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**********************************
PUBLIC RECORD OFFICE
GENERAL INFORMATION Leaflet No: 25
**********************************
[Note: this and all other PRO General Information leaflets are (c)
Crown Copyright, but may be freely reproduced except for sale or
advertising purposes. Copies should always include this Copyright
notice -- please respect this.] (c) Crown Copyright, December 1990.
--------------------------- start of text --------------------------
HOW TO CITE DOCUMENTS IN THE
PUBLIC RECORD OFFICE
1. INTRODUCTION
Users of public records often ask for advice on how to cite them in books,
articles, or theses. The purpose of this leaflet is to describe the way
in which the Public Record Office recommends that records in its custody
be cited. It sets out the general rules to be followed, and the more
common exceptions. However, it is not exhaustive; further details are
provided in our leaflet General Information 24.
A brief citation usually contains the following information:
- the place of custody, i.e. a note that the document is in the Public
Record Office;
- the document reference (or call number), i.e. the code used to
requisition the piece (our term for a file, volume etc.) and to cite it;
- the internal reference, i.e. details of the folio (or membrane etc.)
number within the piece.
In some cases it is necessary to include also:
- the extended reference, i.e. the full class title.
Guidance on each of these items appears below. This is followed by a short
note of copyright requirements and appendixes dealing with (1) recommended
abbreviations for counties, monarchs etc., and (2) recommended punctuation
and spacing.
2. PLACE OF CUSTODY
2.1. Generally an initial explanatory note that all documents (or that,
unless otherwise stated, all documents) cited are in the Public
Record Office is all that is needed. If, however, documents from
several repositories are being cited, it may be necessary to include
in each citation an indication of the whereabouts of the document.
2.2. If the document is in the Public Record Office the citation should
be preceded by the letters PRO and a colon.
e.g. PRO: C 145/254
The letters PRO should be defined the first time they are used.
e.g. Public Record Office [hereafter PRO]: C 145/254
3. THE DOCUMENT REFERENCE
This consists of two parts:
- the class code
- the piece number
3.1. The class code
3.1.1. This should be set out exactly as it appears in the Public Record
Office Current Guide, pt 2.
The code for most classes consists of one or more capital letters
followed by a space and number, with no punctuation.
e.g. ADM 59
3.1.2. There are two exceptions to this:
- a few class codes contain two sets of numbers, separated by an
oblique stroke.
e.g.PRO 30/36
CP 25/2
- some classes consist of maps which have been extracted from pieces
in other classes for separate storage. Their class codes consist
of letters only.
e.g. MPH
(Extract map classes are not listed in the Current Guide, pt 2; details
of them can be found in our leaflet Information 49.)
3.1.3. IND references should be cited as IND 1, and OBS references as
OBS 1.
3.1.4. A reference to a single complete class needs no more. A reference
to a run of consecutive classes should contain the full code of the
first and last classes, separated by a hyphen.
e.g. CO 260 - CO 265
3.1.5. Reference to two or more non-consecutive classes should all be in
full, separated by semi-colons.
e.g. ASSI 35; ASSI 45; ASSI 54
3.2. The piece number
3.2.1. This should be set out as it appears in the class list.
It is usually a number but may be a letter (always written as a
capital) or a combination of number and letter. It is separated from
the class code by an oblique stroke.
e.g. JUST 1/46
SP 17/B
ASSI 34/57A
3.2.2. The piece number may consist of two or more sets of numbers, or
letters and numbers. More complex piece numbers may include a
regnal year, law term, county, diocese, or continent. (See Appendix
I for guidance on the expression of counties, law terms etc.). Each
element should be separated from the next by an oblique stroke.
e.g. E 163/6/46
C 115/M 33/8237
C 2/Chas I/B42/160B
E 134/25 Eliz I/Mich/37
CO 700/Malta/3
CP 25/2/1321/1 Geo III/M
There is one exception to these rules: in extract map classes the class
code (which consists of letters only) should be separated from the piece
number by a space instead of by an oblique stroke.
e.g. MPH 139
3.2.4. A reference to a single complete piece needs no more. A reference
to a run of consecutive pieces within a class should take one of two
forms:
i) when the first and last piece numbers differ only in the element
following the final oblique stroke, there is no need to repeat all
the elements; the document reference of the first piece should be
given in full, followed by a hyphen and the final element of the
last piece number.
e.g.MH 17/107-112
E 134/25 Eliz I/Mich/24-37
ii) when the variation occurs in any element before the final oblique
stroke, the complete document reference of both the first and last
pieces should be given, separated by a hyphen.
e.g. ASSI 35/55/1 - ASSI 35/58/2
3.2.5. A reference to two or more non-consecutive pieces in the same class
should be treated in the same way. When the piece numbers differ
only in the element following the final oblique stroke, the document
reference of the first piece should be given in full, followed by
the final element of the remaining pieces, separated from each other
by a comma.
e.g. ASSI 35/55/1, 3, 6
But when the variation occurs before the final oblique stroke, the full
document reference of each piece should be given, separated by a
semi-colon.
e.g. ASSI 35/55/1; ASSI 35/56/2
4. THE INTERNAL REFERENCE
4.1. A reference to part of a document can take a variety of forms but
should always be separated from the piece number by a comma, not by
an oblique stroke.
4.2. The following abbreviations should be used, without punctuation and
not italicised:
p or pp for page or pages
f or ff for folio or folios
no or nos for number or numbers
m or mm for membrane or membranes (used only for chancery-style
rolls, i.e. those sewn head to foot, and for parchment membranes of
files)
rot or rots for rotulus or rotuli (used only for exchequer-style
rolls, i.e. those sewn together at the head)
col or cols for column or columns
4.3. The abbreviation will usually be followed by a number or a letter.
Numbers are written as arabic numerals with one exception: if a
document (for example, a printed book) contains consecutive
sequences, one with roman numerals and the other with arabic
numerals, small roman numerals should be used for the former.
e.g. SP 52/64, f xvi
4.4. When the reference is to the piece of parchment rather than to its
contents, the number of the folio or membrane is enough. However,
when the reference is to the contents, it is necessary to be more
specific. After the number should be added the letters 'r' (for the
recto of a folio or the face of a membrane), 'd' (for the dorse of
a membrane) or 'v' (for the verso of a folio). After letters or
small roman numerals the words recto, dorse and verso should be
written in full instead of the abbreviations, to prevent ambiguity.
The number should be repeated when the matter referred to begins on
one side and continues onto the other.
e.g. SP 52/40, f 21r
JUST 1/509, rot 4r-4d
E 363/3, rot F dorse
SP 52/64, f xvi recto - xvi dorse
The principles outlined above for runs of pieces should be followed for
runs of pages or membranes.
e.g. consecutive pages
CO 5/690, pp 143-149
JUST 1/509, rots 4r-11d
e.g. non-consecutive pages
CO 5/690, pp 103, 108, 113
JUST 1/509, rots 1r, 2d, 4r
4.5. A run of almost continuous numbers can be written in the same way
as consecutive numbers, with the addition of the word 'passim'.
e.g. CO 5/690, pp 103-149 passim
4.6. If there are conflicting sequences of numbers on the folios or
membranes, and it is not obvious which numeration should be chosen,
the Officer in Charge of the appropriate Reading Room should be
consulted. The numeration chosen should be indicated briefly in a
list of abbreviations or within square brackets immediately after
the number when the document is first cited.
e.g. JUST 1/699, rot 1 [orig nos] schedule 1r
4.7. If there is no internal numbering the internal reference should
consist of the briefest description that allows ready identification
of the part being cited, such as a date, or a date and the names of
the correspondents. Dates should be set out in the order day,
month, year (see Appendix I for guidance on abbreviating months) but
should otherwise be given as in the document.
e.g. PRO 1/3, 25 June 1840 Workmen to Palgrave
5. THE EXTENDED REFERENCE
5.1. In every work in which a class code is used for citation a
definition in words of that class code should somewhere appear. The
words should be the class title exactly as it appears in the Current
Guide, pt 2.
5.2. The definition can be placed in a prefatory list of abbreviations,
in a bibliography, or in the footnote where the class is first
cited.
- In a list of abbreviations the definition should follow the class
code, separated from it by a colon:
e.g.
C 139: Chancery: Inquisitions Post Mortem, Series
I, Henry VI
- In a bibliography the class title should come first, followed by the
class code in round brackets:
e.g.
Chancery: Inquisitions Post Mortem, Series I, Henry
VI (C 139)
- In a footnote the class should be defined in the same way as in a
bliography, followed by a colon and the relevant brief citation:
e.g.
Chancery: Inquisitions Post Mortem, Series I, Henry
VI (C 139): C 139/52, no 3
6. COPYRIGHT
Most records held in the PRO are in copyright, which imposes restrictions
on the extent to which they may be quoted, published in full or reproduced
in facsimile without permission from the copyright owner. Detailed
guidelines are set out in PRO General Information Leaflet 15, COPYRIGHT.
_________________________________________________________________________
APPENDIX I
RECOMMENDED ABBREVIATIONS
Historic Counties of England and Wales
Anglesey Ang Lancashire Lancs
Bedfordshire Beds Leicestershire Leics
Berkshire Berks Lincolnshire Lincs
Brecknockshire Brec Merionethshire Merion
Buckinghamshire Bucks Middlesex Midd
Caernarvonshire Caern Monmouthshire Monm
Cambridgeshire Cambs Montgomeryshire Mont
Cardiganshire Card Norfolk Norf
Carmarthenshire Carm Northamptonshire Northants
Cheshire Ches Northumberland Northumb
Cornwall Corn Nottinghamshire Notts
Cumberland Cumb Oxfordshire Oxon
Denbighshire Denb Pembrokeshire Pemb
Derbyshire Derb Radnorshire Rad
Devon Devon Rutland Rut
Dorset Dors Shropshire Salop
Durham Durh Somerset Som
Essex Essex Staffordshire Staffs
Flintshire Flint Suffolk Suff
Glamorgan Glam Surrey Surrey
Gloucestershire Glos Sussex Sussex
Hampshire Hants Warwickshire Warw
Herefordshire Heref Westmorland Westm
Hertfordshire Herts Wiltshire Wilts
Huntingdonshire Hunts Worcestershire Worcs
Kent Kent Yorkshire Yorks
Months
Jan May Sept
Feb June Oct
Mar July Nov
Apr Aug Dec
Law Terms
Hilary Hil Trinity Trin
Easter Easter Michaelmas Mich
Reigns - examples only
Hen III (etc.) Chas I (etc.)
Edw I (etc.) 1649 (etc.)
Ric II (etc.) Wm & Mary
Mary Wm III (etc.)
Phil & Mary Anne
Eliz I Geo I (etc.)
Jas I (etc.) Vict
_________________________________________________________________________
APPENDIX II
RECOMMENDED PUNCTUATION AND SPACING
Italic: never to be used
Superior letters and figures: never to be used
Large roman numerals: to be used only for monarchs' numbers
Small roman numerals: to be used for folio etc. numbers only to
distinguish a sequence of folios etc. so numbered
in the original from a separate sequence having
arabic numerals
Arabic numerals: to be used in all other situations whatever
numerals are used in the original
Large capitals: to be used for:
- the details of the place of custody
- the letters of the class code
- all letters used in lieu of numbers
Full stops: to be used only at the end of the citation or series of
citations
Colons: to be used only:
- after the details of the place of custody
- at the end of the citation if it is followed by a
comment in apposition
- within the class title if it so appears in the Current
Guide, pt 2
Semi-colons: to be used only to separate non-consecutive classes and
pieces
Commas: to be used only:
- between the call number and the internal reference
- to separate non-consecutive piece numbers within the
same class
- to separate non-consecutive page etc. numbers within
the same piece
Hyphens: to be used between the first and last items of a run
Square brackets: to be used only:
- to enclose any explanation of which of two conflicting
sequences of page etc. numbers has been chosen
- for the abbreviation when the place of custody is first
cited
Round brackets: to be used only in the extended reference
Oblique strokes: to be used only:
- between the various numbers within the document
reference
not be be used:
- between the letters and numbers of the class code
- between the document reference and the internal
reference
- within the internal reference
Spacing: a single space should appear:
- between the letters and numbers of the class code
- after all colons, semi-colons, and commas
- before all words not preceded by an oblique stroke,
including abbreviations and numbers and symbols used
in lieu of words, such as monarchs' numbers and
ampersands
- after all words not followed by an oblique stroke
- before and after all hyphens except for those used in
runs of numbers or within words, including numbers
followed by 'r', 'd' or 'v'
no space should appear:
- before and after oblique strokes
- before full stops, colons, semi-colons, and commas
- after an initial square bracket and before a final one
- before and after hyphens used in runs of numbers,
including numbers followed by 'r', 'd', or 'v'
- between a folio etc. number and 'r', 'd', or 'v'.
---------------------------------------------------------------------------
Public Record Office, Chancery Lane, London WC2A 1LR.
Public Record Office, Ruskin Avenue, Kew, Richmond, Surrey, TW9 4DU.
Tel: +44 (0) 181 876-3444
Opening hours: 9.30am - 5.00pm, Monday to Friday. Closed on public
holidays and for annual Stocktaking (normally the first two full weeks
in October).
Admission is by reader's ticket which will be issued on production of
proof of identity, such as a (UK) driving licence or passport.
---------------------------------------------------------------------------
This text, and that of other PRO leaflets, is also available from:
- World Wide Web URL: http://sable/ox/ac/uk/~malcolm/genealogy/pro
- Anonymous-FTP (site) sable.ox.ac.uk
(directory) /pub/users/malcolm/genealogy/pro
- if you have trouble accessing either of the above, please contact
(email) malcolm.austen@oucs.ox.ac.uk
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