Public Record Office Victoria online catalogue

Series VPRS 11470

General Correspondence Subject Files

Date Range:	Series	? 1905 - 1997
	Series in Custody	1906 - 1997
	Contents	1906 - 1997

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

1905 - 1997

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

2004 - cont

Victorian Regional Channels Authority

VA 5237

Description of this SeriesDescription of this Series

How to use the Records
Consult the list of records in this series to identify the file/s required. If this approach fails, try the following steps:

Step 2
Refer to the list of records for VPRS 11467 Name Index to Inward and Outward Correspondence. Identify the relevant unit.

Look for the name of the correspondent. Note the subject heading (in brackets on the card) under which the letter was filed and the date of the letter. Then repeat Step 1. If that fails, follow step 3.

Step 3
If the subject heading is not found on the list, the researcher may refer to the correspondence register/s, VPRS 11459 and/or VPRS 11462. Using the date of the correspondence as the point of entry, scan the register/s and note the subject under which the letter was filed. Then follow Step 2.
Function / Content
This series consists of general correspondence subject files maintained alphabetically by subject heading by the Geelong Harbour Trust Commissioners from 1905 to 1981 and the Port of Geelong Authority from 1981 to 1996. The correspondence files relate to the entire range of business conducted by the agency.

The files primarily comprise:
- inward correspondence
- copies of outward correspondence
- internal branch/committee reports
- other relevant material such as extracts of minutes, reports, etc.

The files were apparently collected from various locations and at the time of transfer of the P1 consignment of this series. They were sorted into alphabetical order by subject title to reflect their original arrangement.

The precise commencement date of this series is not known. The earliest correspondence dates from 1906.
Recordkeeping System
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.

Board correspondence registered in VPRS 11462 Card Register of Inward Correspondence (Board Register of Inward Correspondence (Board Matters) is filed within this series, VPRS 11470, under the subject headings indicated in the Card Register.