Citation

When to cite records

Whenever records from State Records’ collection are reproduced or referred to - in papers, publications or on a website - they should be accurately cited.

Correct citations provide a guide to the origin of a record, enagle other researchers to verify the accuracy of any statements made, and assist in locating those same records for further research.

References to archival records differ from rerences to books or other types of published material. An archival record is usually unpublished and is often just one item in a series of items created or maintained by an agency or person.

A record can be cited in full or in brief.

Citation elements

The citation elements we recommend are as follows:

  • State Records of South Australia (or SRSA if abbreviated)
  • State Records series reference number (identified by a GRG, MRG or GRS prefix) and unit
  • Name of the agency responsible for the record
  • Record series title (sometimes contains the agency responsible for the record)
  • Item description (if different from the series title)
  • Relevant date or page number.

Physical records

Physical records exist in many forms and can include volumes, files or dockets, maps, plans and drawings.

Digitised records

When citing digitised copies of records, the physical record should be cited as the original source, as well as the date that a digitised copy was accessed.

Example of full and brief citations

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 and dockets

Full citation: State Records of South Australia GRG 24/6 Chief Secretary's Office, Inwards correspondence, file number 134 of 1867.
Brief citation: SRSA GRG 24/6/1867/134.

Note: To distinguish that a number is a year and not a file number, the year should be underlined.

Maps and 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 339/1904, Barrabool.

Brief citation: SRSA GRG 41/34, 339/1904, Barrabool.

Note: To distinguish that a number is a year and not a file number, the year should be underlined.

Digitised records

Full citation: State Records of South Australia, GRG35/48/1 Official assisted passage passenger lists, list 2/1883, Cicero (digitised copy, viewed 25 July 2017)

Brief citation: SRSA GRG35/48/1, 2/1883, Cicero (digitised copy, viewed 25 July 2017)

 

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