Series VPRS 11254
Automated Multiple Number Correspondence System, [Computer Output Reports]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1986 - 1992
  Series in Custody 1986 - 1992
  Contents 1991 - 1991
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
1986 - 1992 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
    This series comprises several computer printout reports which provide access to the correspondence of the Port of Melbourne Authority (VPRS 11008 General Correspondence Files, Multiple Number System).

    Choose the report(s) most relevant to your research, note the file numbers (e.g. A05-0001-1024) of files of interest. Scan the consignment details and note the relevant consignment and unit numbers for the file you require.

  • Function / Content
    From 1986 the Port of Melbourne Authority used an automated recordkeeping system to manage its correspondence within a multiple number system. The computer output reports which constitute this series provide access to the correspondence files and to items of correspondence. The automated system was initially an RMS database. Subsequently the agency used a system based on TRIM software.

    Unit 1 of the P1 consignment contains a report arranged alphabetically by keyword which provides correspondence numbers; a report by keyword and synonyms and a report which also includes the addresses of the correspondents.

    Unit 2 and Unit 3 of the P1 consignment is a report of all files and related data arranged by file classification and then by file number. It records file title, file location, dates of creation and closure of the file and a reference to related files.

    The P2 consignment is entitles PMA Records Control System History File Details Alphabetically. The data is arranged in alphabetical folders by primary classification and provides file numbers and titles for files within each primary classification e.g.

    * F30 (Finance) / 10375 (file number) Capital Works Budget (file title).

    The report in the P3 consignment is entitled Report on All Correspondence for Keyword. It provides the following data:
    - correspondence number
    - inward / outward
    - action folio
    - date received / sent
    - file number
    - FOI
    - security level
    - date written
    - folio number
    - addressee
    - action officer
    - position
    -action date
    - precis.

  • Recordkeeping System
    The correspondence of the Port of Melbourne Authority was initially managed within a hard copy multiple number system consisting of the following series:
    * VPRS 11008
    General Correspondence Files
    1982-1996

    * VPRS 11233
    Card Register of General Correspondence Files
    1982-1986

    * VPRS 11253
    Name Card Index to General Correspondence
    1982-?1989

    * VPRS 11234
    Subject Card Index to General Correspondence
    1982-?1986

    In 1986 the Authority implemented an automated recordkeeping system which was significantly updated in 1992. The new system governed the control of the correspondence and the correspondence files including their registration, tracking and indexing. The automated system was based on the existing multiple numbers registration system. Outputs of the automated system have been registered as VPRS 11254 Computer Output Reports from the Automated Recordkeeping System. These reports provide access to the correspondence.

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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
1986 - 1992 General Correspondence Files, Multiple Number System VPRS 11008
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1986 Card Register of General Correspondence Files, Multiple Number System VPRS 11233
- 1986 Subject Card Index to General Correspondence Files, Multiple Number System VPRS 11234
- 1989 Name Card Index to General Correspondence Files, Multiple Number System VPRS 11253
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
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 1991 - 1991 Open 3
P0002 1991 - 1991 Open 2
P0003 1991 - 1991 Open 3
Indexes and RegistersIndexes and Registers
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