How to Cite a Database Entry in Chicago Format

Understanding Database Entry Citations in Chicago Format

Databases provide access to scholarly articles, historical documents, statistical data, and other research materials. Proper citation of database entries helps readers locate the same information through the database’s search functions and provides accurate bibliographic information.

Chicago format for database entries includes the original publication information followed by the database name and access information. The format varies depending on what type of material the database contains.

Chicago Format for Database Entry (Notes-Bibliography)

Author First Name Last Name, “Article Title,” Publication Title, date, database name, URL or DOI.

Example:

1. Margaret Smith, "Climate Change Policy Analysis," Journal of Environmental Studies, March 2023, JSTOR, https://doi.org/10.1234/example.

Full Note Citation for Journal Article from Database

Author First Name Last Name, “Article Title,” Journal Title, vol. #, no. #, year, pp. page range, database name, DOI.

Example:

1. Robert Williams, "Quantum Computing Applications," *Technology Review*, vol. 45, no. 3, 2023, pp. 234-256, ProQuest, https://doi.org/10.5555/example.

Bibliography Entry for Database Source

Author Last Name, First Name. “Article Title.” Publication Title, date. Accessed in Database Name, https://doi.org or URL.

Example:

Williams, Robert. "Quantum Computing Applications." Technology Review, vol. 45, no. 3, 2023, pp. 234-256. Accessed in ProQuest, https://doi.org/10.5555/example.

Key Citation Elements

Original Source Information

Include all publication information as it would appear in a standard citation.

Database Name

Specify which database was used to access the source.

Accession Number

If available, include the database-specific accession or article number.

URL or DOI

Include the persistent identifier provided by the database.

Detailed Examples

Newspaper Article from Database

1. James Anderson, "Economic Recovery Trends," New York Times, January 15, 2023, ProQuest Historical Newspapers, https://search.proquest.com.

Historical Document from Digital Archive

2. Thomas Jefferson, "Notes on the State of Virginia," 1787, Library of Congress American Memory Project, https://memory.loc.gov.

Government Report from Database

3. Environmental Protection Agency, "Air Quality Standards Report," 2023, HeinOnline, https://heinonline.org, accession #12345.

Magazine Article from JSTOR

4. Sarah Johnson, "The Future of Renewable Energy," Scientific American, December 2022, vol. 327, no. 6, JSTOR, https://doi.org/10.1038/scientificamerican1222-45.

In-Text Citations for Database Entries

Use the author’s name and publication date:

(Williams 2023)

Or for direct quotes with page numbers:

(Williams 2023, 245)

Special Cases in Database Citation

Dissertation from ProQuest Dissertations

1. Lisa Chen, "Advanced Materials for Solar Applications," PhD diss., Stanford University, 2023, ProQuest Dissertations & Theses Global, accession #28954789.

Statistical Data from Government Database

2. Bureau of Labor Statistics, "Employment Data by Region," 2023, U.S. Department of Labor Statistics Database, https://www.bls.gov.

Historical Text with Scholarly Annotation

3. Jane Austen, "Pride and Prejudice," edited by Robert Darnton, 1813, Early English Books Online, eebo.chadwyck.com.

Legal Document from Legal Database

4. Smith v. Jones, 234 F.3d 567 (9th Cir. 2023), Westlaw, accessed via institutional subscription.

Using GenText for Database Citation Management

Managing citations from multiple databases with varying access methods requires systematic organization. GenText assists by:

• Formatting database entry citations in proper Chicago style
• Tracking database names and accession numbers
• Managing DOIs and persistent URLs
• Organizing by database type or discipline
• Converting between citation styles
• Generating bibliography entries
• Maintaining access information and subscription details

Common Mistakes with Database Citations

1. Omitting database name: Always specify which database provided access.
2. Incorrect DOI format: Verify DOI accuracy before including.
3. Confusing original and database URLs: Use the stable database URL, not temporary links.
4. Missing publication information: Include complete publication data even when sourced from database.
5. Incomplete accession numbers: Verify full accession numbers are recorded.

Checklist for Database Entry Citations

• Original source information is complete
• Author and publication details are accurate
• Database name is specified
• URL or DOI is functional
• Accession number is correct (if applicable)
• Page numbers are provided
• Publication date is accurate
• Punctuation follows Chicago format

Finding Database Access Information

To gather complete database citation information:

1. Record the database name where you found the source
2. Note the URL or DOI provided by the database
3. Verify the complete original publication information
4. Note any accession or article numbers
5. Confirm the database name used by your institution

Understanding Common Academic Databases

Major databases for academic research:

• JSTOR: Multidisciplinary scholarly journals and books
• ProQuest: Dissertations, newspapers, historical documents
• EBSCOhost: Multiple subject-specific databases
• Project MUSE: Humanities and social sciences journals
• Academic Search Complete: Broad coverage of academic sources

Database citations acknowledge the library service providing access while maintaining the original source’s credibility.