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

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; the company/organization that made the document (material) available.

In most circumstances this will be the name of the tobacco company/organization.

Sources:

• American Tobacco Company
• British American Tobacco
• Brown & Williamson
• Council for Tobacco Research
• Liggett Group
• Lorillard
• Philip Morris
• R.J. Reynolds
• Tobacco Institute
• US Smokeless Tobacco

Bates Number

Optional when citing LTDL URLs.

If used, a slash is the preferred separator: ##########/####

Access Date

Optional when citing LTDL URLs.

For other sites use the format: (Accessed 7 Mar 2003)

URL

The LTDL URL is required unless unavailable - http://legacy.library.ucsf.edu/tid/########

There will be circumstances where documents are not available in the LTDL. 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

Format 1: LTDL Documents

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.

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.

Format 2: Citing electronic documents from sites other than LTDL

Author. Title. Date of Document Year. Source. Bates No. ##########/####. http://############ (Accessed dd mm yyyy).

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).

Author. Corporate Author. Title. Date of Document Year. Source. Bates No. ##########/####. http://############ (Accessed dd mm yyyy).

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: Citing documents not available online

Author. Title. Date of Document Year. Source. Bates No. ##########/####. Available from Minnesota Depository (Accessed dd mm yyyy).