Skip to main navigationSkip to main content
The University of Southampton
Special Collections

Citing archival documents and permission for publication

Citing archival documents

The information below sets out how to cite archival material held in the Special Collections, Hartley Library, University of Southampton, in notes, publications and theses.

Citation of archival material should be precise and consistent. This demonstrates that research work has been based on documentary evidence as well as allowing other researchers to identify the source.

The citation should take the following form:

Material for publication or use in broadcast

Most archival material held is in copyright. Where material is to be used in a publication or in a broadcast permission should be obtained.

A written application should be sent to the Archivist at the address below.

The written application should include the following information:

- Single country, multi-country (identify countries)

- If it is to be used more than once in a film, then how many times and their duration

- If it is to be used as a dust cover of a publication

- Whether it will be a colour reproduction or black and white

- Centrality of an image to the publication

- Whether it is an academic or non-academic publication

- Whether it is profit making or not.

Please note that reproduction fees might be charged. If filming at Southampton is proposed a charge might be made for the use of the facilities.


Postal address: The Archivist

Hartley Library

University of Southampton



SO17 1BJ

Privacy Settings