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At Deakin, the documentary-note system is used primarily in certain history and philosophy units offered by the Faculty of Arts and in particular units offered by the School of Architecture and Building.
This resource explains some of the more common applications of the documentary-note system. It is based on the Style manual for authors, editors and printers, 6th edn, 2002. Page numbers are provided so that you can check the information yourself or read further. There are accepted variations in any one referencing style, so you may notice minor differences (in capitalisation and punctuation) between the style described here and other listings you may see.
A word of warning – you should always check your unit guide and/or with your academic staff (unit chair, lecturer or tutor) to make sure that this is the correct system for your unit. Also, because people may interpret the documentary-note system differently, you should check exactly what’s required for your assignment.
You must reference all material you use from all sources and acknowledge your source each time you use an idea or finding from someone’s work. It is necessary to reference your sources each time you:
The documentary-note system consists of the following elements:
Part 1 of this resource deals with citing sources in the body of the paper.
Part 2 deals with setting out footnotes. It gives examples of a range of common types of sources that you are likely to use in your assignments.
Part 3 deals with how to present the related bibliography entries for some of the footnotes/endnotes presented in Part 2.
Superscript numbers with corresponding footnotes should be used whenever information or ideas from sources are discussed. Sources such as books, journals, reports, newspapers, interviews, radio, television and information from the Internet must be acknowledged in text and detailed in footnotes. Information from Deakin study guides and readers must also be referenced.
Superscript numbers are generally placed at the end of a sentence or clause rather than immediately after the words to which they refer. However, where possible, they should be placed immediately after direct quotes.
Writers can discuss ideas and findings from sources by using their own words in summaries and paraphrases. Summarising is condensing a text; paraphrasing is conveying all the information in a short stretch of text.
When summarising or paraphrasing material from a source, a superscript number should be used as follows:
Spiro Kostof notes that Ggantija, on the Maltese island of Gozo, is the earliest true building type discovered.1
or
Ggantija, on the Maltese island of Gozo, is the earliest true building type discovered.1
This is how a direct quote would appear:
Spiro Kostof notes, ‘Ggantija is a wholly manmade form, which is to say it is thought out and reproduceable. As such, it is the first true building type…’1
or
In terms of manmade buildings, ‘Ggantija is a wholly manmade form, which is to say it is thought out and reproduceable. As such, it is the first true building type…’ 1
If a quote is more than about 30 words long, omit the quotation marks, start the quote on a new line and indent the quote about 1 cm from the left-hand margin of the page. As for a short quote, a superscript number is used and a footnote is necessary to indicate the source of the quote.
At the bottom of the page you would have a short line separating the body of the text from the footnotes relating to the superscript numbers. (Many word processing programs have an automatic footnoting facility.)
The first time a source is cited, the footnote must provide full bibliographic
details. The footnotes for subsequent references to the same source do not
repeat all the details again but use a shortened form. See the section that
follows on repeat citations.
Examples of first citations of common footnote types are shown below. (Endnotes
have the same format as footnotes.) The examples are provided in a table
format here for explanatory purposes. In assignments footnotes should be
listed consecutively and not in a table format.
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line separating text from footnotes |
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book, 1 author
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book, 2 authors |
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book, 3 authors
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chapter in edited book |
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journal article |
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journal article, no author
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newspaper article, authored
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When a particular source is cited more than once in a paper, the full bibliographic details need not be provided each time in a footnote. It is becoming more common now to use the author’s family name and the page number, if appropriate, rather than the Latin abbreviations ibid., op. cit. and loc. cit. for repeat citations.
In footnoting a repeat citation, use the author’s family name and the page number, if the page number is different from the earlier footnote. (See 3 in the example that follows.)
If you use two or more different publications by the same author then, in
a repeat citation, you also need to include part of the title to distinguish
publications by the same author. (See 5 in the example that follows.)
_______________ |
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same as 1 but different page
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part of title used to differentiate from 4; same as 2, but different page |
If you have to use the Latin forms, make sure that you use them correctly.
ibid. (ibidem, meaning in the same place) relates to the same work, cited immediately before.
| _______________ |
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same as 1 including page |
| _______________ |
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same as 1, but different page |
_______________ |
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same as 1 but different page
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same as 2 including page |
In your bibliography, if you are required to list only the sources you actually consulted and then referred to in your paper, only Brown, the source you read, would be listed.
For material found on a specific web site:
(Note: To conform with agreed Deakin style principles, the word ‘retrieved’ is used in preference to the word ‘viewed’, which is favoured by the Style manual.)
The documentary-note system generally uses a bibliography rather than a reference list, but your assignments might ask for either. Note that there is a difference. A reference list consists of only the material you actually cited in your paper, whereas a bibliography consists of all this material plus any other sources you have read and believe would be useful for other readers.
In compiling entries for a bibliography (or a reference list) according to the Oxford system, take note that the order of elements, the punctuation and capitalisation are the same as for footnotes/endnotes, with two exceptions:
Author, A, B Author & C Author, Title of book, edition number other than the first, Publisher, City, year.
Kleiner, FS, CJ Mamiya & RG Tansey, Gardner’s art through the ages, 11th edn, Harcourt College Publishers, Fort Worth, 2001.
Author, A & B Author, ‘Title of chapter’ in C Editor & D Editor (eds), Title of book, Publisher, City, year, pp. x-x.
Gombrich, EH, ‘The early Medici as patrons of art’ in EF Jacob (ed.), Italian Renaissance studies, Faber and Faber, London, 1960, pp. 279–311.
Author, A & B Author, Title of work, trans. C Translator, details of the work as appropriate to its form.
Arakawa, Y, Zen painting, trans. J. Bester, Kodansha International, Tokyo, 1970.
Author, A, & B Author, ‘Title of article’, Title of Journal, vol. xx, no. xx, year, pp. x–x
Goldthwaite, RA, ‘The Florentine palace as domestic architecture’, American Historical Review, vol. 77, no. 4, 1972, pp. 977–1012.
Author, A, ‘Title of article’, Title of Newspaper, day month year, pp. x-x followed by the letter ‘s’ when the article is from a special, independently numbered section of the newspaper.
Edwards, P, ‘Mud, glorious mud’, The Age, 20 October 2004, pp. 6-7s.
Organisation name, details of the work as appropriate to its form.
Parliamentary Standing Committee on Public Works, Proposed common use infrastructure on Christmas Island, Parliament of the Commonwealth of Australia, Canberra, 2002.
Author, A, Title of article, Name of site sponsor, year, retrieved day month year, <web address>.
Australian Bureau of Statistics, Building approvals, Australia, cat. no. 8731.0, ABS Ausstats, 2004, retrieved 3 November 2004, <www.abs.gov.au/Ausstats/abs%40.nsf/mf/8731.0?OpenDocument>.
Author, A, ‘Title of article’, Title of Journal, vol. xx, no. xx, year, pp. x-x, retrieved day month year, database name.
Lobo, J, ‘Latin American construction at a glance’, Construction Review, vol. 41, no. 1, 1995, pp. iv–vi, retrieved 5 November 2004, Expanded Academic ASAP database.
Set out below is a bibliography in the documentary-note style, listing the entries from the previous section. The list is ordered alphabetically by the family names of authors, with no numbers.
Bibliography
Australian Bureau of Statistics, Building approvals, Australia, cat. no. 8731.0, ABS Ausstats, 2004, retrieved 3 November 2004, <www.abs.gov.au/Ausstats/abs%40.nsf/mf/8731.0?OpenDocument>.
Edwards, P, ‘Mud, glorious mud’, The Age, 20 October 2004, pp. 6–7s.
Goldthwaite, RA, ‘The Florentine palace as domestic architecture’, American Historical Review, vol. 77, no. 4, 1972, pp. 977–1012.
Gombrich, EH, ‘The early Medici as patrons of art’ in EF Jacob (ed.), Italian Renaissance studies, Faber and Faber, London, 1960, pp. 279–311.
Kleiner, FS, CJ Mamiya & RG Tansey, Gardner’s art through the ages, 11th edn, Harcourt College Publishers, Fort Worth, 2001.
Lobo, J, ‘Latin American construction at a glance’, Construction Review, vol. 41, no. 1, 1995, pp. iv–vi, retrieved 5 November 2004, Expanded Academic ASAP database.
Parliamentary Standing Committee on Public Works, Proposed common use infrastructure on Christmas Island, Parliament of the Commonwealth of Australia, Canberra, 2002.
Style manual for authors, editors and printers, 6th edn, rev. Snooks & Co., John Wiley & Sons Australia, Milton, Qld, 2002.
