Format for Citing Tobacco Documents

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Format for Citing Tobacco Documents

PURPOSE

Details the standard format for tobacco document citations.

Compiled by Fiona Byrne (School of Public Health, University of Sydney) and Kirsten Neilsen (Tobacco Control Digital Library)

Tobacco Control requires all submissions citing tobacco industry documents to use the permanent Legacy Tobacco Documents Library (LTDL) or British American Tobacco Documents Archive (BATDA) URLs when available. However, there will be circumstances where documents are not available in the LTDL or BATDA. In these cases, indicate the online source from which the document was procured. This may be a primary document Web site (e.g. Philip Morris) or a secondary document collection (e.g. Tobacco Documents Online). There will also be situations where materials are only available from the Depositories (e.g. oversize documents, video recordings). Sample formats illustrating these three scenarios are thus presented. The table below lists the requirements for document citations.

Citation: Required and Optional Elements



	Author

	Lastname Initials. If no Personal Author is indicated, use the Corporate Author (e.g. Tobacco Institute, New York Times). Where no author can be identified, that is, the person or corporate body chiefly responsible for producing the document cannot be determined, it is optional to either have the reference as a title main entry or use Unknown. Maximum of three authors. If there are more than three authors, list the first three followed by et al.

	Corporate Author (Company/Institution)


	Optional: the corporate body chiefly responsible for producing the document. It may be necessary to include this data, as well as the personal author, in circumstances where it differs from the Source.

	Title


	The title of the document. Use the subject line of a memorandum or letter. If a document lacks a title, create one and enclose the title in square brackets.

	Year


	The year of the document represented as a four-digit year.

	Date of Document


	Where documents indicate a specific date, the format is a numeric representation of day followed by a 3-letter month, e.g., 3 Apr

	Source


	The primary source; that is, the company/organization that made the document (material) available. In most circumstances this will be the name of the Tobacco Document Web site. For companies not required to produce a Web site, i.e., British American Tobacco and the Liggett Group, use the company name. Sources: - American Tobacco Company - British American Tobacco - Brown & Williamson - Council for Tobacco Research - Liggett Group - Lorillard - Philip Morris - R.J. Reynolds - Tobacco Institute

	Bates Number


	Not required when citing LTDL or BATDA URLs. A slash is the preferred separator: ##########/####

	Access Date


	Not required when citing the LTDL or BATDA URLs. For other sites use the format: (Accessed 7 Mar 2003)

	URL


	The URL for locating the document. The LTDL or BATDA URL is required unless unavailable. http://legacy.library.ucsf.edu/tid/######## http://bat.library.ucsf.edu/tid/######## There will be circumstances where documents are not available in the LTDL or BATDA. In these cases, indicate the online source from which the document was found. This may be a primary document Web site (eg Philip Morris) or a secondary document collection (eg Tobacco Documents Online). The base URL is acceptable, such as http://www.pmdocs.com or http://tobaccodocuments.org, however, the full URL path name to the document is preferable. There will be rare circumstances where electronic versions of documents are not available because they are held only in hard copy (eg oversize documents) or in other formats (eg video recordings) in either the Minnesota or Guildford Depositories. In these cases use: Available from Minnesota Depository Available from Guildford Depository

Sample Formats



	Format 1: LTDL and BATDA documents

	LTDL Author. Title. Date of Document Year. Source. http://legacy.library.ucsf.edu/tid/########. Philip Morris (Australia) Limited. [Letter to W. Refshauge, Chairman, National Health and Medical Research Council]. 19 Oct 1967. Philip Morris. http://legacy.library.ucsf.edu/tid/qeq25e00. BATDA Author. Title. Date of Document Year. Source. http://bat.library.ucsf.edu/tid/########. Heard A. [Note from AL Heard to S Boyse regarding Tobacco Strategy Review Team meeting]. 23 Oct 1990. British American Tobacco. http://bat.library.ucsf.edu/tid/pof40a99. In circumstances where it is necessary to include the corporate author (company/institution): LTDL Author. Corporate Author. Title. Date of Document Year. Source. http://legacy.library.ucsf.edu/tid/########. Christie D. Liggett & Meyers. Proposed sponsorship of the film 'Eight men out'. 21 Sep 1987. Philip Morris. http://legacy.library.ucsf.edu/tid/esd85e00. BATDA Author. Corporate Author. Title. Date of Document Year. Source. http://bat.library.ucsf.edu/tid/########. Proctor C. Covington & Burling. Meeting of Latin American representatives of PMI and BAT: [forms attachment to a fax message]. 21 Oct 1991. British American Tobacco. http://bat.library.ucsf.edu/tid/bcb00a99.



	Format 2: Citing documents not available electronically at LTDL or BATDA

	Author. Title. Date of Document Year. Source. Bates No. ##########/####. http://#################### (Accessed dd mm yyyy). Example: Boyse S. Far East ETS Programme. 26 Jul 1991. British American Tobacco. Bates No. 300541785/1789. http://tobaccodocuments.org/guildford_misc/300541785-1789.html (Accessed 12 Oct 2002). NOTE: Again, there may be circumstances where it will be necessary to include the corporate author as it will be different from the Source. The format is: Author. Corporate Author. Title. Date of Document Year. Source. Bates No. ##########/####. http://################## (Accessed dd mm yyyy). Example: Schreuder A, Petrescu R. Schreuder & Petrescu Partners. Strengths and weaknesses of Marlboro and its advertising. 21 Jul 1992. British American Tobacco. Bates No. 303511304/1353. http://tobacco.health.usyd.edu.au/tds/BAT303511304_1353 (Accessed 27 Aug 2003).



	Format 3: Non-LTDL documents not available online

	Author. Title. Date of Document Year. Source. Bates No. ##########/####. Available from Minnesota Depository (Accessed dd mm yyyy). Author. Title. Date of Document Year. Source. Bates No. ##########/####. Available from Guildford Depository (Accessed dd mm yyyy). NOTE: Again, there may be circumstances where it will be necessary to include the corporate author as it will be different from the Source. The format is: Author. Corporate Author. Title. Date of Document Year. Source. Bates No. ##########/####. Available from Minnesota Depository (Accessed dd mm yyyy). Author. Corporate Author. Title. Date of Document Year. Source. Bates No. ##########/####. Available from Guildford Depository (Accessed dd mm yyyy).

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