Many types of literature reviews require searching multiple databases. This process helps the researcher locate additional articles that are not indexed in the initial database searched. To create the initial search, the following steps should already have been conducted: Preliminary Topic Investigation and Terminology harvesting. In order to translate the initial search to fit the requirements for the other databases selected for the research project, the researcher must first understand the difference between controlled vocabulary and natural language keywords. Once the researcher is ready to translate their search, the following can guide them through this process.
Beginning the Translation Process
Create a new document, copy and paste the sections of the primary search (by framework component). Remove all syntax related to limiting keywords to a specific field (e.g., title/abstract), as syntax differs by database. Highlight and replace the subject headings (aka controlled vocabulary) with the applicable subject headings identified from the new database’s controlled vocabulary. Identify the equivalent subject heading using the new database’s controlled vocabulary. In this process, you may discover new terminology that needs to be added as keywords to the search strategy. Make sure to go back to previous searches in other databases and update the keywords to include the new terms.
Ensuring Accuracy
Continue repeating the approach mentioned above for each segment of the framework. Then conduct a general search in the second database’s controlled vocabulary thesaurus for keywords in each of the framework’s segments to ensure that any additional relevant subject headings from the second database are incorporated into the translated search. If new subject headings are identified, add the keyword equivalent to the translated search and to the initial search. Keywords should stay the exact same in all databases.
Syntax
When translating a search, the syntax will have to adjust to fit within a database’s specific guidelines. For example, if the title/abstract field tag was removed, this tag should be added back to the keywords using the second database’s syntax format. Detailed information about each database’s syntax rules is often located on their Help, Support, or FAQ pages.
Finishing the Process
Test the fully translated search in the secondary database and fix any issues noted in error messages. Once all issues have been resolved, save the finalized search in the new database itself. Make sure the full search strategy is the same in the document record. Once all the translations have been completed, run all searches formally on the same day. Document the date the searches were run, the final search strategy used, and number of results for each database.
CINAHL Tips
Access CINAHL via the Health Sciences Library’s website to use Columbia’s institutional access. CINAHL Subject Headings is the controlled vocabulary used on this database.
Embase Tips
Access Embase via the Health Sciences Library’s website to use Columbia’s institutional access. Search for controlled vocabulary terms in Emtree (Embase’s controlled vocabulary). Note that it is common for Embase to have more search results than a PubMed search.
- Tip: definitions = Emtree scope note
- Tip: synonyms = like the entry terms in MeSH
- Tip: explode controlled vocabulary terms
- Tip: after locating a term in Emtree, click “+ Add to query builder”. Then, copy the subject heading term from there
- Tip: Embase uses single quotes instead of double quotes
MEDLINE-OVID Tips
Access MEDLINE-OVID via the Health Sciences Library’s website to use Columbia’s institutional access. MEDLINE-OVID uses Medical Subject Headings (MeSH) for the controlled vocabulary. To search for MeSH terms, make sure the “Map to subject headings” box is selected when running a search. Please note that MEDLINE-OVID uses Boolean operators in lowercase, while most other databases use Boolean operators in uppercase.
PsycINFO Tips
Access PsycINFO via the Health Sciences Library’s website to use Columbia’s institutional access. APA Thesaurus of Psychological Index Terms is the controlled vocabulary used on this database. Once you have searched for a controlled vocabulary term, select the term and click the ‘Add’ button to view the proper syntax in the search box above.
Scopus Tips
Access Scopus via the Health Sciences Library’s website to use Columbia’s institutional access. Scopus does not use controlled vocabulary. Make sure to add the appropriate field tag to your keywords. The How to use advanced search tutorial shows how to build a search within this database.
Web of Science Tips
Access Web of Science via the Health Sciences Library’s website to use Columbia’s institutional access. Web of Science does not use controlled vocabulary, so translating into this database is simple. Remove the controlled vocabulary terms developed in the initial search of the PubMed database. Remove field tags from behind all keywords. When running the search in Web of Science, you can select the Topic field to limit the keyword search to the title, abstract, and keyword fields.
Final Considerations
Always double-check the syntax of the translated search, particularly if any tools have been used to aid in the translation process. Run the searches as you develop them to figure out any syntax issues early on. Finally give yourself plenty of time to complete this part of your research project.
Tools
To see syntax changes in action, visit The Polyglot Tool and click on the icon that looks like two arrows intertwined. The icon is located on the right side of the ‘Your query’ box. To view the example searches translated into other databases, click on the database’s name. If using the Embase database, double-check that ‘Embase (Elsevier)’ is selected, not the Ovid version. CUIMC has institutional access through Elsevier. Another tool to consider is the PubMed to Embase Translation Tool. It is currently in the Beta version.
Further Reading
- Clark JM, Sanders S, Carter M, Honeyman D, Cleo G, Auld Y, Booth D, Condron P, Dalais C, Bateup S, Linthwaite B, May N, Munn J, Ramsay L, Rickett K, Rutter C, Smith A, Sondergeld P, Wallin M, Jones M, Beller E. (2020.) Improving the translation of search strategies using the Polyglot Search Translator: a randomized controlled trial. J Med Libr Assoc. 2020 Apr;108(2):195–207. doi: 10.5195/jmla.2020.834. Epub 2020 Apr 1. PMCID: PMC7069833.
- Embase Support Center. (2023). New Feature: PubMed to Embase Translation Tool - Beta version.