This contribution focuses on reference management systems that help writers capture, store, organize, use, cite, annotate, and share source material for their writing. Reference management has become easier, faster and more social over the years: Originally introduced to reduce the effort required to correctly edit citations, reference management systems have evolved over time to incorporate new features such as online management of source material or bibliographic social bookmarking. The usefulness of typical functions of reference management systems for the use of source material in academic writing is discussed. Different reference management systems are described, focusing in particular on their unique features. Furthermore, research on the effectiveness of reference management systems is shortly summarized. The contribution concludes with suggestions on how to achieve wider acceptance and adoption of reference management systems by writers in their writing routines.

The use of source material is essential in academic writing. By integrating sources in the body of their text, writers contextualize their ideas, demonstrate the breadth and depth of their critical engagement with the available literature, and acknowledge the work of other authors. They underpin their own ideas, arguments, and opinions with evidence (Cumming et al., 2016). Sources are typically included in a text by in-text citations in the form of summaries, paraphrases or quotations that are linked to the list of works cited at the end of the text (i.e. reference list or bibliography). Referencing entails thus acknowledging a source in the text and in the bibliography. A reference indicates a scholarly source by providing a standard set of information (i.e. citation information) that allows readers to easily identify, search, and retrieve the source (Kali, 2016). In order to ensure consistency in the format and layout of citations, it is common for writers to use a specific citation style.

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In the past, source material often was manually documented and organized on small-sized index cards and stored in boxes. Each card contained information related to a source, such as summaries and paraphrases of important information, quotations, personal comments, or author data and bibliographic information. Location information, when included, allowed for a quick return to a specific passage in the source material. Keywords made the documented information be reused. This manual management of references was tedious and time consuming (Fenner et al., 2014).

Reference management systems, also referred to as reference/citation managers, or as bibliographic management systems or software, allow for the computer-assisted management of sources. Today, they enable the personal collection, organization, and use of citation information and support the management, analysis, and further utilization of the corresponding source material (i.e. full text, e.g., Murphree et al., 2018).

Originally introduced in the 1980s to reduce the effort of editing citation information, early desktop applications for reference management (e.g., Endnote, ProCite, Reference Manager) mainly provided functionalities for collecting references and integrating citation information into one's own text in a formally correct manner (Kali, 2016; Murphree et al., 2018; Steele, 2008). Writers had to manually add the citation information as individual entries into the respective digital reference library, but could enrich them with personal notes. Full texts could usually not be saved or accessed directly.

In the 2000s, the desktop applications for reference management evolved into web-based systems (e.g. Refworks, online versions of desktop applications, Zotero), making it possible to manage references online. In addition, it was now possible to automatically import citation information and full texts from online bibliographic databases such as Web of Science, Scopus, PubMed, or Google Scholar, but also directly from web pages.

The most recent development since the 2010s has been in the direction of bibliographic social bookmarking (Fenner et al., 2014). Online social bookmarking tools such as CiteULike and Bibsonomy, as well as reference management systems such as Mendeley or ReadCube focus on the public sharing of references. This functionality helps writers capture, manage, and reuse source material, as well as complete and accurate citation information (Giglia, 2010). It also enables, for example, the generation of usage statistics as a novel means of measuring scientific impact (Chen et al., 2018).

Unfortunately, reference management systems are not explicitly designed to support writing, but to facilitate the organization and management of bibliographies (Francavilla, 2018). Therefore, some functionalities are not completely aligned with a writing process (Vaidhyanathan et al., 2012). Moreover, many of the functionalities that reference management systems offer to support writing are not visible to the writer at first glance. Often, an in-depth knowledge of the respective reference management system is necessary to profitably use these functionalities for one's own writing process. Familiarization with a reference management system requires a considerable amount of time and effort that writers may be able to invest in one, but usually not in several reference management systems. As a result, many of the system functionalities that can support the writing process beyond the formally correct preparation of citation information are not or only very rarely used (Melles & Unsworth, 2015).

Nowadays, reference management systems are mainly organizational tools (Perkel, 2020). They are typically desktop applications with an associated web-based interface that allow writers to remotely access their individual libraries (i.e., self-compiled, self-structured, and annotated collections of source material). Further, these reference management systems often include browser plug-ins, which facilitate the simultaneous import of citation information and the corresponding full text from scientific databases, journal web pages, or other online sources. Most reference management systems also provide mobile apps that allow writers to add, read, and annotate sources from smartphones or tablets.

The editing and correct formatting of citation information (i.e. in-text citations and the corresponding reference list) is supported in most reference management systems through integration with word processing software, for example, in the form of add-ins. These allow the writer to insert in-text citations (i.e. the citation information acknowledging the source of quotations, paraphrases, or summaries) into documents as they are written. Reference lists are automatically created in the required citation style and reformatted on the fly when the citation style changes. Finally, reference management systems typically allow writers to share their individual libraries with colleagues so that it can be used in co-writing situations or as a shared knowledge base. In this way, not only collaborative writing but also collaborative thinking and exchange of ideas is supported.

There exist more than 30 different reference management systems at present. A continuously updated overview can be found in the Wikipedia article on comparison of reference management software: _of_reference_management_software. This overview contains a description of the basic functional features of the respective system as well as information on whether a reference management system is regularly updated. Using a reference management system without regular releases is not recommended.

In the following, we will discuss unique features and/or functionalities of five important reference management systems, illustrating the diversity of those on the market. These five systems are frequently used, and usually referred in literature and research (e.g., Lorenzetti & Ghali, 2013; McMinn, 2011).

Citavi is a good example that the border between reference management systems, word processors, outliners, and idea management is fluent. Citavi is a proprietary software of the developer Swiss Academic Software. It was developed in 1994 as a project named LiteRat. Since 2006, it is known as Citavi. In February 2021, Citavi was purchased by QSR International. Citavi is compatible with MS Windows and the interface is available in different languages. Citavi offers an add-in for MS Word to insert references from a Citavi project into a document in a specific citation style. It also helps creating manuscripts with the TeX typesetting system.

The task planner supports the planning and definition of (sub-)tasks related to the writing project and time management. Unfortunately, there is no export option or exchange with MS Outlook or any other task management software.

Team work was already possible since 2018, but the cloud-based collaboration required the Citavi desktop application for each team member and thus the use of MS Windows. Since 2021, Citavi is available via a web interface, so that now cross-platform team work with different operating systems is possible.

EndNote is one of the earliest and most widely used reference management systems (Childress, 2011; Karavaev, 2016; McMinn, 2011). EndNote Desktop is a proprietary software, but available for MS Windows and MAC OS. It offers an add-in for MS Word, Apple Pages and Open Office that allows writers to insert in-text citations and create a reference list at the same time.

EndNote is one of the few reference management systems that does not offer an extension to collect references directly via web pages. There are extensions for data transfer, but these require a roundabout via import files. It is not a one-click process as in Zotero, Mendeley or Citavi. However, EndNote Desktop offers many import formats for a wide range of databases, catalogues and other platforms. In contrast to most other reference management systems, Endnote does not import citation information and full texts simultaneously, but rather sequentially. It also offers writers some degrees of freedom. For example, writers can define entirely new reference types to add non-typical entries such as photos or paintings with their special meta-data. 152ee80cbc

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