Beyond Keywords: Effective Strategies for Building Consistent Reference Lists in Scientific Research

Abstract

Critical to navigating research literature is ensuring the inclusion of relevant sources while filtering out irrelevant ones. Selecting suitable references demands careful attention and methodological rigor. This review article presents a systematic approach consisting of 11 sequential steps for constructing a reference list, ranging from broad initial searches to excluding irrelevant references. It emphasizes refining methodologies to develop a coherent list of references aligned with the study’s scope, bolstering the knowledge base, and facilitating subsequent analyses. Urban planners and designers can apply these steps in database searches to create robust reference lists, thereby enhancing the quality and reliability of their research and ensuring future adaptability.

1. Introduction

Selecting suitable references demands careful attention and methodological rigor [1]. The challenge lies in identifying references relevant to the study’s focal point while excluding unrelated ones. Optimizing existing methodologies is crucial to curating a comprehensive and cohesive reference list that aligns seamlessly with the study’s thematic scope [2,3]. This effort enhances foundational knowledge and facilitates further analysis and revisions [4]. Therefore, the objective of this article is not to disregard previous methods but to introduce new insights aimed at enhancing the consistency and robustness of bibliographic collections.

While the methodology outlined here focuses on selecting references pertinent to the research topic and contributing to developing a comprehensive reference list, it does not imply that these cited papers are the sole sources necessary for conducting the research. Instead, they serve as foundational elements that support the research endeavor. Researchers are encouraged to consult diverse sources beyond those cited here to ensure a thorough understanding of the subject matter and incorporate insights into their work.

“Coexistence words” are not widely recognized in scientific research and information retrieval. More accurately, these words are “collocations” or phrases frequently appearing together. Key terms often used in research include “keywords”, the central terms representing the research topic, usually specific words or short phrases. These keywords are closely related to the research question, which may encompass broader concepts or specialized terminology. Additionally, “synonyms” are words with similar meanings to the keywords, which can help expand search results and capture more relevant sources [5]. Lastly, “related terms” refer to words or phrases conceptually related to the keywords, even if they are not direct synonyms, which can help explore different facets of the research topic [6,7]. By incorporating these varied terms, researchers can ensure a comprehensive and nuanced search strategy, enhancing the depth and relevance of their literature review.

Current literature search and citation strategies are often insufficient for several reasons. Keyword-based searches, also known as “coexistence words”, though accurate, can miss relevant papers that do not use precise keywords, especially in fields with diverse terminology. Semantic search engines and recommendation systems can retrieve a broader range of literature but may include irrelevant references due to insufficient specificity controls. Ambiguous keywords can include irrelevant references, necessitating additional filtering steps to refine the list. Current strategies often rely heavily on citation counts and journal reputation, which may only sometimes correlate with the quality or significance of individual papers. Additionally, some valuable references may be overlooked if they are not indexed in databases, which are defined as repositories of structured data, managed by database management systems, facilitating efficient data storage and retrieval, or have low citation counts despite containing helpful information [8], such as a “white paper”, which is considered a comprehensive and authoritative report that addresses a specific issue or problem, offering solutions or recommendations. Organizations, researchers, and policymakers frequently use white papers to educate readers, present research findings, or advocate for an approach [2].

In scientific writing, several important considerations should be addressed while constructing the list of references. Multidisciplinary discourse is crucial, as some fields combine disciplines such as sociology, environmental science, and public health. This necessitates a comprehensive approach to the literature search. Temporal relevance is also essential, as understanding urban issues requires access to historical, foundational theories, and recent empirical studies to provide a balanced perspective. Furthermore, context-specific insights are vital. Urban planning and design studies often focus on specific geographic or cultural contexts, making it essential to include literature that addresses similar contexts for meaningful comparisons and generalizations.

There are also concerns regarding the generalizability of the findings. While urban planning and design research, as an example, can offer valuable insights applicable to other fields, particularly those involving complex systems and multidisciplinary approaches, the context-specific nature of many studies in this field may limit their direct applicability to different settings. However, by carefully considering the transferability of concepts and findings, researchers can ensure their work has a broader impact, inspiring and motivating others in diverse contexts.

Data mining is a pivotal tool, facilitating the discovery and chronological arrangement of references relevant to the field of study [9,10]. Data mining is the reason, analysis, and discovery of intriguing patterns, correlations, or other significant information from large data sets utilizing mechanized operations and mathematical tools to find patterns. It refers to the kind of analysis that helps discover relationships or patterns in data that could be more discernible when the data are analyzed manually [9,10]. In social sciences and research methods [11,12,13], particularly in urban planning and design, diverse methods and techniques are necessary for identifying and organizing pertinent references. Employing these methodologies, researchers navigate extensive literature, pinpoint pivotal references, and unravel the trajectory of knowledge evolution within their disciplines. Alongside established methods such as bibliometric analysis [14,15,16,17], snowball sampling [18,19], and cluster analysis or clustering [20,21], specialized software such as VOSviewer [22,23,24] further enhances researchers’ ability to discern trends and interconnections in urban planning and design.

This study aims to provide strategic stages to guide early researchers in constructing their reference lists in scientific manuscripts. The objective is to foster a collaborative research environment where each researcher’s contribution is valued, helping them to identify and cite the most relevant literature for their studies. This approach guides the entire research process, ensuring that selected papers are cited, thoroughly read, and analyzed to inform the research. This dual-purpose methodology emphasizes refining techniques to develop a coherent list of references aligned with the study’s scope, bolstering the knowledge base and facilitating subsequent analyses. Researchers can apply these steps in database searches to create robust reference lists, enhancing the quality and reliability of their research and ensuring future adaptability. Using this systematic approach, researchers can ensure that their literature reviews are comprehensive and methodologically sound, providing a solid foundation for their studies. In this context, the research question is: what steps can researchers follow to identify relevant references in scientific writing?

While existing literature search strategies offer valuable tools for identifying relevant references, they have limitations that should be addressed through a systematic and iterative approach. By combining keyword-based searches, semantic analysis, and advanced bibliometric techniques, researchers can enhance the precision and relevance of their literature reviews and cite the relevant sources in their reference lists. Incorporating multidisciplinary and context-specific considerations in scientific research writing is essential for developing a comprehensive and applicable reference list. This approach opens exciting possibilities for future research, which should focus on refining these methodologies and exploring their applicability across different domains to advance scholarly inquiry further.

The methodology for developing the three stages and eleven steps presented in this review article is theoretical and based on the researchers’ extensive experience creating comprehensive reference lists for specific research topics [25,26,27]. To enrich this methodology further, it is necessary to thoroughly examine existing techniques for preparing theoretical literature reviews and leverage Supplementary Materials. Additionally, ongoing refinement is essential by incorporating new and advanced methodologies and technologies.

This study contributes to scientific writing by introducing a structured approach of three stages and eleven sequential steps to guide researchers in preparing reference lists for scientific manuscripts. Our review article supports these stages and steps to contract a list of references in scientific manuscripts while also permitting the inclusion of grey literature if deemed scientifically relevant and novel. This iterative methodology is designed to evolve continuously, enhancing its alignment with contemporary research practices and reinforcing confidence in its validity and effectiveness in preparing citations and reference lists.

2. Materials and Methods

This section outlines the process employed to identify and curate a comprehensive reference list for studies in scientific writing as an example [28]. The research design for collecting literature can guide the present study in selecting and structuring the reference list. Data collection from the literature was organized into four stages, each incorporating specific techniques to ensure thoroughness and relevance. The process underwent two steps. The initial step involved investigating the keywords using Google Search and a deep investigation in SCImago and Scopus databases. This process aimed to identify effective strategies for building a consistent reference list.

First, a systematic approach was employed to identify key sources for the “relevant references list”. This involved a linear snowball sampling method, starting with initial key sources and meticulously examining their reference lists to ensure writing consistency. This process encompassed peer-reviewed journal articles and strategically included books, book sections, grey literature, and some websites [29]. This initial investigation helped identify that this topic and research problem is valid in the literature of inquiry in scientific research. Building on the relevant literature to our research topic and the problem that yielded from the initial investigation, we conducted iterative searches. We explored existing literature to identify exploratory terms relevant to our research. These terms, appearing in titles, abstracts, and keywords, guided our search for closely related query words throughout the text using Boolean operators [30]. The search indicated numerous articles requiring filtration to minimize this number that need to be deeply investigated by the current authors. The reason for conducting this phase was to discover closely related query words.

Second, a thorough investigation was conducted within social sciences and computer science, extending to education, library and information sciences, computer science applications, and information systems software. Articles were screened using the SCImago Journal & Country Rank (SJR) based on inclusion–exclusion criteria such as topic areas, Hirsch index values, and journal quartiles (Q1 and Q2). This rigorous process identified 44 published works, including 25 journal articles and 19 books and book sections, that met our high standards. The time filter was decided from 2000 to 2024 because it provided recent data for detailed analysis and was less time-consuming than a more extended search (see Figure 1).

Publication in an upper-quartile journal is often associated with high-quality papers due to several factors. These journals typically have rigorous peer-review processes and high standards for acceptance and are frequented by leading experts in the field. The peer-review process helps ensure that published research meets high validity, reliability, and originality standards. Additionally, these journals usually have a broader reach and impact, reflecting the quality and significance of their published work.

However, it is essential to recognize that the publication venue does not solely determine the quality of scholarly work. While not always subject to the same peer-review process as journals, books can still be valuable scholarly contributions. Books often provide comprehensive analyses and in-depth discussions that are not always feasible in journal articles. They can also offer extensive literature reviews and theoretical frameworks that contribute significantly to academic discourse.

The distinction between journals and books highlights different aspects of scholarly communication. While journals may offer rigorous peer review and high impact, books can contribute through depth and breadth of coverage. Both types of publications have their place in scientific research and can offer valuable insights depending on the context and purpose of the work.

To maintain quality, the collection of the books and book sections was limited to peer-reviewed materials written in English and published by only reputed publishers (i.e., Springer, Sage, and Routledge) or written by researchers from highly ranked universities in Times Higher Education and The QS World University Rankings. In some cases, when choosing the materials, the emphasis was placed on such factors as subject area, type of materials, year of publication, and volume/number, and relatively little or no importance was given to the author’s reputation or popularity.

Choosing references solely based on ignoring the authors’ reputations might lead to citing sources from grey literature that are less trustworthy or not well-regarded in their specialty. Another factor considered to ensure the quality of the material selected was the Field-Weighted Citation Impact (FWCI). FWCI is a metric used to measure the citation impact of a research article or publication relative to the average for its field [31]. It adjusts for differences in citation practices across disciplines and publication types. In simpler terms, FWCI compares how often a publication is cited to how often similar publications are cited in the same field. A FWCI of 1.0 indicates that the publication has been cited at the average rate for its field. A value above 1.0 means it has been cited more than average, while a value below 1.0 means it has been cited less than average.

The current study’s authors conducted a thorough content analysis of 44 works by reading the full texts in detail. We meticulously identified the content’s key themes, patterns, and trends to understand the underlying insights and commonalities. This process involved coding the data, grouping similar ideas, and noting recurring concepts.

After extracting and organizing the relevant information, we synthesized the findings to draw meaningful conclusions about our research question. This synthesis helped us contextualize the results and provide a coherent interpretation of the data. For a more comprehensive view of the collected materials and their detailed descriptions, please refer to Supplementary Materials: Tables S1 and S2.

3. Results

The material yielded from 25 journal articles is illustrated in Figure 2 and Figure 3. The first figure shows the 16 articles classified in social sciences, while the second displays the 9 multidisciplinary articles indexed in journals specialized in both social and computer sciences.

The main finding of the method concluded through the initial and deep investigation is that research methods help include relevant references and exclude others that are not closely related to the study [2,3,4]. Our results demonstrate that diverse research methods pay significant attention to the selection criteria for literature reviews. However, guidance on compiling a comprehensive and relevant reference list at the end of a manuscript remains limited.

Some methods include systematic reviews with Boolean operators to filter studies, citation tracking, FWCI to identify influential works, and keyword indexing for locating specific literature [30,32]. Additionally, some studies were conducted using snowball sampling by examining references from articles [18,19]. While these methods collectively ensured a thorough compilation of references, few studies provide strategies beyond keywords for creating a reference list [2].

Building on the sources investigated, our findings recommend forming the reference list by starting with numerous relevant references based on indexing words related to the study, ensuring an unbiased selection. The materials recommend excluding references that are not relevant or whose significance and conclusions are less impactful. The process concludes with confirming the relevance of the remaining references. These stages encompass 11 sequential steps based on specific conditions. This review article adhered to this eleven-step methodology to compile the necessary sources.

The first stage involves conducting an inquiry keyword search, consisting of four steps that rely on specific conditions to ensure comprehensive and reliable results [33,34]. This process begins by identifying relevant keywords or concepts that accurately capture the research topic and its key focus areas. The next step involves conducting a database search using these keywords and carefully selecting databases that offer comprehensive coverage, high-quality indexing, and advanced search features. After the database search, sources are classified based on type, including peer-reviewed journals, grey literature, and books or book chapters. Finally, a specific publication period for the literature is defined, considering both the relevant time frame for the research question and the rationale for selecting that timeframe. This detailed approach to conducting an inquiry keyword search ensures that the research process is comprehensive and efficient and yields a relevant and reliable set of sources for the study (Figure 4).

The second stage includes five procedural steps. The initial step in this phase involves expanding the search based on conditions such as temporal relevance, scope of analysis, and data availability. The second step entails returning to the chosen databases and broadening the search scope. The third step recommends checking the obtained material in the SCImago database to evaluate the reputation of the journals, their quartile rank, and the h-index. The fourth step involves selecting the materials that will be cited and listed in the references based on the citations and the authors’ specialization in the relevant area of knowledge, which should closely align with the work’s scope. The fifth step involves conducting an initial content analysis to check the coexistence of terms and concepts discussed in the yielded materials.

The third stage focuses on the relevant assessment of references through a two-step procedure. The first step in this phase aims to ensure relevance using a summative approach, which prioritizes the list of references based on crucial information extraction and alignment with ongoing research. Finally, the list of references should be reviewed to confirm the final selection of references.

3.1. First Stage: Inquiry Keyword Search

In this first stage, we delineate the fundamental steps of the research process, with a particular emphasis on the inquiry keyword search. This stage is crucial for establishing the foundation for future literature searches and scholarly inquiry. The process encompasses four procedure steps: utilizing inquiry keywords, targeted searches, source classification, and timeframe specification, outlined as follows (Figure 5):

• Step 1: Following the initial search using inquiry keywords, also known as keywords, research terms, or coexistence words, it is essential to leverage these terms to pinpoint relevant sources [33,34]. This step involves searching for these words within the titles, abstracts, and keywords of literature [9,35]. Central to the research process is identifying the term or concept that forms the nucleus of the investigation. The choice of research terms or concepts is guided by the specific focus and objectives of the study, reflecting the researcher’s interests, expertise, and the prevailing discourse within scientific writing. By delineating the central theme of the research, researchers establish a solid foundation for subsequent literature searches and scholarly inquiry, ensuring coherence and relevance throughout the research process. Examples of such inquiry keywords include sustainable development, resilience, poverty or urban poverty, public health or healthy communities, livability, well-being, community well-being, walkability, urban streets, or pedestrianization. This step produces a refined list of keywords to guide the subsequent literature search. Initial searches may yield a broad range of results, including some that are potentially irrelevant, which will be filtered out in successive stages.
• Step 2: Once the research term or concept has been identified, the next step involves conducting targeted searches for references that include it in their titles. This step-focused approach ensures relevance and alignment with the research objectives. Respected databases such as Google Scholar, Web of Science, or Scopus are preferred for their comprehensive coverage and robust indexing systems [36,37,38,39]. The reasons for choosing these databases over others include the following:
  • They cover diverse scholarly journals, conference proceedings, and scientific publications, ensuring comprehensive coverage across disciplines [36].
  • Rigorous indexing processes guarantee accurate and consistent metadata, enhancing the validity and reliability of search results [40,41].
  • Advanced search functionalities enable precise queries based on criteria like publication date, document type, and author affiliation, streamlining the literature review process [42].
  • When a limited number of sources are retrieved from title searches, researchers may extend their search parameters to include the research term or concept in abstracts or keywords. This step produces a collection of papers directly relevant to the research term or concept, sourced from high-quality databases. Although initial results may include some irrelevant references due to ambiguous keywords, these will be filtered out in the next stage. Consider the following:
• Step 3: Determine the sources that can be obtained and classify them into independent groups, such as a body of literature in the form of a book or a chapter in a book, peer-reviewed scientific journals, or grey literature. Grey literature encompasses non-peer-reviewed sources such as reports, theses, working papers, and conference proceedings. While not subject to traditional peer review, grey literature often provides valuable insights and data not found in peer-reviewed publications [43]. Mention the justifications for focusing and not focusing on the style or styles you have chosen, as well as the pros, cons, or shortcomings. Justifications for concentrating on specific source types may vary based on research objectives, disciplinary norms, and the nature of the research question. For instance, a study aiming to establish theoretical foundations may prioritize books and peer-reviewed journals, while a research project focusing on emerging trends may prioritize grey literature and web-based sources. It is essential for researchers to carefully consider the strengths and limitations of each source type and select those most aligned with their research goals and methodology. This step produces classified groups of sources, allowing researchers to organize literature into categories such as books, peer-reviewed journals, and grey literature.
• Step 4: Specify the timeframe for source selection, elucidating reasons behind this choice and acknowledging associated opportunities and obstacles. The abundance of sources in the initial research stages often prompts narrowing the period to streamline the investigation. Additionally, the preference for relatively recent sources or the necessity to access historical works by pioneering theorists may drive this decision. This step produces a subset of papers grouped by timeframe, which helps focus on relevant and timely literature or include significant historical works as needed.

3.2. Second Stage: Exclusion of Irrelevant References

Researchers refine their literature search in this stage by systematically filtering out irrelevant sources. This step is essential for ensuring the quality and relevance of the literature review. The process involves several key steps to enhance the credibility and trustworthiness of the selected references, including advanced search techniques, evaluation of journal rankings, and qualitative content analysis. The process encompasses five key steps, outlined as follows:

• Step 5: After initially searching for references containing the identified research words, keywords, or coexistence words in the literature titles, either term or concept, it is essential to return to electronic databases and expand the search scope by including relevant keywords or similar terms. This iterative process helps capture additional pertinent sources that may have not been retrieved in the initial search. Use Boolean operators such as “OR” and “AND” to combine different words or terms in the search query. “OR” expands the search to include any specified terms, while “AND” narrows the search to include only references containing all defined terms. Additionally, use “NOT” to exclude specific words or terms from search results, filtering out irrelevant sources [3,32,44].
• Step 6: Once detailed lists of publications have been compiled, it is essential to ensure the reliability, credibility, and trustworthiness of these references across multiple factors [45]. One effective method is to utilize databases such as SCImago, which provide comprehensive metrics and indicators for evaluating scholarly journals. Verify that the selected journals fall within the research subject area and are relevant to urban planning and design, for example. Recognize the multidisciplinary nature of city planning and design, encompassing fields such as humanities, environmental sciences, engineering, and social sciences. SCImago categorizes journals into different subject categories, including urban studies, geography, planning and development, education, behavioral studies, art, and humanities, facilitating targeted evaluation within relevant disciplines (Figure 6).

• Step 7: Prioritize journals with high rankings and quartiles within relevant subject categories, as they are more likely to publish high-quality [16], impactful research in scientific writing. On the other hand, identify the publishers of relevant literature, respected academic bodies, and websites of international and national institutions. Explain the rationale for including journals with high-impact and medium or low indices. This approach ensures the absence of bias and demonstrates objectivity in the selection process, providing a comprehensive view of the available literature.
• Step 8: By considering citation counts, author specialties, and rationales for including less reliable sources, researchers can ensure a rigorous and balanced approach to selecting references, thereby enhancing the credibility and integrity of the literature review process [46]. However, it is essential to exercise caution when interpreting citation numbers as a sole indicator of a study’s importance or reliability, as accidental factors may influence citation counts [47]. While publications with substantial citations are often considered authoritative and influential within the field [39], other factors should also be considered to assess a study’s overall impact and significance. Authors with expertise in relevant fields are more likely to produce credible and insightful research. Their knowledge and experience add credibility and enhance the reliability of the reference. In some instances, it may be necessary to resort to sources that do not have specific reliability or a limited number of citations. Justifications for including such sources are multifaceted:
  • They may offer unique or valuable information not found elsewhere, enhancing the breadth and depth of the literature review.
  • Credible sources may be scarce in emerging research areas, necessitating the inclusion of lesser-known materials to ensure a comprehensive overview.
  • Despite fewer citations, incorporating sources from diverse perspectives enriches discussions and fosters a more balanced and inclusive literature review.
  • Despite lower citation counts, sources may be deemed relevant and insightful based on rigorous evaluation of their content, methodology, and contribution to the research topic.
• Step 9: Employ qualitative content analysis techniques to systematically search for instances of inquiry keywords throughout the text [48,49,50]. It is essential to review each publication’s content to identify passages mentioning the terms, allowing for a qualitative examination of their contextualization in the literature. Complement this with numerical analysis to determine word frequencies, utilizing text analysis tools for quantitative insights [48]. By employing a summative approach to extract critical information from selected publications and assess their relevance to the ongoing research [51], researchers can ensure that the literature review incorporates high-quality evidence and supports the advancement of knowledge in the field.

3.3. Third Stage: Relevance Assessment of References

In this stage, researchers employ qualitative coding and thematic analysis to assess the relevance of selected references [52]. Researchers ensure alignment with the study’s focus and objectives by analyzing word frequency and extracting critical information from publications. Additionally, researchers prepare a comprehensive table for journals, incorporating essential information to guide the selection and exclusion of references based on their relevance and contribution to the research. The process encompasses two key steps, outlined as follows:

• Step 10: Qualitative coding provides a structured approach to content analysis, organizing, and interpreting qualitative data, such as text analysis [53]. Thematic analysis helps identify recurring words and patterns systematically [52,54]. Analyzing word frequency aids in understanding their significance. It enables researchers to derive meaningful insights, recognize patterns, and establish relationships within the data. To ensure relevance:
  • Concisely extract critical information like research objectives, hypotheses, and results from selected publications.
  • Assess how this information aligns with the ongoing study’s focus and objectives.
  • Analyze the relevance and consistency of proposed hypotheses with the ongoing research’s theoretical framework.
  • Evaluate the significance and implications of results from selected publications for the ongoing study.
  • Avoid relying solely on support from previous research and prioritize publications with original findings.
  • Emphasize selecting publications with rigorous study designs and methodologies to support ongoing research.
• There remains a meaningful idea for researchers to adopt when considering including and excluding references, which includes preparing a table that can be placed in the indexes. This table for journals consists of 12 pieces of information, as follows: numbers, date, journal title, subject area and category, the journal’s h index in the database, the best quartile in the database, cities (place of the case study), exploratory words (and their repetition in the text), closely related query words. It essential to concer the results relevant to the research that researchers in their scientific manuscripts can set up, and authors’ names, see Figure 7 as an example.

It is possible to add the authors’ specialties and the number of times the article or authors has been cited. For books, it is possible to add the publisher’s name. Using this table, the researcher will set the limits of this identifying information in proportion to the novelty of the research and its relationship to reality. Accordingly, he will begin by excluding every reference that is irrelevant to the study, or that appears to weaken it and will return to include relevant research. Figure 8 summarizes this phase and sequential steps.

4. Discussion

This study presents a structured, iterative approach to reference selection, emphasizing the importance of each stage in ensuring a comprehensive and relevant literature review. The advantage of using a keyword-based search over a semantic search engine or paper recommendation approach lies in its precision and ability to capture the specific focus and objectives of the study. While semantic searches and recommendation systems offer value, keyword-based search allows researchers to control the specificity and scope of their inquiry, ensuring alignment with their unique research goals. It is also noted that all results considered in the initial stage are independent of their relevancy, with the second stage specifically designed to exclude irrelevant references. The iterative use of Boolean operators and quotation marks around multi-word keywords refines the search and minimizes the retrieval of irrelevant results.

The methodology, grounded in keyword-based search strategies and qualitative content analysis, aims to enhance the credibility and impact of research in urban planning and design, as an example. The keyword-based search phase consists of three sequential stages. The expected outcomes of these three stages are to obtain an optimized list of keywords to guide subsequent literature searches, retrieve papers directly related to the search term or concept from high-quality databases, and classify and organize the literature into categories such as books, peer-reviewed journals, and grey literature. Finally, the sources are rearranged by timeframe, focusing on relevant and timely literature or including important historical works as needed. While the primary goal in this initial stage is to gather a broad set of potentially relevant references, it is acknowledged that some irrelevant references may be included due to the inherent ambiguity in keyword searches. These irrelevant references are systematically excluded in the subsequent stage to refine the reference list and ensure alignment with the research objectives.

The first stage, utilizing keyword-based searches, offers several advantages over semantic search engines or paper recommendation systems. It provides precise control over the specificity and scope of the search, ensuring alignment with the unique research goals. This approach also offers flexibility and customization, allowing researchers to tailor their queries to capture a broader range of relevant literature. The transparency and interpretability of keyword-based searches support transparency, reproducibility, and validation, further enhancing the rigor of the research process [55].

The inquiry keyword search method is a cornerstone of our scholarly exploration. It emphasizes precision and relevance in retrieving sources that align directly with our research objectives. This method’s targeted nature enables us to delve deeply into our topic, ensuring that the sources identified are pertinent and beneficial for our study.

• Utilizing inquiry keywords allows us to conduct a highly targeted search, effectively minimizing the inclusion of irrelevant materials. This focus is crucial for maximizing the sources’ relevance, ensuring that each retrieved reference significantly contributes to the research. For example, a prior study by Gusenbauer and Haddaway (2020) [56] demonstrated that keyword-based searches and scientific search systems significantly improve the specificity of retrieved scientific articles, thus enhancing the overall quality of literature reviews in social sciences.
• Moreover, this approach’s adaptability is notable. We can capture the full spectrum of relevant literature by incorporating synonyms, variations, and related terms into our search queries. This nuanced exploration uncovers hidden connections within the research landscape, enriching our understanding of the topic. For instance, the work of Corrin, Thompson, Hwang, and Lodge (2022) [57] highlighted how the inclusion of related terms in keyword searches revealed overlooked yet highly relevant studies, thereby broadening the scope of their literature review in scientific articles.
• Additionally, the transparency inherent in keyword-based searches is a significant advantage. This method provides a clear and understandable path for interpreting search results, fostering reproducibility and validation. The clarity of this approach ensures that other researchers can replicate and verify our findings, as Freese, Rauf, and Voelkel (2022) [55] emphasized in their methodological study on search strategies in scientific research.
• Combining the results produced by the inquiry keyword search method with additional filtering options, such as specific publication years or journal venues, enhances the accuracy of the search results. This filtering process increases the precision and relevance of the identified literature. Studies by Lowe et al. (2018) [32] and Liu et al. (2024) [44] have demonstrated the efficiency of these filters in improving the quality of systematic reviews in social sciences and computer science.

We can confidently navigate the vast expanse of scholarly knowledge by leveraging the powerful capabilities of the inquiry keyword search method. This method allows us to uncover the most pertinent and insightful sources for our research endeavors, ensuring a robust and comprehensive reference list. This targeted approach enhances the current study and sets a methodological precedent for future research in scientific writing.

The second stage expands sources by including relevant keywords or similar terms, evaluating the venues of sources, and assessing their reliability and trustworthiness. The credibility of a source is often linked to the reputation of the journal or conference where it is published. However, relying solely on venue reputation can be problematic, as it may overlook high-quality research published in lesser-known venues. Citation count is another criterion used to evaluate a paper’s influence, but this metric has limitations. High citation counts do not always correlate with quality or relevance due to varying citation cultures across disciplines. Therefore, a balanced approach is necessary, considering citation counts alongside factors such as the paper’s content and methodology or the field-weighted citation impact (FWCI).

In line with previous studies by Mayring (2022) [48], qualitative content analysis is crucial in this methodology for assessing the relevance and contribution of each source. This approach involves reading and summarizing key passages to ensure alignment with research objectives. Tools like NVivo or ATLAS.ti aid in this process, ensuring that only sources with substantive contributions to the research topic are included in the final literature list. These tools can help researchers manage and analyze large volumes of unstructured data, making it easier to organize, code, and analyze text-based or multimedia information. NVivo supports various data sources, including interviews, open-ended survey responses, articles, and social media data, facilitating comprehensive qualitative and mixed-methods research [58]. ATLAS.ti is a powerful workbench for qualitative data analysis of large bodies of textual, graphical, audio, and video data. It offers tools for coding, visualization, and exploring relationships within the data [59]. Summarization and synthesis tools help identify key themes and insights, contributing to a comprehensive and coherent reference list that supports rigorous scholarly inquiry in, for instance, urban planning and design research.

The third stage of our research process addresses the challenge of diverse vocabularies often encountered in specific areas of knowledge. We adopted a multifaceted approach that leverages near-synonyms, thesaurus tools, contextual analysis, and domain-specific knowledge to accurately interpret varied terminologies. This comprehensive method ensures that a broader range of language variations are considered, ultimately enhancing the relevance assessment process.

Our approach through this step aligns with the findings of previous studies [2,5,46], which also emphasize the importance of a nuanced approach to terminology when conducting literature reviews in complex fields. By incorporating these strategies, we aim to mitigate the risk of overlooking valuable research due to variations in vocabulary and language nuances. This approach strengthens the rigor and completeness of our literature review, contributing to a more comprehensive understanding of the chosen research topic. Our proposal comprises three steps, illustrated in Figure 9, for implementing effective strategies to develop consistent reference lists in scientific research. These reference lists should be highly relevant to the research topic and purpose, credible, and free from bias. Figure 9 shows these three stages and sequential steps.

Causally, the precision of keyword-based searches directly impacts the relevance of the retrieved literature. The more accurately keywords are defined and used, the more relevant the search results will be. This cause-and-effect relationship underscores the importance of the initial keyword selection process. Furthermore, the iterative refinement using Boolean operators directly reduces irrelevant results, enhancing the overall quality of the literature review. Deductive arguments further support this approach. The resulting literature review will likely be more comprehensive and relevant if a structured and systematic methodology is applied to reference selection. The methodology ensures that only the most pertinent sources are included by logically structuring the reference selection process and incorporating qualitative analysis.

We can refine this process by integrating more advanced AI-driven search tools, enabling more precise and relevant literature retrieval. Future developments in AI, which could automate parts of qualitative analysis, are promising. AI would make the process more efficient while maintaining high standards of accuracy and relevance. This optimistic outlook underscores the continuous evolution and improvement of our research methodologies.

This approach aligns with findings from prior studies that emphasize the importance of precision and relevance in literature search [33,34]. It builds on existing methodologies by incorporating iterative keyword refinement and advanced qualitative analysis, providing a structured yet flexible framework for reference selection.

Limitations of this work include the reliance on keyword-based searches, which, despite their precision, may still yield some irrelevant results due to the inherent ambiguity of language. Future research could benefit from integrating semantic search technologies to complement keyword-based approaches, potentially enhancing the comprehensiveness of literature retrieval. The systematic exclusion of irrelevant references ensures the quality and relevance of the final literature list. This rigorous approach supports robust scholarly inquiry in scientific research writing, where comprehensive and relevant literature is crucial for advancing theoretical and practical knowledge. The role in this process is invaluable and integral to the success of our research.

5. Conclusions

In conclusion, this structured methodology for reference selection in scientific manuscripts combines precision, flexibility, and thorough qualitative analysis, addressing the complexities and challenges of literature searches. By continually refining this approach and integrating new technologies, we can enhance the quality and relevance of our literature reviews, supporting more rigorous and impactful scholarly work. The confidence in this methodology is well-placed, as it has been proven effective in numerous studies and is continuously being improved.

In scientific research writing, various methods are used to select and categorize references within a specific research scope. However, the challenge of carefully selecting relevant references while excluding unrelated ones remains. Creating a reference list involves 11 sequential steps crucial for systematic research. Researchers start by identifying the central term or concept guiding their study and then conduct targeted searches in reputable databases to ensure alignment with research objectives. The following steps involve classifying sources and specifying the timeframe for source selection. Iterative searches using Boolean operators and tools like SCImago enhance the credibility of selected journals. Prioritizing publications based on rankings, citation counts, FWCI of the articles cited, and author specialties ensures a balanced selection. Content and numerical analyses help evaluate concept prevalence and relevance. Finally, a summative approach and organizing data in tables result in a meticulously crafted reference list vital for rigorous scientific research writing. Addressing limitations and enhancing capabilities, particularly contextual understanding and ethical considerations are crucial for advancing research in this field.

While the proposed approach outlined in this perspective offers a systematic methodology for selecting references, we recognize the importance of evaluating its effectiveness compared to alternative methods. Assessing the proposed approach against other forms of selecting references would provide valuable insights into its strengths and weaknesses, ultimately contributing to its refinement. Future research endeavors could incorporate such comparative analyses to enhance our understanding of reference selection methodologies and inform best practices in scholarly research.