Series VPRS 11563
General Correspondence Files, Annual Single Number System I
About this Series Related Series Accessing the records in this Series
Date Range: Series 1919 - 1984
  Series in Custody 1919 - 1984
  Contents 1919 - 2004
Public Access: Part 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
1919 - 1983 Department of State Forests (Forests Commission) VA 534
1983 - 1984 Department of Conservation, Forests and Lands VA 1034
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1996 - 2002 Department of Natural Resources and the Environment VA 3972
2002 - 2013 Department of Sustainability and Environment VA 4554
2015 - cont Department of Environment, Land, Water and Planning VA 5036
Description of this SeriesDescription of this Series
  • How to use the Records
    1920-1970

    1.If you know the approximate date of the correspondence, check the cards for likely subjects in VPRS 11726 Register of General Correspondence, Annual Single Number System to ascertain the file on which the correspondence was placed. The Subject section of the registration card will assist in identifying the particular item of correspondence or registered file.

    2. Consult VPRS 11729 File Movement Cards, Annual Single Number System for 1920 to 1936, and/or VPRS 11727 File Movement Books, Annual Single Number System for 1937 to 1970 for the particular year to determine whether the correspondence was top-numbered into another file or to ascertain any disposal action that may have occurred. Continue checking subsequent File Movement Books to isolate the file to which the correspondence has been attached or to determine whether the correspondence is no longer extant.

    3. Consult the consignment details to call up the box containing the relevant file.

    OR

    Using the Access to the Collection area of PROV website users may:
    1. select the 'Search in a Series' option
    ;2. type in Series Number (i.e., 11563 and a KEYWORD, e.g., Mildura, or, a file number, e.g., 21/0246; then,
    3. hit Search key.

    1971-1984

    1. Consult VPRS 11730 Authorised List of Subject Headings, Annual Single Number System to determine how the relevant file(s) would have been indexed.

    2. Consult VPRS 11732 Subject Index to General Correspondence Files, Annual Single Number System and note the numbers of relevant files.

    3. Check File Movement Cards on the reverse side of VPRS 11731 Register of General Correspondence, Annual Single Number System for the last top number.

    4. Having obtained the file number(s) consult the Records Description List and call up the relevant box(es).

    OR

    1. Consult VPRS 11733 Name Index to General Correspondence, Annual Single Number System to determine the numbers of relevant files.

    2. Check File Movement Cards on the reverse side of VPRS 11731 Register of General Correspondence, Annual Single Number System for the last top number.

    3. Having obtained the file number(s), consult the Records Description List to call up the relevant boxes.

  • Function / Content
    This record series constitutes the general correspondence registered by the Department of State Forests (Forests Commission) (VA 534) during the period 1920-1983.

    In 1909 the Minister for Forests assumed responsibility for the Department of State Forests. However, it was not until 1918 that Forests became a Department of State in its own right.

    In 1919 the Lands Department and other relevant agencies, namely Mines and Agriculture, handed over current relevant files and recent inactive files to the Department of State Forests. In 1920 the Department of State Forests commenced its own filing system, being an annual single number system. The inherited active and useful files, as determined by the Department, were top-numbered into this filing system. Pre-1920 correspondence, was allocated the "1919" prefix.

    Inactive files inherited by the Department of State Forests were later destroyed upon instruction from the Chief Clerk to officer Maurice Carver (who later wrote a five volume history of forestry in Victoria in the nineteenth century). The instruction was issued in the 1920s. Some pre-1876 files created by the Lands Department can be found in VPRS 44, VPRS 242, VPRS 5357, etc.

    This series has been subject to culling over the years.

    The P2 consignment of this series contains files that were held and used by the Victorian Plantations Corporation (VA 4684). The records are still in the custody of the Department of Treasury and Finance VA 3745. (As at May 2007).

    In mid-1984, the Forests Commission registry was one of seven registries closed down by the successor Department of Conservation, Forests and Lands (VA 1034). The subsequent series (VPRS 14565 General Correspondence Files, Annual Single Number System II) is that Department's general correspondence files (1984-1996). That general correspondence system, which commenced in July 1984, numbered files beginning at 84/3000.

  • Recordkeeping System
    The correspondence of the Department of State Forests was registered and controlled within an annual single number system. The recordkeeping system comprised nine series in total.

    The correspondence files were arranged in numerical order by annual single number. Four series related to the control of the correspondence files from 1920 to 1970 and a further four series related to the control of the correspondence files from 1971 to 1984.

    During the period 1920-1938 each item of correspondence was registered as it was received. This was done on double-sided registration cards, VPRS 11726 Register of General Correspondence, Annual Single Number System. Such cards exist from 1924; the earlier cards were damaged by water and are no longer extant. After 1938, files were registered rather than each item of correspondence.

    The registration cards were arranged alphabetically within a calendar year by name of subject (eg. Employment). There was no control over the subject terms used, however. Subject titles could alter from one year to the next (eg. employment could become staffing and then personnel).

    File numbers (ie. annual single number) were allocated by reference to file movement books, VPRS 11729 File Movement Cards, Annual Single Number System, 1920-1936, and VPRS 11727 File Movement Books, Annual Single Number System, 1937-1970, for that particular year.

    Correspondence was continually top-numbered as correspondence on the same subject was received in later years. From 1920 to 1936 the final destination for a particular item of correspondence can be tracked via VPRS 11729 File Movement Cards, Annual Single Number System, or from 1937 to 1970 via VPRS 11727 File Movement Book, Annual Single Number System. After 1970 file movements can be tracked by reference to File Movement cards, being the reverse side of VPRS 11731 Register of General Correspondence, Annual Single Number System.

    Until 1945, the registration cards (VPRS 11726) continued to be arranged alphabetically by name of subject within a calendar year. By 1946, the nomenclature for subjects was considered to have become established and correspondence was registered according to stable subject headings. As a result, the registration cards are arranged alphabetically by subject for the entire period 1946-1958, as opposed to being arranged in calendar years. Likewise, the same situation applies for the period 1959-1970.

    From 1971, general correspondence began to be attached to file covers. In order to track an item of correspondence it became necessary to ascertain the file to which the letter was likely to be attached. Top-numbering continued to be practised. Where a file has been top-numbered, the relevant information is indicated on the file movements (ie. reverse) side of the file register card, VPRS 11731 Register of General Correspondence, Annual Single Number System.

    In 1980 an attempt was made to create a subject index to VPRS 11563 General Correspondence Files, Annual Single Number System for the period 1920 to 1970 retrospectively. This resulted in VPRS 11728 Subject Index to General Correspondence, Annual Single Number System. The project was abandoned before completion and the index only covers the years 1920 to 1926.

    From 1971, a subject index to general correspondence was established, VPRS 11732 Subject Index to General Correspondence, Annual Single Number System. It consisted of primary, secondary and tertiary classifications, which were sometimes followed by a fourth level being one of the forty-three (43) Forest Districts of Victoria. Each classification term was allocated a number for ease of operation. The format of the index is double-sided cards. Files were indexed according to an authorised list of file headings, VPRS 11730 Authorised List of Subject Headings, Annual Single Number System.

    A second use for the classification numbers was employed by the forty-three (43) Forests Commission district offices. The offices used the subject classification numbers as their file numbers. When the district office corresponded with Head Office it would quote the subject index number. This would assist Head Office in locating the appropriate file. Head Office would correspond with a district office, however, using its own (ie. annual single number) file number.

    In 1971 VPRS 11733 Name Index to General Correspondence, Annual Single Number System was commenced. It is an index of proper names. The index cards give the related file numbers and file titles.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1920 - 1926 Subject Index to General Correspondence, Annual Single Number System VPRS 11728
1920 - 1938 File Movement Cards, Annual Single Number System VPRS 11729
1920 - 1970 Register of General Correspondence, Annual Single Number System VPRS 11726
1920 - 1970 File Movement Books, Annual Single Number System VPRS 11727
1941 - 1965 Index to Log Allocation Files VPRS 14938
1953 - 1984 Register of General Correspondence Files, Annual Single Number System, Grazing Files, Sawmill Registrations, Occupation Files, Ski Club Files, Library Files VPRS 14949
1971 - 1984 Register of General Correspondence, Annual Single Number System VPRS 11731
1971 - 1984 Subject Index to General Correspondence, Annual Single Number System VPRS 11732
1971 - 1984 Name Index to General Correspondence Files, Annual Single Number System VPRS 11733
1974 - 1983 Index to General Correspondence Files, Annual Single Number System VPRS 14935
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - 1919 General Correspondence Files, Single Number System VPRS 14924
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1984 General Correspondence Files, Annual Single Number System II VPRS 14565
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 1919 - 1984 Open 2283
P0002 1971 - 1986 Open 1
P0003 1981 - 1984 Closed 1
P0004 1933 - 1985 Open 20
P0005 1954 - 1989 Open 1
P0006 1927 - 2004 Open 35
P0007 1973 - 1991 Open 1
P0008 1969 - 1985 Open 1
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1920 - 1926 Subject Index to General Correspondence, Annual Single Number System VPRS 11728
1920 - 1938 File Movement Cards, Annual Single Number System VPRS 11729
1920 - 1970 Register of General Correspondence, Annual Single Number System VPRS 11726
1920 - 1970 File Movement Books, Annual Single Number System VPRS 11727
1941 - 1965 Index to Log Allocation Files VPRS 14938
1953 - 1984 Register of General Correspondence Files, Annual Single Number System, Grazing Files, Sawmill Registrations, Occupation Files, Ski Club Files, Library Files VPRS 14949
1971 - 1984 Register of General Correspondence, Annual Single Number System VPRS 11731
1971 - 1984 Subject Index to General Correspondence, Annual Single Number System VPRS 11732
1971 - 1984 Name Index to General Correspondence Files, Annual Single Number System VPRS 11733
1974 - 1983 Index to General Correspondence Files, Annual Single Number System VPRS 14935
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