
                    **********************************
                           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 &amp; 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'.


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