When referencing a document published by an organisation, the organisation's name typically serves as the author. A key rule, according to standard referencing practices, is that if the organisation is also the publisher of the document, you should omit the publisher element from the reference entry.
Understanding Organisational Referencing
Referencing documents from organisations, such as reports, white papers, or guidelines, is a common requirement in academic and professional writing. Unlike books by individual authors, the "author" in this case is the corporate or institutional body responsible for the content.
The Author and Publisher Rule
Based on the provided guidance, the fundamental principle for referencing documents where the organisation is both the author and the publisher is straightforward:
- Author: Use the full name of the organisation responsible for writing the document.
- Publisher: If the same organisation is also listed as the publisher, the publisher information is intentionally left out of the reference. This prevents redundancy in the citation.
This rule applies across many common referencing styles (like variations of Harvard, APA, etc.) to keep the reference list concise and clear.
Applying the Rule: Practical Steps
Here's how you would typically construct the reference entry when an organisation is both author and publisher:
- Identify the organisation responsible for the document's content (the author).
- Confirm if that same organisation is also listed as the publisher.
- If both are the same, start your reference with the organisation's name as the author.
- Follow the specific format required by your chosen citation style for the rest of the reference (e.g., year, title, report number, URL if applicable), but do not include a separate field for the publisher.
Example
Let's illustrate this with a hypothetical example:
Suppose you are referencing a report titled "Annual Climate Review 2023" published in 2024 by the "Environmental Protection Agency," and the document explicitly states that the "Environmental Protection Agency" is also the publisher.
Incorrect Reference (including publisher):
Environmental Protection Agency (2024) Annual Climate Review 2023. Environmental Protection Agency, [Location, if required by style].
Correct Reference (omitting publisher):
Environmental Protection Agency (2024) Annual Climate Review 2023.
(Note: The full reference entry would include more details like report number, URL, etc., depending on the specific citation style being used. The key point here is the omission of the publisher field when it duplicates the author field).
Why Omit the Publisher?
Omitting the publisher when it is the same as the author serves to avoid repetitive information within the reference list. It helps maintain brevity and readability, making it easier for others to quickly scan and identify the source without unnecessary duplication.
Structure of an Organisational Reference (General Concept)
While specific formats vary by style guide (APA, MLA, Chicago, etc.), a general structure often looks like this:
| Element | When Organisation is Author & Publisher | Notes |
|---|---|---|
| Author | Organisation Name | Required |
| Year | Year of Publication | Required |
| Title | Title of the Document (often italicized or quoted) | Required |
| Report/Series No. | If applicable | Include if available and required by style |
| Publisher | Omitted (because it's the same as Author) | Key Rule |
| Location | Omitted in many modern styles, sometimes required for older | Check style guide |
| URL/DOI | If accessed online | Include if available |
| Accessed Date | Sometimes required for online sources without stable DOIs | Check style guide |
By following this rule, you ensure your references for organisational documents are accurate, properly formatted, and adhere to common academic and professional standards.
