Reference Materials

Scope

This guide applies to records that serve as sources of educational information on a specific topic. Use this record type only when the item fits this description but cannot be accurately categorized as one of its child types. Examples of child types include Archive Records, Atlases, Gazetteers, and History Records, among others. If the record clearly matches one of those child types, assign the more specific type instead.

What Are Reference Materials and How Do You Recognize Them?

• Titles or headings indicating reference purpose (e.g., reference guide, handbook)
• Content organized for consultation rather than continuous reading
• Alphabetical, categorical, or topical arrangement of information
• Presence of indexes, tables, or cross-references
• Educational or informational tone without narrative structure
  

Elements Sometimes Found in Reference Materials

• Title page with subject or topic
• Preface or introduction explaining scope
• Alphabetical or thematic entries
• Tables, charts, or diagrams
• Cross-references and indexes
• Bibliographic citations or sources
  

Natural Group

Each distinct reference work should be treated as its own natural group.

Descriptive Metadata

Date: Enter the publication date or date range.

Locality: Enter the place of publication (city/town, administrative unit, country).

Creator: Enter the author, editor, or institution responsible for the work.

Volume: Enter the volume or series designation used by the archive or custodian.

Title: Enter the title as it appears on the title page or as designated by the archive.

Custodian Reference ID: If assigned, enter the archive’s reference ID; enter a single hyphen (-) if none exists.

Keywords (Selected Languages)