References to archival records differ from references to books or other types of published material. A book is a separate entity in its own right, with its own author and title, but an archival record is usually unpublished and is just one item in a series of items created or maintained by an agency or person. As far as possible, archives are maintained in the same sequence and filing system in which they were created and maintained. Correct citations provide a guide to the origin as well as the location of the records.
As a minimum the citation for an archival record should refer to the institution holding the record, the series number of the record series to which the record belongs, and the item number (in RecordSearch this is identified as the control symbol).
We recommend that you use the following abbreviated form of citation.
1. | The abbreviation 'NAA' followed by a colon | eg NAA: |
2. | the series number, followed by a comma, | eg P1556, |
3. | and the item number (also referred to as the 'control symbol') | eg 1952/119 |
The complete citation would be: NAA: P1556, 1952/119.
If the item has no identifying item number but is simply identified as NN (no number) include the item title if possible.
If you want to cite a particular document located within a record item (a letter, report or photograph) do this by identifying the document and then citing the item on which it is held. Unless the record item is clearly cited the Archives is unable to retrieve it for later readers (see 'Examples of citations' below).
Sometimes it may be appropriate to give a more detailed citation, for example in a full bibliography, or if you are using only footnotes and no bibliography. In these cases we recommend that you use an expanded citation. An expanded citation includes the same elements as the abbreviated citation, with the addition of:
4. | the full name 'National Archives of Australia' | eg National Archives of Australia: |
5. | the name of the agency (or person) that created the record (to provide administrative context) | eg Australian National Antarctic Research Expeditions; |
6. | the series title and date range | eg P1556, Antarctic Station Reports and Station Log Books, chronological series.
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7. | and the item title and date range | eg 1952/119, Heard Island 1952 Seal Sightings Log, 1952–1953 |
The expanded citation, which uses semicolons to separate the main elements, would be:
National Archives of Australia: Australian National Antarctic Research Expeditions; P1556, Antarctic Station Reports and Station Log Books, chronological series, 1947–; 1952/119, Heard Island 1952 Seal Sightings Log, 1952–1953.
It is often inconvenient to repeat all elements of an expanded citation when referring to several items from the same record series. We recommend the following format in these circumstances.
National Archives of Australia: Administrator, Northern Territory [II]; F1, Correspondence files, annual single number series, 1915–1978; items 1937/375, Flying Doctor, Barkly Tablelands, 1937
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If a series was created by more than one agency, take care to cite the agency that corresponds to the date range of the item you are citing.
You can find all the details you need for an abbreviated citation when you display the item on the RecordSearch database, which is available in any of our reading rooms or on the Internet.
The following examples may help you in preparing citations for different types of records in the National Archives collection.
1. Citation for an item contained in large correspondence file series
NAA: A461, AX314/1/1
Expanded citation: National Archives of Australia: Prime Minister's Department; A461, Correspondence files, multiple number system, 1934–1950; AX314/1/1, Aeronautical Research in the British Empire, 1945–1949
2. Citation for an item that has no item number or item date range
NAA: A9663, Acton – Canberra House – residence for chauffeur
Expanded citation: National Archives of Australia: Australian Construction Services, ACT Regional Office; A9663, Aperture cards for ACT architectural plans and drawings, 1921–59; Acton – Canberra House – residence for chauffeur
3. Citation for a series which consists of one item only
NAA: M266; one item only
Expanded citation: National Archives of Australia: Essington Lewis, CH, DSC; M266, Report on a visit to USA, Canada, Great Britain and India, 1944–45, aircraft and munitions by Essington Lewis, JM McShane and JL Jenkins, 1944–45; one item only
4. Citation for a photograph
NAA: A1200, L25136
Expanded citation: National Archives of Australia: Australian News and Information Bureau; A1200, Photographic negatives and prints, 1911–1971; L25136, Young fans welcome the Queen on her arrival at Fairbairn airport, Canberra, 1954
5. Citation where additional information may be required to identify the record.
NAA: A458, C502/3 part 2, letter to Prime Minister from Cardiff Branch, Unemployed Workers Movement, 26 February 1932
Expanded citation: National Archives of Australia: Prime Minister's Department; A458, Correspondence files, 1923–34; C502/3 part 2, Unemployment relief– general, 1931–32; letter to Prime Minister from Cardiff Branch, Unemployed Workers Movement, 26 February 1932
Whenever you reproduce an item from the Archives collection, such as a photograph, you should acknowledge its source by including the following citation:
From the collection of the National Archives of Australia.
If you are going to publish a reproduction of an item from the Archives that is under copyright, you will need permission to do so. See Fact Sheet 8 – Copyright for information on which records are copyright and how to request permission to publish copyright material.
Additional advice on citing archival records may be obtained by contacting the reference service at ref@naa.gov.au.
Comments or other feedback can be sent to archives@naa.gov.au
updated May 2005