University Archives
Citations and Acknowledgements
When archival records are referenced and footnoted in publications, papers or in online content, the source should be given with sufficient details so that the sources can be traced.
Acknowledgement of photographic materials should read: Image(s) courtesy of University Archives, the University of Hong Kong.
If a shorter format is required by your publication then you may use Image: University Archives, HKU. Any other variations must be approved by the Archivist. Before publication can occur you must apply to the University archivist for permission for one-time use which will be granted via email. Citation of archival records for bibliography shall follow the format or style below:
1. Collection Title – (e.g. Sir Lindsay Ride Collection, Pre-war Closed Files etc.); or Publication Title;
2. File Name – (e.g. ‘Reports on Education in Hong Kong 1940’);
3. Record Item – identifiable numbers of annex, enclosures, names of senders, recipients, item topic, title, date range or page number should be quoted (e.g. Sir Lindsay Ride Collection, ‘Reports on Education in Hong Kong 1940’, enclosure 10 letter from Vice-Chancellor to Registrar dated 18th October 1940 p.2); and
4. Repository – location of the archival materials i.e. University Archives, the University of Hong Kong
If possible, all 4 of the above listed elements should be included in the bibliographical entry however, some collections may have only one or two of those elements as described so the key to a good footnote is to include the best information available to help others find the source of your research.
The citation note for footnotes in the body of the text may be much briefer if they are followed by a bibliographic note at the end of the chapter or book and the style can look like this: (Collection name or title, University Archives, HKU)