State Records has published a standard and a functional specification to assist agencies in managing official records generated by their business systems.Management of Official Records in a Business System
Whenever you reproduce or refer to records from the State Records of South Australia collection - in papers, publications or on a website - the records should be accurately cited. Correct citations enable other researchers to verify the accuracy of the statements you make, and assist in locating those same records for further research.
References to archival records differ from references to books or other types of published material. A book is a separate entity, with an author and title. An archival record is usually unpublished and is often just one item in a series of items created or maintained by an agency or person. Correct citations provide a guide to the origin as well as the location of the records.
The citation elements we recommend are as follows:
State Records of South Australia (or SRSA if abbreviated)
State Records reference number for the series and series sub-unit (noted on the record or container)
name of the record creating agency
record series title
item description (if different from the series title)
relevant date or page number.
Examples of full and brief citations are given below.
Volumes
Full citation: State Records of South Australia GRG 78/49 Royal Adelaide Hospital, Admission registers, volume 6 for 1910
Brief citation: SRSA GRG 78/49/6 (1910)
Files or Dockets
Full citation: State Records of South Australia GRG 24/6 Chief Secretary's Office, Inwards correspondence, file no. 134 of 1867
Brief citation: SRSA GRG 24/6/1867/134
Note: To distinguish between the year and the file number, the year should be underlined.
Maps/Plans
Full citation: State Records of South Australia GRS 6908/1 Department of Lands, Rack plans, plan 34, drawer 12
Brief citation: SRSA GRS 6908/1, plan 34, drawer 12
Single Items
Full citation: State Records of South Australia GRG 41/34 Customs Department, Official lists of passengers arriving in South Australia from overseas, list for 1904, Barrabool
