Writing Effective Primary Source Citations

1. Archival Research Basics with the National Archives Lesson # 6 Writing EffectivePrimary Source Citations The National Archives and Records Administration Pacific Alaska Region Seattle, Washington & Anchorage, Alaska 9/1/2009

2. Why do we need to write citations? The main reason for writing a citation is so that if anyone wants to use the record that you are using, they can find it.

3. So … we need to give them ENOUGH INFORMATION to do that.

4. Here are some simple steps for gathering essential informationthat will help youcreate an effective citation for an original document.

5. First … Let’s look at the PHYSICAL LOCATION of the document.

6. 1) What city, state, country were you in when you were holding the original record in your hands? Examples: • Washington, DC • Anchorage, Alaska • Seattle, Washington • Bend, Oregon • Richmond, Virginia

7. 2) What facility were you sitting in when you were looking at the original document? Examples: • The National Archives & Records Administration • Anchorage Public Library • Seattle Public Library • Alaska State Archives • Washington State Archives • George Mason University Library • Library of Virginia

8. 3) Were you in a special section of that facility? Maybe you were in a • Special Collections room, • A cartographic (Maps) section, • A still pictures section, • A moving pictures section.

9. Next …Let’s look at what agency or person was responsible for putting that group of records together in the first place.

10. Most of the information you need for the rest of your citation is on the end of the archives box and on the file folders inside the box.

11. This particular box is held atThe National Archives at Anchorage, Alaska. It isn’t kept in any special viewing room or “special collection,” but it is locked away in the general archival “stacks”.

12. The “stacks” look like this. You are not allowed to go into the stacks and browse … staff only! If you asked to see a group of boxes, the archivist would bring them out to a viewing room for you to look through.

13. Now, let’s look at the end of the archives box.

14. Who gathered or created the box of records you are looking at? Some examples might be: • A federal agency, • A state agency, • A person collecting a group of records.

15. The label tells us! One of the divisions of the Department of Agriculture is the U.S. Forest Service

16. A “record group” number usually has an RG in front of it. Record groups are created by the Archives in order to identify record sources easily. The Forest Service is so large that it has it’s own “Record Group” number … if you use this number, you can more easily find available records held in a National Archives facility.

17. Record Group numbers are associated with all federal agencies or their sub-agencies Examples • Bureau of Indian Affairs = RG 75 • United States District Courts = RG 21 • Bureau of Land Management = RG 49 • National Park Service = RG 79 • Bureau of Immigration and Naturalization = RG 85 • Records of the Continental and Confederation Congresses and the Constitutional Convention = RG 360

18. A sub-set of the Forest Service is Region 10, which happens to be an Alaska region.

19. One of the divisions of Region 10 is the Juneau office.

20. The label also says that this box of records is from a group (series) of records called “Correspondence Relating to the Creation of National Forests in Alaska”

21. The date range is part of the series description and is very important. There might be another set of boxes with the same series name but adifferentrange of dates. That other set would be considered adifferent series. This sounds a little confusing, but is just so that archivists can figure out where to go get the document if you need it. It is mostly related to keeping track of different groups of records as they arrive at the archives.

22. In other words … The National Archives and Records Administration, Anchorage, AK, holds records of federal agencies. A federal agency created some records … in this case, the US Forest Service (Record Group 95), which is part of the Department of Agriculture. The US Forest Service has several regional offices. Region 10 covers part of the state of Alaska. Region 10 has an office in Juneau, Alaska. The Juneau, Alaska office originally had a file cabinet or some other way to separate their records into a group called a series. This series of files was called “Correspondence Relating to the Creation of National Forests in Alaska.” The date range for this particular series of records, sent by the Juneau office to the National Archives is 1903-1911.

23. What do you suppose is in this series?

24. Truth is, we don’t exactly know. It probably contains letters, maybe memos, or even reports. It CERTAINLY contains items sent in the mail to somebody else (“correspondence”). Maybe it was to another agency, maybe it was to a person, perhaps even the person you are studying. Correspondence files can be difficult to search, but sometimes very, very exciting and important discoveries are made in these records.

25. So let’s look inside the box we have been looking at to see what’s there …

26. Here is one folder inside the box … what does it say?

27. Something about boundaries and Tongass National Forest There are some dates also. 1903-1907. LP Boundaries? Do we know what LP means? Maybe it is a file code. There has to be something about boundaries in this file, at least.

28. WAIT! If this is the folder that has the item in it that you want to cite then …. The archivist or researcher will have to know the TITLE of the folderin order to find it. Guess we had better write this down!

29. Let’s look at the finding aid to see what folders are in the box Correspondence Relating to the Creation of National Forests in Alaska, 1903 - 1911 ARC: 1145486,  MLR: 1383 1 Box  12/06/13(4)  Box #  Folder TitleBox 1 D Inspection, Reports prior to 1090 LP Boundaries, Chugach, Report on Proposed Copper River National Monument, 1908 D Inspection, Report “The Proposed Forest Reserve on the Kenai Peninsula,” W.A. Langille, 1904 LP Boundaries, Inspection Report of the Alexander Archipelago Forest, by Olmsted, 1906 LP Boundaries, Chugach National Forest, 1903 – 1911 LP Boundaries, Tongass National Forest, 1903 – 1907 LP Boundaries, Kasaan - Grindall Elimination, 1907 LP Boundaries, Tongass, Alexander Archipelago Report, W.A. Langille, 1904  It does look like LP is a filing code of some kind.

30. Now that we have that cleared up, we can look at each item in the folder.YOU get to decide the name of the item. Like “Letter from the District Forester to Congress”, July 1904” [I made that up, there is no item in the file that could be remotely titled this way.]

31. Now we have everything we need for a helpful citation. There is only ONE problem. We looked at everything from the largest (geographic location) to the smallest (item in the file). A written citation will be EXACTLY BACKWARDS. We will write it from the smallest (item in the file) to the largest (geographic location).

32. Because it takes less time to write everything down that way. So why did I do it backwards?

33. Remember that a useful and helpful citation will get your reader back to the original document, so the reader can go to the archives and hold your document in his or her hand if they want to.That’s all you really have to remember.

34. NARA Original Record Complete CitationJust fill in the underlined items and be sure that everything in blue remains. Item, File Unit, Series, Creating Agency, Sub-agency, (Record Groupnumber);National Archives and Records Administration,Location of facility For a more detailed explanation, please see http://www.archives.gov/research/alic/reference/citations.html

35. Citing ARC entriesThe Archival Research Catalog The most important elements of an ARC citation for you to keep a record of are: • The ARC number • A notation that the item came from www.archives.gov/arc/ . In your final citation, you will need more information, but all of the citation information is included in the ARC entry online and you can look it up later if you don’t have time now.

36. NARA Archival Research Catalog (ARC) Complete CitationJust fill in the underlined items and be sure that everything in blue remains. Item, [File unit], Creating Agency, Record Groupnumber, National Archives and Records Administration,Location of facility, [online version available through the Archival Research Catalog (ARC identifiernumber) at www.archives.gov ;today’s date]. For a more detailed explanation, please see http://www.archives.gov/research/alic/reference/citations.html

37. Microfilm The most important elements for you to record from a microfilmed record are the • Item, • Microfilm Publication Number, • the roll number the item was found on (if there was more than one roll), • the Description of the Microfilm Publication, • And be sure to include and a notation that it is from The National Archives and Records Administration. This will get your reader back to the roll of microfilm. Citing the frame number is sometimes impossible, but if you have one, use it. It keeps your reader from having to look through a whole roll of film.

38. NARA Microform Record Complete CitationJust fill in the underlined items and be sure that everything in blue remains. Item,File Unit,(National Archives Microfilm Publicationnumber, Roll number); Series, Creating Agency,Sub-Agency, (Record Groupnumber ), National Archives and Records Administration,Location of facility For a more detailed explanation, please see http://www.archives.gov/research/alic/reference/citations.html

39. Formatting your citation If you are writing a formal paper, book, thesis, or dissertation, you might need to put your citation in a particular format, like MLS or Chicago Manual of Style. In that case, we have help for you online. First, go to http://www.archives.gov/research/alic/reference/citations.html and then choose the proper online publication.

41. NARA General Information Leaflet Number 17 This wonderful resource is available online and paper copies are available for a limited time. It is definitely worth having a paper copy. They are free of charge as long as supplies last. The online version is located athttp://www.archives.gov/publications/general-info-leaflets/17.html The paper version may be obtained from The National Archives and Records AdministrationArchives I Research Support Branch (NWCC1)700 Pennsylvania Avenue, NWWashington, DC 20408-0001 Telephone: (toll-free) 866-325-7208 or 202-357-5332

43. Assignment • Write a citation for the documents and box images that accompany this lesson. • If you have questions, feel free to contact Carol Buswell at carol.buswell@nara.gov. • Save this citation to include with a later assignment.

44. Have questions? ASK US!We answer the phone and reply to e-mail! The National Archives at Anchorage 654 West Third Avenue Anchorage, AK 99501-2145 907-261-7800 alaska.archives@nara.gov The National Archives at Seattle 6125 Sand Point Way, NE Seattle, WA 98115-7999 206-336-5115 seattle.archives@nara.gov Please, one question at a time ….. We are only human!