Getting your references right can be tricky, especially when working with data sets. Whether you’re writing a journal article or a thesis, proper citations ensure your work stays credible. The APA style has specific rules to help you list sources correctly.
Many researchers struggle with missing details like author names or version numbers. Others get tripped up by formatting changes in the latest publication manual. This guide breaks down the process into simple steps, so you can avoid common mistakes.
You’ll learn how to handle tricky cases, like when to include retrieval dates or DOIs. We’ll also cover real-world examples to make everything clear. Say goodbye to citation headaches!
Understanding APA 7th Edition Rules for Datasets
The latest APA 7th edition brings major updates for referencing digital sources. If you’ve used APA 6 before, you’ll notice cleaner formatting and fewer repetitive phrases. These changes help your references look polished and professional.
Key Changes in APA 7 (vs. APA 6)
APA 7 simplifies citations by dropping “Retrieved from” before URLs. Compare these examples:
- APA 6: Retrieved from https://data.example.org
- APA 7: https://data.example.org
Square brackets now label the source type, like [Data set]. Publisher names are shortened, and DOIs replace URLs when available. The publication manual also removed the requirement to list the publisher location.
When to Include Retrieval Dates and DOIs
Only use a retrieval date for unarchived content (e.g., Wikipedia or social media). For example:
Retrieved January 12, 2020, from https://en.wikipedia.org/wiki/Quantum_mechanics
DOIs trump URLs—always include them if assigned. They’re formatted as https://doi.org/xxxxx. Check the publication manual for rare cases where both are needed.
Remember: APA 7’s goal is clarity. If a source might change time, note the date you accessed it. For stable archives, skip the retrieval line.
How to Cite a Dataset in APA Style
Clear citations help readers verify your data sources effortlessly. Whether you’re using a journal article or raw numbers, APA’s templates keep references consistent. Below, we break down three common scenarios with examples.
Basic Format for Authored Datasets
When an author name is listed, follow this formula:
Last Name, Initials. (Year). Title [Data set]. Publisher. DOI/URL
Example:
Smith, J. A. (2021). Urban air quality metrics [Data set]. Environmental Data Network. https://doi.org/xxxx
Citing Datasets from Organizations
For group-authored works, replace the author name with the organization:
Group Name. (Year). Title [Data set]. Publisher. DOI
Example:
Grantmakers in the Arts. (2019). Cultural funding trends [Data set]. GIA Publications. https://doi.org/xxxx
Handling Missing Authors or Dates
If no author exists, start with the title. Use “n.d.” for missing dates:
Title. (n.d.) [Data set]. Publisher. URL
Example:
Mental health survey results. (n.d.) [Data set]. National Alliance on Mental Illness. https://example.org/data
Pro Tip: For unpublished data, label it as “[Unpublished raw data]” and include a retrieval date if the source might change.
Formatting Nuances You Can’t Ignore
Small formatting details can make or break your citations. Missing a bracket or misplacing italics might seem minor, but these errors can confuse readers. Let’s break down the rules you need to know.
Brackets, Italics, and Punctuation Rules
Dataset titles use sentence case—no italics. For example:
Climate change indicators [Data set]
Brackets go right after the title, labeling the source type. Common labels include:
- [Data set]
- [Code book]
- [Raw data]
Punctuation matters too. Always end citations with a period. For multilingual titles, keep special characters intact.
Including Version Numbers and Descriptions
If a dataset has multiple versions, note them in parentheses:
Population survey (Version 3.1.0) [Data set]
For ambiguous titles, add a brief description in square brackets:
Survey results [Demographic data, 2015–2020]
| Correct | Incorrect |
|---|---|
| Health trends [Data set] | Health Trends [data set] |
| (Version 2.0) [Code book] | Version 2.0 [Codebook] |
Pro Tip: University repositories often shorten publisher names. For example, use “Stanford University” instead of the full department title.
Special Scenarios and Exceptions
Not all data sources fit neatly into standard citation formats. From dynamic social media posts to clinical trial repositories, niche cases require tailored rules. Here’s how to handle them confidently.
Citing Databases vs. Open Web Sources
Database citations (e.g., ProQuest) often omit URLs. Instead, list the platform name as the publisher:
National Institutes of Health. (2020). Cancer incidence rates [Data set]. ProQuest. https://doi.org/xxxx
For open-web sources, include the full URL. Example:
Pew Research Center. (2021). Social media usage trends [Data set]. https://example.org/data
Unarchived and Changing Content
Wikipedia pages or Twitter posts need retrieval dates. Follow this template:
Wikipedia contributors. (n.d.). Quantum computing. Retrieved January 12, 2023, from https://en.wikipedia.org/wiki/Quantum_computing
Pro Tip: For clinical trials (e.g., ClinicalTrials.gov), use the registration date, not the retrieval date.
Graphic Data: Infographics and Maps
Treat visual data like standalone works. For Google Maps:
[Google Map of Stanford University]. (n.d.). Retrieved June 5, 2023, from https://maps.google.com/example
Infographics (e.g., HatchMed reports) cite the creator:
Lee, M. (2022). Vaccination rates by state [Infographic]. HealthData. https://example.org/infographic
- Geospatial data: Include coordinates if no stable URL exists.
- Pre-prints: Label as “[Preprint]” and note the repository.
- Social media: Use the handle as the author name.
Quick Checklist for Flawless Dataset Citations
Follow this simple guide to perfect your references every time. These steps help you spot errors before submitting papers or reports.
First, check all names and dates. Confirm the year matches the source. Use sentence case for titles and tight brackets like [Data set].
Next, test every URL or DOI. Make sure links work and DOIs start with https://doi.org/. For changing content, include retrieval date.
Finally, compare your work to examples in the official manual. Tools like Scribbr can double-check formatting. Bookmark updates from trusted blogs.
Pro Tip: Keep this list handy for last-minute reviews. Small fixes boost credibility and make your data shine!