How to Set Up an Evidence Library: Disseminating Evidence and Outputs Generated by Your Programme
This blog takes a conversational approach to sharing lessons from our programme, featuring fresh, independent perspectives from EdTech Hub. Our team highlights their top tips for using the Evidence Library, inspired by a recent guide we published on building your own. We hope you find these insights just as helpful for your work!
Hello,
👋🏾 I’m Jillian, a Communications Officer at EdTech Hub, passionate about translating complex evidence into relatable, impactful stories. I hope this guide provides valuable insights to guide your dissemination efforts.
👋🏻 I’m Sophie, Product Owner and Project Manager at EdTech Hub, where evidence is at the heart of everything we do. And when we say it’s at the heart, we mean it’s what fuels our thinking, our strategy, our meetings, and every post we make and newsletter we send. I hope this blog offers you some great starting points and opportunities for sharing your evidence.
Through conversations across the sector and our own experiences, we’ve found that many research programmes and initiatives struggle to disseminate their research findings effectively. These challenges affect the reach and uptake of evidence by the desired target audiences.
After various Thursday Comms Weekly sessions that usually involve combing through the latest research from our teams and digging into ways to make that evidence more useful for others, Jill and I have found common questions that have kept popping up for us;
Who’s actually using evidence libraries like ours? And how many researchers are sitting on valuable insights, just waiting for a way to share them with a wider audience?
To get a sense of the interest, we decided to explore Google Trends.
We typed in phrases like ‘evidence library,’ ‘research library,’ and ‘open-source research database’ and found there’s a big demand out there. People everywhere are looking for trustworthy evidence — and just as many are trying to get their findings seen.
Image showing screenshot of Google Trends results (Worldwide, past 12 months), comparing a variety of search queries relating to the term Evidence Library. Taken on 21/11/24.
We then asked ourselves: how can EdTech Hub continue to address this need? And how can we support others in doing the same? After all, sharing (knowledge and evidence) is caring….💛
Let’s dive into why organising research in an evidence library can make a real impact for users and various sectors, and give you three ways to create your own. But first, we start by exploring some of the challenges with disseminating research findings.
At this point, we imagine that you, our reader, have encountered these challenges, and perhaps even more, in your own work:
👀 From our work, we have learnt that research programmes struggle to ensure their publications are easily discovered by search engines and cited by other researchers, hindering visibility and academic impact.
✍🏽 Even when research is discovered, inconsistent citation practices make it difficult to trace publications back to the original programme, complicating impact assessment and recognition.
📈 An efficient evidence library must be scalable, organised, and easy to maintain as the volume of data grows, ensuring the system’s long-term performance.
📱 Programmes often face challenges in creating user-friendly repositories that cater to both internal team members and the broader public, which can limit the reach and impact of the evidence.
Can an evidence library help address some of these challenges? Definitely—it’s a great starting point. Setting up an evidence library can help tackle many key obstacles in disseminating research findings by improving the discoverability, organisation, and accessibility of research outputs. While it’s not a one-size-fits-all solution, it’s a valuable stepping stone to maximising the reach and impact of your work across diverse audiences.
To really tackle these challenges, it’s important to understand your users: who they are and how they engage with evidence, whether that’s through conversations, presentations, workshops, or something else entirely. Creating thoughtful user experiences through clear entry points, context specific outputs and actively encouraging people to explore your library are key to maximising its reach and impact.
Read on to learn more about creating your own library.
Let’s Rewind for Anyone Who Is New to This: What Is an Evidence Library?
When we think of an evidence library, we see it as a go-to database specifically designed to store, organise, and share programme outputs. Be it reports, journal articles, or research briefs. This database not only enhances access to evidence and research but also streamlines the citation process, making your work more discoverable by indexing through tools like Google Scholar. An evidence library can also extend beyond your own content, housing-related literature and creating a more holistic information resource for users.
Why an Evidence Library Matters and How It Can Help You
We have found this to be a great resource for making our programme’s outputs accessible and discoverable by organising them in a standards-based way, allowing seamless access to web content and publications. The library supports easy citation by staff and researchers, and optionally, displays related research, enhancing visibility and tracking of citations and influences. The evidence library facilitates:
- Efficiency: Where properly designed databases ensure data is stored efficiently and retrieved quickly, which boosts system performance and minimises the time spent searching.
- Scalability: An adaptable evidence library allows you to scale as data and application requirements grow, ensuring longevity and relevance.
- Maintenance: With structured content, maintenance is simpler, whether it’s updates, backups, or adding new resources, which reduces the risk of system errors.
What makes it a favourite for our researchers and community? 💙
💙 "The Evidence Library is a game-changer for our work in Malawi. It’s not just a collection of research; it’s a powerful toolkit that equips us with globally-tested, context-specific insights essential for transforming education. It’s the bridge between theory and real-world results, amplifying our efforts to drive lasting change. The most beautiful thing about it is that it's available to everyone across the globe." — Pilirani Kumasewera, EdTech Hub Country Lead, Malawi
💙 "The evidence library is a brilliant resource that becomes more and more useful with every output that we publish or cite at EdTech Hub. It systematically houses all the evidence we have generated in one place, and is a one-stop-shop for searching for evidence related to the use of technology in education. It makes evidence open and accessible for all." — Saalim Koomar, EdTech Hub Delivery Lead
Key Points to Help Your Evidence Library Reach a Broad Audience
When we think of making an evidence library truly useful, it is all about user navigation and enhancing the user journey experience. We’ve learnt that small adjustments — like optimising for search engines or categorising resources — can make a huge difference in reaching the right audience. So, what can help you reach your audience?
- Optimise for Discoverability: Leveraging open-source systems like Zotero and Kerko can improve search engine visibility, especially when paired with structured metadata that aligns with SEO best practices.
- Simplify Access and Use: Organise resources by categories relevant to your audience. For example, tags like ‘digital personalised learning’ or ‘foundational skills’ can be beneficial for users looking to navigate based on specific areas of interest.
- Use Trackable DOI Links: Incorporating Digital Object Identifiers (DOIs) allows users to cite your work seamlessly, enhancing academic reach and credibility.
- Codify Your Evidence: Think about who you’re sharing your evidence with and what matters most to them. Use clear categories and tags that align with their needs. Ask yourself: ‘Who’s my audience? Are they looking for specific countries, topics, or types of resources?’
Organising with simple, relevant tags like ‘policy insights,’ ‘digital learning tools,’ or ‘foundational skills’ makes it easy for people to find exactly what they’re looking for. A well-structured evidence library ensures your work is accessible and impactful for your target audience.
Options for Deploying Your Evidence Library
Your programme has three main options for deploying an evidence library, depending on available resources and expertise:
🤖 Self-Hosting: For teams with technical staff, self-hosting provides full control over the evidence library’s customisation and security. However, this route demands ongoing maintenance and security management.
💻 Hiring a Developer: If your organisation works with external developers, consider hiring one with experience in Zotero, Kerko, and Python. This approach offers a blend of customisation and professional support without requiring in-house expertise.
🔑 Using a Turnkey Solution: If resources are limited or technical expertise is scarce, a turnkey solution provides an out-of-the-box approach with setup, support, and maintenance, so you can focus on content rather than technology.
🌳Use our handy decision-tree to determine which option is best by evaluating your in-house technical skills, previous experience with software development, and budget. Each choice offers varying levels of customisation, control, and convenience.
With detailed steps and best practices, our guide to building an evidence library empowers you to store, organise and share your programme’s evidence. Build your evidence library today, here’s a quick start guide to get you set up 👉🏾 A GUIDE: BUILD YOUR OWN EVIDENCE LIBRARY
A big thank you to Björn Haßler, Hassan Mansour, and Laila Friese for your invaluable authorship and contributions to the guide Disseminating the Evidence and Outputs Generated by Your Programme: Three Options for Setting Up an Evidence Library. Your hard work is greatly appreciated!
