How to format your references using the Archives and Records citation style

This is a short guide how to format citations and the bibliography in a manuscript for Archives and Records. For a complete guide how to prepare your manuscript refer to the journal's instructions to authors.

Using reference management software

Typically you don't format your citations and bibliography by hand. The easiest way is to use a reference manager:

PaperpileThe citation style is built in and you can choose it in Settings > Citation Style or Paperpile > Citation Style in Google Docs.
EndNoteDownload the output style file
Mendeley, Zotero, Papers, and othersThe style is either built in or you can download a CSL file that is supported by most references management programs.
BibTeXBibTeX syles are usually part of a LaTeX template. Check the instructions to authors if the publisher offers a LaTeX template for this journal.

Journal articles

Those examples are references to articles in scholarly journals and how they are supposed to appear in your bibliography.

Not all journals organize their published articles in volumes and issues, so these fields are optional. Some electronic journals do not provide a page range, but instead list an article identifier. In a case like this it's safe to use the article identifier instead of the page range.

A journal article with 1 author
Watts, Duncan J. “A Twenty-First Century Science.” Nature 445, no. 7127 (February 1, 2007): 489.
A journal article with 2 authors
Johansson, L. C., and U. M. Norberg. “Asymmetric Toes Aid Underwater Swimming.” Nature 407, no. 6804 (October 5, 2000): 582–83.
A journal article with 3 authors
Peng, Y., R. Maiolino, and R. Cochrane. “Strangulation as the Primary Mechanism for Shutting down Star Formation in Galaxies.” Nature 521, no. 7551 (May 14, 2015): 192–95.
A journal article with 11 or more authors
Diehl, Michael R., Kechun Zhang, Heun Jin Lee, and David A. Tirrell. “Engineering Cooperativity in Biomotor-Protein Assemblies.” Science (New York, N.Y.) 311, no. 5766 (March 10, 2006): 1468–71.

Books and book chapters

Here are examples of references for authored and edited books as well as book chapters.

An authored book
Center for Chemical Process Safety. Guidelines for Safe Storage and Handling of Reactive Materials. Hoboken, NJ: John Wiley & Sons, Inc., 1995.
An edited book
Rout, Terry, Rory V. O’Connor, and Alec Dorling, eds. Software Process Improvement and Capability Determination: 15th International Conference, SPICE 2015, Gothenburg, Sweden, June 16-17, 2015. Proceedings. Vol. 526. Communications in Computer and Information Science. Cham: Springer International Publishing, 2015.
A chapter in an edited book
Kearns, Malcolm D., and Vin Tangpricha. “Vitamin D Deficiency Following Bariatric Surgery.” In Vitamin D: A Clinical Casebook, edited by Vin Tangpricha, 33–40. Cham: Springer International Publishing, 2016.

Web sites

Sometimes references to web sites should appear directly in the text rather than in the bibliography. Refer to the Instructions to authors for Archives and Records.

Blog post
Fang, Janet. “How Blind People Orient Themselves Using Bat-Like Echolocation.” IFLScience. IFLScience, November 13, 2014.


This example shows the general structure used for government reports, technical reports, and scientific reports. If you can't locate the report number then it might be better to cite the report as a book. For reports it is usually not individual people that are credited as authors, but a governmental department or agency like "U. S. Food and Drug Administration" or "National Cancer Institute".

Government report
Government Accountability Office. “Research and Development: Funding of Jet Aircraft Engines for Fiscal Years 1984-1988.” Washington, DC: U.S. Government Printing Office, March 1, 1989.

Theses and dissertations

Theses including Ph.D. dissertations, Master's theses or Bachelor theses follow the basic format outlined below.

Doctoral dissertation
Nevin, Miles J. “Addressing the Learning Outcomes and Assessment Methods Associated with Participation in Student Government Associations: A Qualitative Study of California Community Colleges.” Doctoral dissertation, California State University, Long Beach, 2017.

News paper articles

Unlike scholarly journals, news papers do not usually have a volume and issue number. Instead, the full date and page number is required for a correct reference.

New York Times article
Vecsey, George. “N.H.L. Is Playing on Its Home Ice.” New York Times, June 3, 2011.

In-text citations

References should be cited in the text

About the journal

Full journal titleArchives and Records
AbbreviationArch. Rec.
ISSN (print)2325-7962
ISSN (online)2325-7989

Other styles