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Fact Sheet No 4
Noel Butlin Archives Centre - Citation of Archives
Introduction
Citation has two interrelated purposes: to give validity to supporting statements or examples, and to provide
a stepping-off point for those who come after.
Except in rare circumstances, a published work exists in more than one copy with all or most of the standard
bibliographical apparatus of author/title/physical description/publication date, which allows it to be traced and
consulted in more than one institution - and standard citation practices follow from this.
Archives and manuscripts, however, are unique, existing only in one place in a particular form and context.
Correct citation therefore becomes more important.
Citing archives and manuscripts
There are two major parts to an archival citation:
- a description of the record itself; and
- an indication of its location.
The description of or reference to the record, its type and subject, is needed to indicate the validity of the
source. Archives and manuscripts are generally described hierarchically, reflecting their provenance:
- record group (creator);
- series (type of record); and
- item (a volume, file, bundle, box or single sheet).
This is the best way to refer to them as it sets out their context.
The second element of archival citation is location. The first component of this element is the institution
or place where the original record is held. The second is a specific identifying mnemonic/numeric reference applied
by the custodian to aid retrieval.
There are a great variety of identifying systems used by custodial institutions in Australia, and researchers
are advised to follow the instructions of each institution when citing their material in research works. The correct
citations of records are very important as they are often the only shortcut into the vast unpublished resource
material about Australia, held in Australia and overseas.
Bibliographic description
There are two levels of bibliographical description of archival records:
The reference in the text (foot/end note) is usually to a very specific item – a document, or even a page or
folio within a document.
The bibliography is rather different, being a summary of sources consulted, and archival description to series
level is usually sufficient.
Researchers and authors should bear in mind the following points:
- As foot/end notes are usually very specific, the reference number should be as full and detailed as possible.
Description of the record itself need only be brief but should indicate its nature: a letter, a minute, a ledger
entry, etc.
- In the bibliography, entries are most usefully grouped by custodial institution and then hierarchically described
i.e. creator/series/item (where necessary).
- Series identifying numbers are essential in the case of the Series System (National Archives of Australia),
but occasionally not essential in other cases. If in doubt include them.
- Where the record used is not in its original form eg a microfilm made as an in-house conservation measure,
the fact that the copy was used should always be indicated. This is particularly important with major schemes such
as the Australian Joint Copying Project.
- Standard abbreviations for institutions such as ANU (for Australian National University) and NBAC (for Noel
Butlin Archives Centre) are recommended, and a list of them should be set out at the beginning of the work and
in the first appropriate footnote, as well as in the bibliography.
NBAC examples
A citation of unpublished material held in the Noel Butlin Archives Centre should contain the full name of the
Centre, the name of the record group (collection), the archival reference number and a description of the item.
Some examples are given below:
Foot/end note form
| 1. |
The first reference would read:
Noel Butlin Archives Centre, Australian National University (hereafter NBAC). Australian Council of Trade Unions
(hereafter ACTU), N21/278, Minutes of a meeting of the metal trades unions party to the ICI ‘little agreement’,
24 October 1962
A second reference to the same item could then read:
NBAC. ACTU, N21/278, minutes of a metal trades meeting, 24 Oct 1962 |
| 2. |
NBAC. Australian Agricultural Company (hereafter AACo), 78/1/13 p 292, Despatch from the General Superintendent
in NSW to the Court of Directors London, 12 October 1832
NBAC. AACo, 78/1/13 p 292, Superintendent to Court, 12 Oct 1832 |
| 3. |
NBAC. Tom and Mary Wright papers (hereafter Wright papers), Z267 Box 12, Correspondence with Tom Wright subject
file, Greeting card from Olive Pink, 3 September 1964
NBAC. Wright papers, Z267 Box 12, greeting card, 3 Sept 1964 |
| 4. |
NBAC. Tom and Mary Wright papers (hereafter Wright papers), P120/967, Agenda paper for consideration by the Commonwealth
Conference of the Amalgamated Engineering Union (hereafter AEU), April 1971
NBAC. Wright papers, P120/967, AEU agenda paper, April 1971 |
| 5. |
NBAC. Graziers’ Association of NSW, E256/23-MC3020, Miscellaneous Correspondence, Secretary, Pastoral Association
of Victoria (hereafter PAVic) to Secretary, Pastoral Association of NSW (hereafter PANSW), 12 Nov 1911
NBAC. Graziers’ Association, E256/23-MC3020, PAVic to PANSW, 12 Nov 1911 |
Bibliographic entry
The bibliography for the above material could then be:
Noel Butlin Archives Centre (NBAC)
Australian Agricultural Company (AACo)
Despatches to the Court of Directors in London
Australian Council of Trade Unions (ACTU)
NSW Graziers’ Association
Miscellaneous Correspondence
Tom and Mary Wright papers
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