Beruflich Dokumente
Kultur Dokumente
Documentation (Part – 1)
What is documentation?
Documentation involves providing full publishing information about works we have quoted / used /
taken help of or referred to in any piece of writing.
Documentation
Typescript is any typed or machine generated text while manuscript is any hand – written text. The
titles of all books and periodicals are italicized in typescript and underlined in a manuscript .
Publication Facts
(a) Date of Publication is the same as year of publication for books. Date stands for “month or
season + year of publication” for periodicals.
(b) Publishing Details or publishing information includes date of publication, place of publication, and
the name of the publisher .
Capitalization of Titles
A. Down / Sentence style capitalization : only the first letter of the first word of the title and that of
the sub-title , proper names and the personal pronoun “I” are capitalized. It is used in Author-
Date type of Documentation.
B. Headline / Title style capitalization : the first letter of each word except connectors are capitalized. It
is used in Documentary-Note system.
Author-date system
Documentary-notes system
Documentary-notes system
b. Footnotes
c. Unnumbered notes
Author-date system
The two parts of author – date system are text citation and reference list.
Here only brief identifying information is given in the text – citation. Full bibliographical and publishing
details are given in the reference list.
Documentary-note system
The two parts of documentary – notes system are notes and bibliography.
Full bibliographical details and publishing information is given in notes as well as bibliography.
Author-date system
The DATE OF PUBLICATION immediately follows the author’s name in the reference list thus enabling
easy location of entries.
Here , titles are given Sentence style or “Down” style Capitalization . (capitalizing only first letter of
main title , sub-title , all proper nouns and the personal pronoun “I” ).
Documentary-note system
The DATE OF PUBLICATION does not immediately follow author’s name. DATE is placed after the
publishing details are given .
All titles are given Headline or Title Capitalization . (the first letter of all words except connectors are
capitalized.)
Author-date system
In this system , often the sub – titles of books and often the entire title of an article is omitted .
The name of the author is often abbreviated , i.e. , only initials are given .
Documentary-note system
In this system all the titles ( main title and sub – title ) are given in full. Titles of articles are also given
in full.
The names of authors are given in full , initials are not used .
Text Citation
Works by 2 or 3 authors :
The name of the first author, followed by ‘et. al.’ or ‘and others’ is used to cite works by more
than 3 authors.
A specific page, section, figure etc. follows the date and is preceded by a comma:
When a reference to both volume and page no. is required, a colon is used to distinguish between them.
Reference List
Author
Date
In case of one author, the name is inverted, and the surname comes first :
For works by 2 or 3 authors, all names are included using ‘and’. Only the first name is inverted.
Wood, Julian R., and Joseph Galway. 1984. Calm in Ireland. Boston : Stronghope Press.
Reference List (contd.)
Titles of chapters, articles and other short pieces are set in Roman type without quotation marks. This
element ends with a period, followed by ‘In’ and the title of the book.
Kaiser, Ernest. 1964. The literature of Harlem. In Harlem : A community in transition. edited by J.H.
Clarke. New York : Citadel Press.
A ‘3-em dash’ replaces the name of the author / editor / compiler / translator in successive works by the
same person.
A single author entry comes before a multi-author entry beginning with the same name
Documentary-notes system
b. Footnotes
c. Unnumbered notes
Unnumbered Notes
Source notes
Copyright notice
Acknowledgement of aid.
Used before numbered notes, are placed on the first page of a chapter or before the endnotes.
Endnotes
Placed at the back of the book / report in a section titled ‘Notes’, after the ‘Appendices’ and before the
‘Bibliography’.
May be placed at the end of a chapter or article if the author is different for each chapter / article.
Arranged by chapter number, with chapter no. or title (or both) given as sub-heading.
Footnotes
The number of footnotes and the length of individual footnotes have to be limited as each footnote
should appear on the same page as the reference to it.
Author
Place of publication
Name of publisher
Date of publication
3. Henry Hughes, Act of Privy Council in England (New Jersey : Berret Kuhler Publisher Inc. ,
2000) , 90 – 96.
Author
7. Noel Robertson, “The Dorian Migration and Corinthian Ritual”, Classical Philology 75 (1980) :
19-20.
Note Number . Author, “Title of article”, Title of Periodical Volume no. (Date) : Page no.
Bibliography
Rarely includes all the works in the field – hence called “Selected Bibliography”
An author’s note about the sources listed and the list of abbreviations used may precede the entries.
May be an alphabetical list or a list divided into sections according to the kind of material.
Place of publication
Name of publisher
Date of publication
Edition No. , Volume no. / Volume title are mentioned after Title.
Month and Year of issue are given in parentheses after volume no. and issue no. (if any) and
issue no. is given within parentheses after the Volume no.
If parentheses are not used, issue no. is preceded by a comma and ‘no.’
Robertson, Noel . “The Dorian Migration and Corinthian Ritual”. Classical Philology 75 (1980) : 1-22.
All works by one author are listed together in chronological order by date of publication or in
alphabetical order by title of publication.
A ‘3-em dash’ replaces the name of the author / editor / compiler / translator in successive works by the
same person.
A single author entry comes before a multi-author entry beginning with the same name.