CITATIONS GUIDE | Special Collections | University of Arkansas

CITATIONS GUIDE

Special Collections

Univers ity of Arkansas Libraries

365 North Ozark Avenue

Fayetteville, Arkansas 72701-4002

Information provided here is intended to alert researchers to

requirements for which they are responsible: it is not offered

as legal advice. For full information about copyright provi-

sions, consult a copy of the law, reference books that outline

its provisions, an attorney, or your publisher. Several style

manuals for writers provide helpful suggestions; for example,

The Chicago Manual of Style provides a sample letter for

requesting permission to reprint material in a scholarly book.

January 1, 1978) protects the rights of creators of unpublished,

as well as published, original works. Literary property rights

under common law previously protected unpublished works.

Works do not have to be registered with the Copyright Office

to be protected.

In general, the 1978 law provided that copyright protection

began on the date a work is created and continues for the life

of the author, plus fifty years. In October 1998, the United

States Congress extended the duration of copyright protec-

tion from fifty to seventy years after the death of an au-

thor. Duration of copyright for a specific item depends upon

several factors, such as date of creation and or publication,

registration of an unpublished work, status as a work-for-hire

or as an institutional record, etc. Unpublished and u-

ncopyrighted works created before January 1, 1978, are now

protected until at least December 31, 2002.

Researchers should observe carefully all copyright pro-

tections for both published and unpublished works. Persons

wishing to obtain permission to publish from such materials

should contact the copyright holder. If the names of copyright

holders are available in the department, we will provide them

upon request. When copyright holders are not known, re-

searchers should contact the creators, their heirs, or, if applica-

ble, the original publisher.

The fair use provision of the copyright law allows limited

uses of copyrighted materials under certain circumstances—

for example, when a scholar reinforces a point by quoting

briefly from the work of another scholar. The law does not

fully define criteria for fair use, so caution is recommended.

CITATIONS

Faculty advisors, journal editors, and book publishers re-

quire the use of specific style manuals, but most style manuals

do not provide complete instructions for citation of manuscript

materials. For example, the Chicago Manual's general rules

for references to unpublished material indicate that "Librari-

ans and archivists are usually willing and able to explain to an

author what is required in citations to the documents in their

collections."

The goal of this guide is to

provide advice for adequate citation to manuscript materials

without regard to the general style manual required. Citations

should provide sufficient detail for locating items, primarily

for other researchers who wish to consult them, and also for

you should you need access to the materials again. Each

citation should include information that will identify the

specific item used. Arrange this information in the following

three categories:

ESCRIPTION OF ITEM

! form of communication (memorandum, diary, interview,

etc.; however, letter is not generally stated)

! names of sender and recipient for a letter, speaker and

audience for a speech or delivered paper, author and title

for a publication or report, names of interviewer and

individual interviewed, etc.

! date and other information needed for clarity (such as city

and state for a speech)

OCATION INFORMATION

! collection name

! series and subseries, when applicable

! box number

! file or folder number

DENTIFICATION OF REPOSITORY

! the department

! the institution, and the city in which it is located.

* * * * * * * * * * * * * * *

SAMPLE CITATIONS The following citations are ex-

panded from the footnote formats recommended in The Chi-

cago Manual of Style:

ETTER

L. Brezhnev to J. William Fulbright, July 7, 1973. J. William

Fulbright Papers, series 48, subseries 16, box 42, folder 3.

Special Collections, University of Arkansas Libraries,

Fayetteville.

IARY, MEMOIRS, ETC.

Mary Bacon Bond, commonplace book, May 4, 1836.

Martin Family Papers (MC 859), series 2, box 1, folder 8.

Special Collections, University of Arkansas Libraries,

Fayetteville.

(Sample citations continue on next page)

______________________________________________

The Chicago Manual of Style, 14th ed. (Chicago: University

of Chicago Press, 1993), 151.

Ibid., 593-594.

PEECH DRAFT

Orval Faubus address at the Annual Convention of the

National Federation of Business and Professional Women's

Clubs, Chicago, July 23, 1961. Fannie Hardy Papers (MC

945), series 2, subseries 2, box 7, folder 11. Special

Collections, University of Arkansas Libraries, Fayetteville.

EPORT

Institute of Distribution, "The Case For--The Case Against:

The Utterback-Robinson-Patman Bills," 34-36. Joseph Taylor

Robinson Papers, series 9, subseries 2, box 215, folder 4.

Special Collections, University of Arkansas Libraries,

Fayetteville.

ICROFILM EDITION

Minute book, Southland Monthly Meeting of Friends,

December 17, 1873. Southland College Papers (MC 577),

microfilm edition, series 7, box 12, folder 1 [or reel 6, frame

1]. Special Collections, Univers ity of Arkansas Libraries,

Fayetteville.

RAL HISTORY

Mrs. Alice West, interview by Mary Celestia Parler, De-

cember 11, 1954, "Fourth of July and Christmas Customs,"

transcript. Folklore Collection, box 3, folder 32. Special

Collections, University of Arkansas Libraries, Fayetteville.

USICAL COMPOSITION

Florence Price, Symphony in E Minor, orchestral score.

Florence Price Papers (MC 988), series 2, subseries 4, box 3,

folder 5. Special Collections, Univers ity of Arkansas

Libraries, Fayetteville.

ITERARY DRAFT

John Gould Fletcher, poem, "I Had Scarcely Fallen Asleep."

John Gould Fletcher Papers, series 1, subseries 1, box 3,

folder 24. Special Collections, Univers ity of Arkansas

Libraries, Fayetteville.

NPROCESSED COLLECTION

Orval E. Faubus to Harlan Hobbs, November 21, 1957.

Harlan Hobbs Papers. Unprocessed. Special Collections,

Univers ity of Arkansas Libraries, Fayetteville.

HOTOGRAPHS

Full identification of each photograph and credit to the

photographer (when known) should be provided in the cut line

with the photograph, a footnote, an endnote, or a list of

illustrations. As the following three examples show,

photographs and other illustrations may be located either in

the general picture collection or in a specific manuscript

collection.

Photograph of lumber mill at Forester, Arkansas. Picture

Collection, number 3783. Special Collections, University of

Arkansas Libraries, Fayetteville.

Photograph of Daisy Bates with John F. Kennedy at the

White House. Daisy Bates Papers (MC 582), series 4,

subseries 4, box 9, photograph number 57. Special

Collections, University of Arkansas Libraries, Fayetteville.

Photograph by J. Laurence Charlton of a migrant worker

family. J. Laurence Charlton Collection, group 3, number 12.

Special Collections, University of Arkansas Libraries,

Fayetteville.

UBLISHED MATERIALS

Citations to published books, journal articles, reports,

newspapers, maps, etc., used from this department's col-

lections need not cite this library unless the item would be

difficult for other researchers to find conveniently at other

libraries. Cite the repository if you refer to marginalia or other

features unique to a specific publication.

LECTRONIC PUBLICATION ON THE INTERNET

“The Fulbright Program, 1946-1996: An Online Exhibit.”

Special Collections, University of Arkansas Libraries,

Fayetteville. URL http://www.uark.edu/speccoll/

fulbrightexhibit/intro.html

NOTIFICATION

Researchers who cite materials from this department's

holdings in their publications should send a copy of the

publication and/or a complete bibliographic citation for the

publication to Special Collections.

FOR FURTHER INFORMATION

Fishman, Stephen. The Copyright Handbook: How to Protect

and Use Written Works. Berkeley, Cal.: Nolo Press, 1994.

(

REF KF 2995 .F53 1994)

Howell, John Bruce. Style Manuals of the English-Speaking

World: A Guide. Phoenix, Ariz.: Oryx Press, 1983. (

PN 147

.H68

)

Luey, Beth. Handbook for Academic Authors. New York:

Cambridge University Press, 1987. (

PN 146 .L84 1987)

Library of Congress. “United States Copyright Office Home

Page.” URL http://lcweb.loc.gov/copyright/

THIS INFORMATION PROVIDED BY:

Special Collections

Univers ity of Arkansas Libraries

365 North Ozark Avenue

Fayetteville, AR 72701-4002

(479) 575-5577

Hours of operation

Monday through Friday 8:00 a.m. - 5:00 p.m.

Saturday 9:00 a.m. - 1:00 p.m.

Hours may vary during holidays and between semesters.

AEC rev. 7/2002