Once your research question is framed, the next step is to identify the key concepts. For each concept, think of synonyms, acronyms, and alternative spellings. These will be the keywords you test in your searches. For example
Start by:
Use a 'seed article', a relevant paper you already know, and scan its title, abstract, keywords, and references for more terms.
Create a simple table listing your concepts and their synonyms to organise your thoughts.
Various templates and toolkits are available that will help you document your search process, e.g.
Premji, Z. and Hayden, K. (2022) ‘Evidence synthesis and systematic reviews support toolkit’. Available at: https://doi.org/10.17605/OSF.IO/J7DFX.
This toolkit contains resources, templates and other useful materials for researchers undertaking evidence synthesis projects such as systematic or scoping reviews.
This template from Mining and Seed Papers and Search Development template is very useful: https://osf.io/gjsq3
Watch this UCC Library introduction to Searching Techniques for Systematic and other Reviews.
It offers guidance on the various aspects of developing a search strategy, including
After identifying search terms, you can start building a search strategy using appropriate databases for your discipline or topic.
Start with subject specific databases, then add multidisciplinary databases like Web of Science and Scopus to capture relevant research published in journals outside your primary field.
Browse A-Z listing of UCC databases: https://libguides.ucc.ie/az/databases
Look at the subject guides to identify key research databases to consider:
Remember to create a personal account for each database, allowing you to:
Many databases, but not all, have a thesaurus of preferred terms or a list of subject headings applied to articles in the database (i.e. controlled vocabulary). These terms help retrieve relevant results regardless of author terminology. They enable improved accuracy, and the capture of conceptual variations.
Controlled vocabularies are pre-defined terms used by databases to categorise articles consistently. Databases like PubMed, Embase, CINAHL and PsycINFO assign subject headings (e.g., MeSH terms) to articles. These help you retrieve articles even if different terminology is used by the authors.
Examples:
| Database | Controlled Vocabulary |
| PubMed | MeSH (Medical Subject Headings) |
| Embase | Emtree |
| CINAHL | CINAHL Subject Headings |
| PsycINFO | APA Thesaurus of Psychological Terms |
Exploding a term includes narrower terms beneath it in the hierarchy. When available, start wide with “explode” and narrow later if needed.
Combine these Controlled Vocabulary terms with your Keyword search for comprehensive results.
For effective search strategies, identify each key concept in your research question. Think of each Concept as a building block. Search for each concept separately by combining controlled vocabulary terms (such as MeSH or thesaurus terms) with relevant title/abstract keywords using OR operators, ensuring you capture all valuable variations before combining concepts.
Combine your keywords and controlled vocabulary using structured techniques
Boolean Operators
Other techniques
Each database has it's own search guides and syntax help, that will help you naivigate and develop your search.
Try building your search incrementally and test each part.
When you're setting up your search, think of it like gathering ingredients for a recipe. For each main concept in your question, create a little collection by using OR to bring together both controlled vocabulary terms (like MeSH headings) and natural language keywords you might find in titles and abstracts. This way, you'll catch all the different ways authors might talk about the same thing before putting your concepts together
Now it’s time to put your keywords and search techniques together to build your search.
Start with one concept and add others using Boolean logic. Refine your search based on what you find. Remember this is an iterative process.
You may need to:
Keep a search log and save your search history. Use filters (e.g., publication year, language) sparingly, and only when justified.
Document your search strategy carefully so it can be reported and replicated.
Test, revise, and re-run your search.
Systematic searching is not “one and done.” Systematic Searching is Iterative Searching:You will read, revise, and refine.
Once you’ve run your searches across databases, the next step is to organise, track, and prepare your results for screening and analysis. This is a key part of keeping your review systematic and reproducible.
Export Your References
After running your searches. Export your results from each database into reference management software like:
These tools help you store, organise, and cite your references with ease.
Need help choosing or using reference software? Our Referencing Manager Guide can help you get started.
Keep Track of Your Search Activity
Document:
Use a search log or audit trail (Excel or Word) to stay organised:
This Excel template is very useful: A spreadsheet designed to be used for recording and summarising search strategiesis You can download and adapt the EPOC Search Audit Worksheet:
Deduplicate Your Results
When searching across multiple databases, you’ll often find duplicate references.
Use Screening Tools
For collaborative screening and study selection, try:
Both tools allow you to:
Save and Back Up Everything
As said above, Systematic searching is not “one and done.” You will read, revise, and refine. Systematic searching is iterative.
Keeping well-managed records ensures transparency, accuracy, and efficiency throughout your review.
