Why cite records
You should accurately cite records (include accurate references) when you are reproducing or referring to them in any publication, including websites.
Correct citations:
- give credit to the archive
- confirm the origin of a record
- enable other researchers to locate the same records to verify their accuracy and for further research.
Archival references differ from references 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 An archival record is usually unpublished and is often just one item in a series of items created or maintained by an agency or person.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
We recommend including:
- State Records of South Australia (or SRSA if abbreviated)
- State Records series reference number, identified by a GRG, MRG or GRS prefix, and unit (box) number
- Record series title, and if it doesn't already include it, the name of the agency that created the record
- Item description, if different from the series title
- Relevant date or page number.
- 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.
Contact us if you need to confirm the accuracy of archival references.
Examples 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.
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 of 1904, Barrabool.
Brief citation:
SRSA GRG 41/34, 339/1904, Barrabool.
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 of 1883, Cicero (digitised copy, viewed 25 July 2017)
Brief citation:
SRSA GRG35/48/1, 2/1883, Cicero (digitised copy, viewed 25 July 2017)