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Special Collections and Archives

How to Cite Archival Sources

Knox College Archives and Special Collections

When citing archival materials, it's important to include enough detail so that others can locate the item you used. Most citations include:

  • Item description or title
  • Date (if known)
  • Box and folder number
  • Collection name
  • Repository name: Knox College Archives and Special Collections
  • Location: Galesburg, IL

Below are examples in Chicago, APA, and MLA styles.

Chicago Style (Notes and Bibliography)
Chicago style is commonly used in history and the humanities. It often uses footnotes or endnotes for archival material. A bibliography entry may also be required.

Footnote (first mention):

1. Letter from Jane Doe to John Smith, March 3, 1944, Box 2, Folder 5, Jane Doe Papers, Knox College Archives and Special Collections, Galesburg, IL.

Footnote (subsequent mention):

2. Doe to Smith, March 3, 1944

Bibliography:
Doe, Jane. Letter to John Smith. March 3, 1944. Box 2, Folder 5. Jane Doe Papers. Knox College Archives and Special Collections, Galesburg, IL.

APA Style (7th Edition)
APA style is frequently used in the social sciences. For unpublished archival documents, use the format below.

In-text citation:
(Doe, 1944)

Reference list:
Doe, J. (1944, March 3). Letter to John Smith. Jane Doe Papers (Box 2, Folder 5). Knox College Archives and Special Collections, Galesburg, IL.

Note: Use "n.d." if no date is available.

MLA Style (9th Edition)
MLA is commonly used in the humanities, especially literature and cultural studies. The citation includes a description, date, collection name, and repository information.

In-text citation:
(Doe)

Works Cited entry:
Doe, Jane. Letter to John Smith. 3 Mar. 1944. Jane Doe Papers, Box 2, Folder 5, Knox College Archives and Special Collections, Galesburg, IL.

Note: If there’s no official title, create a simple description (e.g., Photograph of Old Main) and italicize it.

Tips for All Styles

  • Box and folder numbers help pinpoint the item’s location.
  • If there’s no author, start with the item title or description.
  • If the item is undated, use “n.d.” (no date).

Double-check with your instructor or style guide for formatting rules (e.g., italics, punctuation).

Need Help?
Have questions about citing archival materials? We’re happy to help.
📧 Email: specialcollections@knox.edu