Build a reference-library-to-citation pipeline

Any current laptop. Plan local disk space for PDFs and a separate backup destination.

Component	Role	Price	Link
Zotero 9.x current stable channel	reference library, metadata capture, PDF reading and citations	Free / 免费desktop application plus 300 MB Zotero file storagechecked 2026-08-02	https://www.zotero.org/download/
Better BibTeX for Zotero 9.0.54	stable citation keys and automatic BibLaTeX export	Free / 免费MIT extension compatible with Zotero 8 and Zotero 9 betachecked 2026-08-02	https://github.com/retorquere/zotero-better-bibtex/releases/tag/v9.0.54

Reference library policy

system_of_record: Zotero
citation_key_pattern: auth.lower + year + shorttitle.lower
required_metadata:
  - title
  - creator
  - year
  - publication
  - DOI_or_stable_URL
attachment_policy:
  keep_original_pdf: true
  rename_consistently: true
  backup_outside_sync: true
export:
  format: Better BibLaTeX
  path: writing/references.bib
  automatic: true
deduplication:
  review_before_merge: true
  preserve_all_relations_and_notes: true

Metadata and duplicate audit

Review the exported reference records for probable duplicates and incomplete metadata. Match on DOI first, then normalized title, authors and year. For each proposed merge list both record keys, matching evidence, conflicting fields and the value that should be retained. Flag retractions, corrections and preprint-to-version-of-record relationships separately. Never merge solely because titles are similar.

Known pitfalls

• Better BibTeX 9.0.54 does not support Zotero 7.
• Zotero sync is not a complete backup strategy.
• Merging duplicates can discard field variants if not reviewed.
• Do not rename citation keys after a manuscript is in active coauthor review without coordinating the change.

Any current laptop with internet access. Useful when attachment sync across devices exceeds the free tier.

Component	Role	Price	Link
Zotero with 2 GB Storage 9.x desktop plus 2 GB storage plan	reference management and managed attachment sync	$1.67/mo$20 per year, shown by Zotero as equal to $1.67 per monthchecked 2026-08-02	https://www.zotero.org/storage
Better BibTeX for Zotero 9.0.54	automatic citation-key and bibliography export	Free / 免费open-source extensionchecked 2026-08-02	https://github.com/retorquere/zotero-better-bibtex/releases/tag/v9.0.54

Monthly library health check

[ ] Resolve duplicate candidates
[ ] Repair items missing DOI or stable URL
[ ] Confirm automatic bibliography export succeeded
[ ] Open a sample of synced attachments on a second device
[ ] Export the Zotero library metadata
[ ] Back up the Zotero data directory while Zotero is closed
[ ] Record Zotero and Better BibTeX versions
[ ] Test one manuscript compile against the exported bibliography

Known pitfalls

• The 2 GB price is billed annually, not monthly.
• Group-library files count against the group owner's storage.
• Storage sync still does not replace an offline backup.
• Attachment links can break if files are moved outside Zotero.

Browser and supported app access. Best for researchers prioritizing managed PDF storage and collaborative workflows.

Component	Role	Price	Link
Paperpile Regular Academic Regular plan current 2026-08-02	managed references, PDFs, citations and basic integrations	$4.15/moacademic price displayed per month, billed annually; regular non-academic display price is $8.30 per monthchecked 2026-08-02	https://help.paperpile.com/pricing/
Paperpile browser and writing integrations current service integrations	capture and cite in Word, Google Docs and publisher workflows	$0/moincluded in the Paperpile Regular subscription above; not an additional chargechecked 2026-08-02	https://help.paperpile.com/pricing/

Migration acceptance checklist

[ ] Export the source library in a loss-minimizing format
[ ] Count source records and attachments
[ ] Import into a test Paperpile library
[ ] Compare DOI coverage and duplicate count
[ ] Open 20 sampled PDFs
[ ] Test citations in the primary writing app
[ ] Export back to BibTeX and inspect custom fields
[ ] Keep the source library read-only for 30 days
[ ] Document fields that do not round-trip

Known pitfalls

• Paperpile plans are billed annually.
• Academic pricing requires eligibility.
• Round trips between reference managers can lose notes, tags or custom fields.
• Keep a source export until the new workflow is proven.