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Series VPRS 11462
Card Register of Inward Correspondence (Board Matters)
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1944 - ? 1980
  Series in Custody 1944 - 1980
  Contents 1944 - 1980
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
1944 - 1980 Port of Geelong Authority (known as Geelong Harbor Trust Commissioners 1905-1981) VA 1425
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1997 - cont Office of the Administrator VA 4086
Description of this SeriesDescription of this Series
  • How to use the Records
    This series can be used to retrieve only the letters that were referred to the Board of Commissioners for action during the period 1944 to 1980. This series allows for retrieval of letters by their date of receipt or registration number.

    Step 1
    Call up the registration cards (for the appropriate year) to identify the required letter and the subject heading under which the letter was filed.

    Step 2
    Refer to the Records Description List for VPRS 11470 General Correspondence Subject Files, to identify the file required.

  • Function / Content
    This series consists of inward correspondence registration cards which formed a part of subject based correspondence filing system maintained by the Geelong Harbour Trust/Port of Geelong Authority (VA 1425) during the period ?1944 to ?1980.

    The series provides access only to those inward letters that were considered by the Board of Commissioners for action. The inward letters are located in VPRS 11470 General Correspondence Subject Files.

    With 10 entries per card, the information provided for each entry included:
    registration number.
    date of letter
    from whom letter was received
    subject (of letter)
    subject title under which letter has been filed
    date filed

    Previous Series

    Until 1944 (?), all inward correspondence was registered in the Register of Inward Correspondence VPRS 11459. Since the early 1940s correspondence referred to the Board for action were registered in this series, the card register. VPRS 11459 continued to be used to register all other correspondence besides matters for the board.

  • Recordkeeping System
    The agency registered correspondence using a single-number system, classified it using subject headings and filed it on subject files. The subject files were arranged in alphabetical order by subject heading.

    Each inward letter referred to the Board for action was attached to a file cover sheet upon which the correspondence registration number, the date of receipt, and the name of the correspondent was recorded.

    A classifier would then annotate the file cover sheet with the relevant subject heading and then an entry would be created in the appropriate index cards, Subject Index (Not Extant) and Name Index to Inward Correspondence (Board Matters VPRS 11467). It is not known how the subject based titles of the files were derived. No authorised list of subject terms or titles was extant at the time of transfer.

    The Registry system appears to have been computerised in 1992. However, no electronic records were identified at the time of transfer of the P1 consignment of this series (1998).

    The general correspondence recordkeeping system maintained by the Geelong Harbour Trust Commissions/Port of Geelong Authority comprised the following series:

    VPRS 11459 Register of Inward Correspondence (?1905-1992)
    VPRS 11470 General Correspondence Subject Files (1905-1996)
    VPRS 11471 Outward Letter Books (1905-1947)
    VPRS 11472 Register of Outward Correspondence (?1948-1992)
    VPRS 11467 Name Index to Inward and Outward Correspondence (?1951-1992)
    VPRS 11462 Card Register of Inward Correspondence (Board Matters) (?1944-?1980).

    The paper-based registers and index listed above appear to have been replaced by an electronic registry system in 1992. This system was not transferred to the Public Record Office Victoria.
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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1944 Register of Inward Correspondence VPRS 11459
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 1944 - 1980 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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