Citations in the wild -- A collection of preferred formats

I thought it might be useful to pull together the different ways that archives currently suggest their holdings should be cited. It should be noted that the Repository:agency, series configuration is that recommended in the Australian Government Style Manual, first published in 1966, and has the strong authorial voice of the National Archives. The author/agency citation format is preferred by the Chicago Manual of style, the most common citation and referencing style used by historians http://www.chicagomanualofstyle.org/home.html.

Australia

Archives Office of Tasmania

| citation guide | sample database entry |

Long

Format:
[Full repository name]: [Agency name]: [Series title], [Item title and number], [Item date]. (Series Ref: [Series number])
Example:
Archives Office of Tasmania: State Immigration Office: General correspondence files, migrant accommodation file number M253, 26 October 1949 – 4 March 1951. (Series Ref: AA77)

Short

No guidance given.

National Archives of Australia

| citation guide | sample database entry |

Long

Format:
[Full repository name]: [Agency name]; [Series number], [Series title], [Series date range]; [Item number], [Item title], [Item date range]
Example:
National Archives of Australia: Prime Minister's Department; A461, Correspondence files, multiple number system, 1934–50; AX314/1/1, Aeronautical Research in the British Empire, 1945–49

Short

Format:
[Abbreviated repository name]: [Series number], [Item number]
Example:
NAA: A461, AX314/1/1

Public Record Office Victoria

| citation guide | sample database entry |

Long

Format:
[Abbreviated repository name], VA [Agency number] [Agency name], VPRS [Series number] [Series title], Unit [Unit number], [Item number] [Item title].
Example:
PROV, VA 672 Premier's Office, VPRS 1163/P1 Inwards Correspondence Files, Unit 744, 1883/291 letter re. remedy for pauperism.

Short

Format:
[Abbreviated repository name], VPRS [Series number], Unit [Unit number], [Item number].
Example:
PROV, VPRS 1163/P1, Unit 744, 1883/291.

Queensland State Archives

| [http://www.archives.qld.gov.au/downloads/BriefGuides/BG31Citation.pdf citation guide |

Long

Format:
[Repository name]: [Agency name]; Series ID [Series number]; Item ID [Item number], [Item title], [Item date]
Example:
Queensland State Archives: Colonial Secretary’s Office; Series ID 8400, Special Batches; Item ID 6818, Copies of correspondence respecting the annexation of New Guinea, Letter No 281 of 1883

Short

Format:
[Repository name] Item ID [Item number], [Record type]
Example:
Queensland State Archives Item ID 2197, Reports - audit

State Records New South Wales

| citation guide | sample database entry |

Long

Format:
[Full repository name]: [Agency name]; NRS [Series number], [Series title], [Series date range]; [Item number] [Item title], [Item date range]
Example:
State Records NSW: Department of Education; NRS 3829, School files, 1876-1979; [5/17427.2] Randwick Public School, 1893-1908

Short

Format:
[Abbreviated repository name]: NRS [Series number], [Item number]
Example:
SRNSW: NRS 3829, [5/17427.2]

State Records Office of Western Australia

| citation guide | sample database entry |

Long

Format:
[Agency name], [Item number], [Item title]. [Full repository name], WAS [Series number], Cons [Consignment number]
Example:
Public Works Department, 438/71, Boulder Sewerage Scheme General. State Records Office of Western Australia, WAS 82, Cons 3462

Short

Format:
[Abbreviated agency name], [Item number], [Item title]. [Abbreviated repository name], WAS [Series number], Cons [Consignment number]
Example:
PWD, 438/71, Boulder Sewerage Scheme. SROWA, WAS 82, Cons 3462

UK

The National Archives

| citation guide |

Long

Format:
[Institution name] ([Abbreviated institution name]): [Place of custody] ([Abbreviated place of custory]) [Department code] [Series number]/[Piece number]

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