Subject Index (Supplementary) to Inward Correspondence, Annual Single Number System
||? 1961 - 1984
||Series in Custody
||1961 - 1983
||1961 - 1983
|Format of Records:
|Agency which created this SeriesAgency which created this Series|
|Agency currently responsible for this SeriesAgency currently responsible for this Series|
|Description of this SeriesDescription of this Series|
- How to use the Records
This series is an alphabetically arranged card index that may be used to give access to correspondence in VPRS 1207 and files created in 1984 in VPRS 9458. In some cases entries located in this index will be the number under which correspondence has been filed. In other cases there will be additional steps that researchers must follow to find a final correspondence number. The steps below should, in any case, be followed.
Examine index cards in this series under particular names or subjects. Note any correspondence number references obtained. If it is a 1984 reference go to step 6. If the reference is to a correspondence number dated up to 1983 go to step 2.
Examine records description lists for VPRS 1207 (and if necessary check contents of boxes) to see if correspondence has been transferred under that number. If not, go to step 3.
Use the correspondence or file number reference obtained from the index to consult:
* for a reference dated 1968 to 1983, VPRS 11739 Register of Inward Correspondence, Annual Single Number System, and go to step 4.
* for a reference dated 1984, VPRS 9458, and go to step 6.
* for references dated earlier than 1968 consult VPRS 1212, then go to step 4 (note, some references to pre-1968 correspondence were included in the index).
Take note of any subsequent correspondence references and consult entries for those references in accordance with instructions at step 3. When there is no reference to subsequent correspondence, go to step 5.
Examine records description lists for VPRS 1207 (and if necessary check contents of boxes) to see if correspondence has been transferred under that number.
In some instances researchers will not locate files because authorised destruction of some records in VPRS 1207 has occurred.
Some correspondence indexed here may not be in VPRS 1207, it may have been top-numbered into the subsequent correspondence series, VPRS 9458. It may still be necessary to use these control records to identify such records.
- Function / Content
This index was primarily created to provide access to inward correspondence (now created in VPRS 1207) by name of registration, place, event etc., but not by name of persons.
- Recordkeeping System
The record keeping system of the Department of the Treasurer (VA 865), Department of Management and Budget (VA 1022), Department of Treasury (VA 3007) and Department of Treasury and Finance (VA 3745) comprised the following series:
VPRS 1207 Inward Registered Correspondence (1856-1984)
VPRS 1214 Index to Inward Registered Correspondence (1856)
VPRS 11754 Subject/Name Index to Inward Registered Correspondence (1873-1966)
VPRS 9310 Subject Index Cards (1967-1984)
VPRS 11755 Subject Index Cards to Inward Correspondence (1961-1984)
VPRS 1212 Register of Inward Correspondence (1856-1967)
VPRS 11739 Register of Inward Correspondence (1968-1983)
VPRS 11741 File Registration and Movement Cards (1984-1985)
VPRS 6548 Official Letters Outward Press Copies (1869-1872)
VPRS 1206 Public Letters Outward Press Copies (1869-1872)
VPRS 1211 Outward Letter Books (1872-1992)
VPRS 1215 Index to Outward Correspondence (1856-1869)
VPRS 1213 Alphabetical Register to Outward Correspondence (1871-1921)
The record keeping system, first introduced in 1856, managed the inwards and outwards correspondence of the Department and the associated registers and indexes. Inward and outward correspondence was managed separately and at document level. Although the system remained essentially the same until the introduction of an automated RMS in 1984, there were some small changes made over time.
In general, when correspondence was received at the Department it was first registered and then indexed by subject matter or name of the sender. All correspondence was then arranged and filed in registration number order. Similarly, copies of outward correspondence were registered. Outward correspondence was, however, only indexed in separate indexes during the earlier period.
The inward correspondence for the entire period is found in VPRS 1207 Inward Correspondence. From 1856, all inward correspondence was registered upon receipt with an annual single number (given a progressive registration number with a year prefix). These can be found in series VPRS 1212 Register of Inward Correspondence and VPRS 11739 Register of Inward Correspondence. From 1856 to 1873, the registers were arranged within subjects so they also acted as an index to the correspondence.
After 1873, separate indexes were introduced and all correspondence was indexed according to the subject matter and/or the name of the sender (VPRS 11754 Subject/Name Index). These indexes continued to be used until 1967 when they were replaced by Subject Index Cards (VPRS 9310). A supplementary index was created between 1961 and 1984 (VPRS 11755 Subject Index Cards), this series.
From 1856 to 1969 copies of outward correspondence were created, registered and indexed in the same way as the inward correspondence (the whereabouts of the earliest outward correspondence is unknown (as at September 1998) however the indexes for this period can be found in VPRS 1215 Index to Outward Correspondence).
Between 1869 and 1872 outward correspondence was filed in two separate sequences of letter books; VPRS 6548 Official Letters Outward, which incorporates items of correspondence sent to other Victorian Departments, and VPRS 1206 Public Letters Outward, which incorporated items of correspondence sent to individuals and organisations. Outward correspondence was not registered or indexed during this period.
After 1872 copies of all outward correspondence were filed in bound letter books or bundles in VPRS 1211 Outward Letter Books. After 1871 all correspondence was registered in alphabetical registers (VPRS 1213 Alphabetical Register to Outward Correspondence). As the registers were arranged alphabetically they also acted as an index to the correspondence. These registers were discontinued in 1921. After 1921 outward correspondence wasnt indexed or registered. However, the letter books were arranged chronologically within sections reflecting different types of recipient and as such were self indexing.
In 1984 the then Department of Management and Budget moved to an automated RMS system. The new system was an annual single number filing system for general correspondence that managed the correspondence at file level as opposed to document level. Although this system was introduced, the Department continued to collate the outward correspondence in bundles, separate from the correspondence files, until 1992. In 1994 the RMS system was replaced by a RecFind system. RecFind is still in use as at September 1998.
Some correspondence from this system may have been top-numbered into the new RMS system.
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