Keep a reference verification log that records the reference as written, the databases you queried, the identifiers you checked, and the unresolved discrepancy; then use that log to decide whether to cite, flag, or drop the entry. This log gives you a repeatable record of what was checked and what remains uncertain, so you can act consistently under deadline pressure.
Log fields
Use a simple table or spreadsheet with these columns for each reference:
- Reference as written: the full citation exactly as it appears in your manuscript or source list.
- Databases queried: the name of each database you searched (for example, PubMed) and the date of the search.
- Identifiers checked: any DOI, PMID, ISBN, or other identifier you looked up, and whether it resolved to a matching record.
- Unresolved discrepancy: a short description of what did not match or could not be confirmed (for example, author name mismatch, missing volume, or no record found).
Decide: cite, flag, or drop
After logging, apply these rules:
- Cite if the reference matches an original source you have verified. ICMJE recommends verifying references against original sources and citing direct sources where possible.
- Flag if the reference is plausible but you have not yet verified it against the original source. Mark it clearly in your log and in the manuscript (for example, with a comment) so it can be checked before final submission. ICMJE advises authors to verify references against original sources before finalizing.
- Drop if the reference cannot be verified and no original source can be found. Do not cite unverifiable references; remove them from the manuscript and note the removal in your log.
Record the checks you ran
For each check, note the database, the search terms or identifier used, and the outcome. For example, if you search PubMed by DOI and find no matching record, record that as an unresolved discrepancy. PubMed supports field tags, phrase searching, and citation matching, which can help you refine searches and locate records. If you use a tool such as WisPaper TrueCite, it checks BibTeX against real academic databases to flag references that need verification; record which entries it flagged and what you did next.
Before the deadline
Review all flagged entries. For any that remain unresolved, decide whether to drop them or to keep them flagged with a note for post-deadline verification. Keep the log with your manuscript files so you can revisit it later.