Citing records in The National Archives

Find out how to cite records and catalogues held by The National Archives.

Contents

1. Why use this guide?
2. Overview
3. Citing the institution
4. Citing the catalogue reference – single references
5. Citing the catalogue reference – multiple references
6. Citing specific content within a record
7. Citing a series title
8. Examples of full citation
9. Citing web pages from our online catalogue
10. Citing web pages from the UK Government Web Archive (UKGWA)
11. Citing records held by other archives
12. Copyright

1. Why use this guide?

This is a guide to citing The National Archives’ collections. We strongly recommend that you include the references from our catalogue in your research notes. Take particular care to cite sources correctly if you are writing for publication.

Precise and consistent citation helps to demonstrate that your research is based on documentary evidence. It is also crucial to allow other researchers to identify the source, verify information or take any initial research forward.

2. Overview

A brief citation usually contains the following information:

  • name of the institution responsible for the custody of the records or catalogues – in this case, The National Archives
  • full catalogue reference (sometimes referred to as a document reference) – this is the alphanumeric code used to identify, describe and order the record
  • internal identifier – this might include details of the folio, page, docket, membrane or other number within the piece (the container box, volume, folio, bundle, roll and so on). File references provided by the government departments that created the records can be a key internal identifier for certain records. When available, the former file reference appears in The National Archives online catalogue under the label ‘Former references: in its original department’

In some cases you may need to include the extended reference, that is the full series title, which may provide useful context information.

Specific guidance on each of these points appears below, followed by advice on the citation of online catalogue page and a short note on copyright requirements.

Please note: Discovery, The National Archives’ catalogue, has details of collections held by more than 2,500 archives across the UK. See section 11 for help on citing records not held by The National Archives.

3. Citing the institution

The National Archives

The National Archives may be described or cited as:

  • The National Archives (TNA)
  • The National Archives of the UK (TNA)

We recommend using a capital T on ‘The’ when writing our name, whether or not it comes at the beginning of a sentence.

The Public Record Office and the Historical Manuscripts Commission

The National Archives was formed in 2003 when the Public Record Office (PRO) and Historical Manuscripts Commission (HMC) merged.

Since 2013 we have advised researchers that is no longer necessary to insert the names Public Record Office (PRO) or Historical Manuscripts Commission (HMC) within the citation. In older publications you will find variations in how our name is cited.

4. Citing the catalogue reference – single references

Set out the reference exactly as it appears in Discovery, The National Archives’ online catalogue. Use the same spacing and punctuation found in the catalogue. For example:

  • ADM 22
  • ASSI 34/57A
  • CO 700/MaltaandIonianIslands10a
  • HO 42/15/1
  • IR 130/9/260part2
  • LAB 2/10/L169/1901
  • MINT 33/FD/Z
  • WO 399/9351

The various parts of the reference reflect the structure of The National Archives’ catalogue. You will usually want to cite the lowest available level in the catalogue hierarchy.

4.1 Department code

This should be set out exactly as it appears in The National Archives’ online catalogue, Discovery. The department code consists of one or more capital letters with no punctuation. They represent the government department, agency or body that created the records. They can also identify the name of a holding, high level collection or fonds. For example:

  • C (Chancery)
  • WO (War Office)
  • ADM (Admiralty)
  • MPB (Maps and plans extracted to flat storage from records of the Exchequer)
  • GUK (Records of GOV.UK)

4.2 Series number

A series is a set or sequence of records with a common origin and function or subject matter. Most series are indicated with a number. Put a space between the department code and the series number.

  • ADM 22
  • C 142
  • MINT 33
  • WO 32

A few series codes contain two numbers separated by a forward slash.

  • CP 25/2
  • PRO 30/36

4.3 Piece number

A piece is typically an individual record, such as a file, volume, roll, box or digital object. Most pieces are indicated with numbers or sometimes with letters and numbers. Put a forward slash between the series number and the piece number.

  • ADM 22/405
  • C 142/18
  • WO 32/7114B

Some piece references are longer. These may include additional numbers, forward slashes, regnal years, law terms or place names.

  • AIR 1/6A/4/53
  • CO 700/MaltaandIonianIslands10a
  • CP 25/2/1321/2GeoIIIMich
  • E 134/25Eliz/Trin1
  • MINT 33/FD/Z

4.4 Item number

An item is a part of a piece. For example, it may be a letter, a report, a small bundle or an entry in a register. Most items are indicated with numbers, or sometimes with letters and numbers. Put a forward slash between the piece number and the item number.

  • C 142/18/10
  • HO 42/15/7
  • ZSPC 11/326/22A

Some item references are longer. These may include additional numbers, letters and forward slashes.

  • AIR 2/33/Southern8/8657
  • LAB 2/10/L169/1901
  • MUN 5/19/221/1

5. Citing the catalogue reference – multiple references

5.1 Multiple series

To cite a run of consecutive series, state the full reference of the first and last series references, separated by a hyphen:

  • CO 260 – CO 265

To cite two or more non-consecutive series, state each reference in full, separated by semi-colons:

  • ASSI 35; ASSI 45; ASSI 54

5.2 Multiple pieces

There are two ways to cite a run of consecutive pieces:

  1. When the first and last piece numbers differ only in the element following the final forward slash, there is no need to repeat all of the elements. State the reference of the first piece full, followed by a hyphen and the final element of the last piece number:
  • MH 17/107-11
  • E 134/25Eliz/Trin1-4
  1. When the variation occurs in any element before the final forward slash, state the full reference for both the first and last pieces, separated by a hyphen:
  • ASSI 35/55/1 – ASSI 35/58/2

To cite two or more non-consecutive pieces in the same series, follow the same principles:

  1. When the piece or item numbers differ only in the element following the final forward slash, state the reference of the first piece in full. Add the final element of the remaining references, separated by commas:
  • ASSI 35/55/1, 3, 6
  1. When the variation occurs before the final forward slash, state the full reference of each piece in full, separated by semi-colons:
  • ASSI 35/55/1; ASSI 35/56/2

5.3 Multiple items

To cite multiple, specific items, follow the same principles as for citing multiple pieces, including punctuation:

  • ADM 1/1618/26-27
  • AIR 2/33/Southern8/8657; AIR 2/33/Western8/2228
  • WO 208/3336/24-25, 31

If your citation covers a whole piece, state the piece reference rather than the consecutive run of items. If your citation covers only some items, specify the range or the individual items.

  • INF 9/751 (not INF 9/751/1-31)
  • INF 9/751/5-6
  • INF 9/751/11, 13, 15

6. Citing specific content within a record

6.1 Internal numbering within the record

Many records have internal numeration (numbering sequences) such as page numbers. These vary with the type and physical format of the record. It is often helpful to include them in citations.

Put a comma between the reference as shown in the catalogue and the internal identifier.

  • CO 5/690, p 143
  • CO 5/690, pp 143-149 (for consecutive pages)
  • CO 5/690, pp 103, 108, 113 (for non-consecutive pages)
  • CO 5/690, pp 103-149 passim (where many but not all pages in this range are relevant)

We recommend using these abbreviations (without italics or full stops) for different kinds of numeration:

  • p or pp for page or pages (used when the front and back of the sheet are numbered individually)
  • f or ff for folio or folios (used when the same number applies to the front and back of the sheet)
  • no or nos for number or numbers
  • m or mm for membrane or membranes (used only for Chancery-style rolls – those sewn head to foot – and for parchment membranes of files)
  • rot or rots for rotulus or rotuli (used only for Exchequer-style rolls – those sewn together at the head)
  • col or cols for column or columns

Use the following abbreviations to specify the front or the back of the sheet where appropriate:

  • r for recto (the front of a folio or rotulus)
  • v for verso (the back of a folio or rotulus)
  • d for dorse (the back of a membrane). If no ‘d’ is given after a membrane number, it is implied that the number refers to the face.

Write numbers in Arabic numerals. Use small Roman numerals if necessary for disambiguation. For example, the same record may include both a numbering sequence in Roman numerals and a numbering sequence in Arabic numerals. Sometimes, sheets or sections may be ‘numbered’ with letters instead of numbers.

After letters or small Roman numerals, write the word recto, verso or dorse in full instead of the abbreviations, to prevent ambiguity. Repeat the number when citing content that begins on one side and continues onto the other.

  • C 66/76, m 21d
  • SP 52/40, f 21r
  • JUST 1/509, rot 4r-4v
  • JUST 1/509, rots 1r, 2v, 4r (for non-consecutive rotuli)
  • E 363/3, rot F verso
  • SP 52/64, f xvi recto-xvi verso

For the 1911 census, cite the schedule number (abbreviated Sch). For the 1921 census, cite the Electoral District (abbreviated ED) and the schedule number.

  • RG 14/26288, Sch 227
  • RG 15/12199, ED 7, Sch 43

For other kinds of numeration, such as paper numbers, write the relevant word in full:

  • FO 371/96853, file 1015, paper 32
  • FO 383/15, docket no 170625
  • T 1/4396, paper 6312/33

If there are conflicting sequences of numbers and it is not obvious which numeration should be chosen, consult a member of staff at The National Archives. Briefly indicate the numeration chosen in a list of abbreviations or within square brackets immediately after the number when the document is first cited.

  • JUST 1/699, rot 1 [orig nos] schedule 1r

6.2 Other methods of citing specific content within a record

Many records have no internal numeration. In these cases, use the briefest description that allows ready identification of the relevant portion of the record. For instance, this may be the date of a letter and the names of correspondents. We recommend writing dates in the order day, month, year.

  • PRO 1/3, 25 June 1840, Workmen to Palgrave

7. Citing a series title

If you cite a series reference in a formal publication, such as a book or an article in an academic journal, you should also include the series title. Copy the title exactly as it appears in the ‘Title’ element of the catalogue entry.

  • C 139 Chancery: Inquisitions Post Mortem, Series I, Henry VI
  • PREM 9 Prime Minister’s Office: Reports on the Efficiency of the Civil Service by Sir Derek Rayner

You can include the series title in a list of abbreviations, in the bibliography or in the first citation for that series. Any one of those methods is sufficient.

You do not need to include a title or description when citing a specific piece or item.

8. Examples of full citation

For the first citation:

  • The National Archives of the UK (TNA): C 139 Chancery: Inquisitions Post Mortem, Series 1, Henry VI
  • The National Archives of the UK (TNA): JUST 1/40
  • The National Archives of the UK (TNA): ADM 1/2233/19
  • The National Archives of the UK (TNA): CO 5/690, pp 143-149

For a subsequent citation:

  • TNA: C 139
  • TNA: JUST 1/40
  • TNA: ADM 1/2233/19
  • TNA: CO 5/690, pp 143-149

9. Citing web pages from our online catalogue

To cite a catalogue entry as a source in its own right, we recommend including the following elements:

  1. The name of the website: The National Archives’ website
  2. The name of the part of the website: Discovery
  3. The catalogue reference. For example, WARD
  4. The title as shown in the Title field of the catalogue entry. For example, Records of the Court of Wards and Liveries. If there is no title, state the first phrase or sentence from the Description field instead. If the catalogue entry is very long, it may be helpful to include an internal identifier mentioned in the relevant portion of the description, such as a folio number
  5. The covering dates from the catalogue entry. For example, c 1100-1891
  6. The name of the catalogue field that contains the information that you want to cite. For example, Administrative/biographical background, Custodial history or Description
  7. The web address (URI or URL) for the catalogue entry. For example, available at https://discovery.nationalarchives.gov.uk/details/r/C258
  8. The date (day, month and year) when you viewed the catalogue entry on The National Archives’ website. For example, accessed 19 December 2022

Examples of citing catalogue entries

The National Archives’ Website: Discovery: WARD Records of the Court of Wards and Liveries, c 1100-1891, Administrative/biographical background available at https://discovery.nationalarchives.gov.uk/details/r/C258 (accessed 19 December 2022)

The National Archives’ Website: Discovery: Division within DEFE Communications and Intelligence Records, 1912-1991, Administrative/biographical background available at https://discovery.nationalarchives.gov.uk/details/r/C1015 (accessed 10 September 2022)

The National Archives’ Website: Discovery: STAC 8 Court of Star Chamber: Proceedings, James I, c 1603-c 1625, Description available at https://discovery.nationalarchives.gov.uk/details/r/C13677 (accessed 4 September 2022)

The National Archives’ Website: Discovery: PROB 11/4/1 Will of Thomas Aleyn, Leather seller of London, 9 August 1454, Description available at https://discovery.nationalarchives.gov.uk/details/r/D968775 (accessed 1 July 2022)

The National Archives’ Website: Discovery: ADM 101/101/1 Medical journal of HMS Formidable, ff 49-52, 1844, Description available at https://discovery.nationalarchives.gov.uk/details/r/C4107136 (accessed 24 July 2022)

10. Citing web pages from the UK Government Web Archive (UKGWA)

To cite web pages preserved within the UK Government Web Archive (UKGWA), we recommend including the following elements:

  1. The name of the publication/document and/or its author, if this is appropriate. (This will normally be appropriate if you are referring to a publication, speech or other particular text within the UKWGA, rather than just an archived web page, for instance: ‘Pigs Are Still Worth It – Open letter for the Trade Press from NPA (National Pig Association)’
  2. The name of the website, for instance: British Pig Executive Website
  3. The name of the part of the website, clearly identified using plain English and separated from the previous element by a colon, for instance: Document Store
  4. The date that the document or web page was originally published
  5. The date (day, month and year) when that page of the website was archived by the UKGWA, as shown in the red banner at the top of UKGWA web pages. You can also identify this date from the first eight digits of the timestamp within the web address (URI or URL), which identifies exactly when the web page was archived. For instance, ‘20140304221820’ indicates the date of 2014-03-04 or 4 March 2014.
  6. The words ‘Retrieved from the UK Government Web Archive’, followed by the full web address (URI or URL), including the //webarchive extension and the timestamp: https://webarchive.nationalarchives.gov.uk/ukgwa/20140304221820/https:/smartstore.bpex.org.uk/index.asp?300844
  7. The date (day, month and year) when you viewed the archived web page. For instance: (accessed 4 September 2022)

Examples of UKGWA citation

‘Pigs Are Still Worth It – Open letter for the Trade Press from NPA (National Pig Association)’, British Pig Executive Website: Document Store, published 1 October 2010, version archived on 4 March 2014. Retrieved from the UK Government Web Archive: https://webarchive.nationalarchives.gov.uk/ukgwa/20140304221820/https:/smartstore.bpex.org.uk/index.asp?300844 (accessed 4 September 2022)

‘Speech by Rt. Hon Gordon Brown MP, Chancellor of the Exchequer – Launch of The New Deal, Tayside Pathfinder – 5th January 1998’, HM Treasury Website: Statements and Speeches: Chancellor’s Speeches, published 5 January 1998, version archived on 29 January 1999. Retrieved from the UK Government Web Archive: https://webarchive.nationalarchives.gov.uk/ukgwa/19990129033655/https://www.hm-treasury.gov.uk:80/pub/html/press98/p2_98.html (accessed 11 January 2023)

Bank of England, ‘News Release: Y2K: Longer-term repos by the Bank of England’, Bank of England Website: Publications: News: 1999, published 20 September 1999, version archived 12 November 2008. Retrieved from the UK Government Web Archive: https://webarchive.nationalarchives.gov.uk/ukgwa/20081112153216/https:/www.bankofengland.co.uk/publications/news/1999/076.htm (accessed 24 January 2023)

11. Citing records held by other archives

Discovery, The National Archives’ catalogue includes information about collections held by over 2500 archives across the UK. For example, it includes content from the National Register of Archives and the Manorial Document Register.

11.1 Records held by other archives:

To cite records held by other archives, follow any guidance available from the organisation that looks after those records.

If the organisation that looks after the records does not provide guidance on citing its collections, we recommend citing the name of the organisation and the reference in its catalogue (if available).

  • Labour History Archive and Study Centre (People’s History Museum): WWW

To cite our online catalogue entries in Discovery for those records, follow the advice on citing web pages from our online catalogue in section 9 of this guide. We recommend including the name of the organisation that holds the records if that is not clear from the context.

11.2 The National Register of Archives (NRA)

Cite a hard-copy numbered list or entry from the National Register of Archives like this:

  • The National Archives (TNA): NRA 13002 Lister

After the first mention of The National Archives, this shorter form is sufficient:

  • TNA: NRA13002 Lister

To cite our online catalogue entries in Discovery for those records, follow the advice in section 11.1 of this guide.

11.3 Lists and catalogue entries from the Manorial Documents Register (MDR)

Cite an online entry from the Manorial Documents Register like this:

12. Copyright

Most records held by The National Archives 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. More information is available on our Copyright web pages.