
Note-taking
• In addition to recording bibliographical details,
you will need to devise a note-taking system
which records the actual evidence obtained from
your sources.
• Some researcher prefer notebook, some prefer
a laptop computer, some prefer loose sheets of
paper, and others prefer cards.
• If you are using sheets of paper, you can staple
your notes to your cards.
• There is no ‘right way’ of doing it and
successful researchers use a wide variety
of strategies.
The categorization of evidence
• All your preliminary work is leading up to
the writing of your report.
• If you have already identified chapter
headings, you have the beginnings of a
map which will develop as you go along.
• Your first choice of categories may be
unsuitable; adjustments may be needed
and additions made as your understanding
of the subject grows.
• In the research into barriers to learning
experienced by mature students, you might have
cards relating to performance in examinations;
age; previous educational experience; family
commitments; availability of books; level of
financial support.
• A category card headed ‘age v. degree
performance’ would contain all sources relating
to that important topic on the lines of author,
date and page.
• When you come to produce your drafts,
your groupings will be ready and all you
have to do is refer back to your notes to
check on matters of detail.
Noting quotations
• A particularly perceptive observation by an
author may often illustrate a point you wish
to make in an assignment or report, and
add an extra dimension to your argument.
• Making a note of quotations at the time
you read them is as important as recording
the full bibliographical information about
the source.
• When you are writing up your final report,
you will not have time to recall books from
the library.
• If a particular sentence or paragraph
strikes you at the time of reading as being
a potential quotation, note it carefully,
record the chapter and page number,
show clearly if you have left out any words
by adding three full stops (…)
• It is even better to photocopy the extract,
add details about source in the usual way,
and attach it to your card.
Checklist
1. Make a note of
everything you read.
2. Start a card index as
soon as you begin your
investigations.
3. When recording
sources, make sure you
always note author’s
name and initials, date
of publication, title, place
of publication and
publisher.
Even note the items that
were no use.
Select a card size and
stick to it.
4. Decide on a system of
referencing and stick to
it.
5. Decide whether to
use a notebook, loose
sheets, computers or
cards for note-taking.
6. Devise a ‘first
thoughts’ list of
categories.
The Harvard system is
the easiest to manage.
Use one side of paper or
cards to ease sorting,
and devise an index
system
Devise a subject key, if
necessary. Write the
categories and/or key
words in pencil in case
changes are needed
later on.
7. Make an accurate
note of all quotations.
8.Whatever method and
format you adopt, be
concise.
9. Negotiate access to a
library as soon as you
possibly can.
Note any omission by
(…); make clear what is
a direct quotation and
what is your paraphrase.
Photocopy extracts if
possible, then you know
there are no errors.
10. Take time to
become familiar with
your library print
materials and on-line
facilities.
But make sure you do
not become seduced by
the amount of material
the on-line systems
produce.
12. Remember that it is
still possible to produce
good research without
access to computer
databases.
But the riches to be
found from databases
can be worth the effort
of finding out how to
exploit them.