Series VPRS 11253
Name Card Index to General Correspondence Files, Multiple Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1982 - ? 1989
  Series in Custody 1982 - 1989
  Contents 1982 - 1989
Public Access: Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1982 - ? 1989 Port of Melbourne Authority VA 1426
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1996 - cont Office of the Administrator VA 4086
2003 - cont Port of Melbourne Corporation VA 4028
Description of this SeriesDescription of this Series
  • How to use the Records
    Select the unit containing the index cards relevant to your research. Note the numbers of files of interest.

    Scan the consignment details for VPRS 11008 General Correspondence Files, Multiple Number System and order the file(s) you require.

  • Function / Content
    The cards were arranged alphabetically by name of the correspondent or recipient.
    Information recorded includes:
    - name of correspondent or recipient
    - date correspondence received
    - number allocated to correspondence received
    - date correspondence sent
    - number allocated to correspondence sent
    - subject of correspondence
    - file number.

    It was practice in relation to the Index for incoming correspondence to be recorded in black ink and outgoing correspondence in red.

  • Recordkeeping System
    The system consisted of the following series:

    - VPRS 11008
    General Correspondence Files, Multiple Number System (1982-1996)

    - VPRS 11233
    Card Register of General Correspondence Files, Multiple Number System (1982-1986)

    - VPRS 11253
    Name Card Index to General Correspondence Files, Multiple Number System (1982-?1989)

    - VPRS 11234
    Subject Card Index to General Correspondence Files, Multiple Number System (1982-?)

    In 1982 the Port of Melbourne Authority began to use a three tiered classification system for file control and retrieval. The new system superseded a series of files maintained in alphabetical order by subject heading (see VPRS 7972). Each file in the new system was identified by its title and number. The file numbers were made up of:

    1. Primary Subject Code (Alphanumeric)

    The primary subject was denoted by an alphabetic prefix, which corresponded to the first letter of the subject heading, followed by a number. There are large gaps in the number sequence. This allowed for the insertion of additional subject headings while maintaining alphabetic order. For example, H30 related to Historical Matters, H50 to Holidays and H55 to Housing.

    2. Secondary Subject Code

    The second number was allocated to indicate secondary subjects. The numbers corresponded to an alphabetic classification of subjects. For example, a file relating to Housing - Advertisements would be classified as H55-4, Housing - Amenities and Welfare as H55-5.

    3. Tertiary Subject Code (pre 1992 files only).

    Files created prior to 1992 were allocated a third or tertiary number to indicate a further breakdown of the subject matter. In contrast to the other codes these numbers were not allocated according to an alphabetic classification. For example, file number H55-5-0 would relate to a file on Housing - Amenities and Welfare - General.

    Since 1982 the Port of Melbourne Authority has used three different systems to register their General Correspondence Files.

    From 1982 to 1986 the files were registered using a manual system.

    From 1986 to 1992 the files were registered using a system known as ICL and from 1992 to 1996 the files were registered using TRIM.

    When each new system was introduced all files still in current use were transferred on to the new system.

    File numbers were originally allocated from a 'File Subject Index' which was created and maintained by the Port of Melbourne Authority's Central Registry. This file subject index was not extant, (as at 1997).

    The continuity of the primary subject codes and secondary subject codes seems to have remained constant through the various different registration systems used by the Port of Melbourne Authority since 1982.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1982 - 1989 General Correspondence Files, Multiple Number System VPRS 11008
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1989 Automated Multiple Number Correspondence System, [Computer Output Reports] VPRS 11254
List/s of records in this seriesList/s of records in this series
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Consignment Number Contents Date Range Public Access No. of Units
P0001 1982 - 1989 Open 22
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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