Library:Citing Archival Sources

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Introduction

Archival sources need to be cited when used for your research, whether you are quoting directly from the source, paraphrasing it, or reproducing an image in your assignment.

What follows are examples of how to cite various types of archival material in APA, MLA and Chicago/Turabian style. Be sure to consult whichever style manual you are using to ensure you use the correct indentations and for other formatting issues.

APA Style

Notes in text

Enclose the author’s surname and date in brackets (and/or title if the author is unknown or there are multiple works by that author).

Bibliography entries

General format: Author Last, A.A. (Year, Month Day). Title. [Description of material]. Name of collection (Call number, identifier or box/file/item number). Name of repository, location.

Letter

Crosby, E. (1880, June 9). [Letter from Emma Crosby to Eliza Douse]. Thomas and Emma Crosby fonds (Box 2, File 14). University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Textual document

Kogawa, J. (n.d.). [Manuscript draft of Obasan]. Joy Kogawa fonds (Box 59, File 6). University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Photographs

Chinese peddler, Grass Valley, Cal. (n.d.). [Photographic postcard]. Chung Collection (CC-PH-00142). University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Graphic material

Bullock-Webster, H. (1879). Davis and his tame moose. [Watercolour sketch]. H. Bullock Webster fonds (Box 1). University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Ephemera

Sugar!! Sugar!! Which shall it be? (n.d.). [Illustrated poster]. Chung Collection (CC-GR-00010). University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

MLA Style

Notes in text

Give enough information to identify the source in the bibliography. Usually the author’s surname is sufficient, and/or title if citing multiple works by the same author, or an item with no known author.

Bibliography entries

General format: Author Last, Author First. Title or “title” for non-print material. Description of material. Date. Call number, identifier or box/file/item number. Collection name. Name of repository, location.

Include ms or ts before the identifying number when manuscripts or typescripts.

Letter

Crosby, Emma. Letter from Emma Crosby to Eliza Douse. 9 Jun. 1880. Box 2 File 14. Thomas and Emma Crosby fonds. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Textual document

Kogawa, Joy. Manuscript draft of Obasan. n.d. ms. Box 59 File 6. Joy Kogawa fonds. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Photograph

“Chinese peddler, Grass Valley, Cal.” Photographic postcard. n.d. CC-PH-00142. Chung Collection. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Graphic material

Bullock-Webster, Harry. “Davis and his tame moose.” Watercolour sketch. 1879. Box 1. H. Bullock Webster fonds. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Ephemera

“Sugar!! Sugar!! Which shall it be?” Illustrated poster. n.d. CC-GR-00010. Chung Collection. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Chicago/Turabian style

End notes or foot notes

General format: Author First Author Last, Description of item, Day Month Year, File/Box/Item number or identifier, Name of collection, Name of institution, place.

Letter

Emma Crosby to Eliza Douse, 9 June 1880, Fort Simpson (British Columbia, Canada), Box 2 File 14, Thomas and Emma Crosby fonds, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Textual document

Joy Kogawa, Manuscript draft of Obasan, n.d., Box 59 File 6, Joy Kogawa fonds, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Photographs

Chinese Peddler Grass Valley, Cal., photographic postcard, n.d., CC-PH-00142, Chung Collection, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Graphic material

Harry Bullock-Webster, Davis and his tame moose, watercolour sketch, 1879, Box 1, H. Bullock-Webster fonds, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Ephemera

Sugar!! Sugar!! Which shall it be?, illustrated poster, n.d., CC-GR-00010, Chung Collection, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Bibliography

Only cite a single item in a bibliography if it is the only item cited from the collection. If you used multiple items, simply cite the collection as a whole in this general format:

Name of collection or Last Name, First Name fonds. Name of institution, place.

Examples of entire collection being cited

Kogawa, Joy fonds. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Chung Collection. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Examples of single item being cited

Kogawa , Joy. N.d. Manuscript draft of Obasan. Joy Kogawa fonds. University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.

Chinese Peddler Grass Valley, Cal. Photographic postcard. n.d. Chung Collection, University of British Columbia Library Rare Books and Special Collections, Vancouver, Canada.