Series VPRS 12604
General Index to Secretary's Inward Registered Correspondence, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1893 - 1893
  Series in Custody 1893 - 1893
  Contents 1893 - 1893
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
1893 - 1893 Victorian Railways (also Victorian Railways Commissioners 1883-1973, Victorian Railways Board 1973-1983) VA 2876
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1989 - cont Public Transport Corporation VA 2984
Description of this SeriesDescription of this Series
  • How to use the Records
    This alphabetically arranged index may be used to access correspondence (for the year 1893) in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System.

    In some cases entries located in this index will be the number under which correspondence was filed. In other cases there will be additional steps that researchers must follow to find a final correspondence number. These are:

    Step 1

    Examine this index under names or subject or location. Take note of the correspondence registration number/s.

    Step 2

    Use the Register located in VPRS 12622 Secretary's General Correspondence Register, Annual Single Number System II. Follow the subsequent file reference number to find the final location (i.e., top number) of the file.

    Step 3

    Refer to the Consignment Details for VPRS 421 and identify the unit that holds your file.

    Note: Some files have been destroyed. For information on file disposal refer to VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System.

  • Function / Content
    This series was created in 1893 to provide access to correspondence files in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System by name of correspondent, by subject or by location.

  • Recordkeeping System
    The record keeping system of the agency comprised the following series:

    -- VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System

    -- VPRS 12622 Secretary's General Correspondence Register, Annual Single Number System II

    -- VPRS 12604 General Index to Secretary's Inward Registered Correspondence, Annual Single Number System (this series).

    -- VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System.

    1893 was a year of turmoil in the Railways and a new system was apparently introduced.

    The register for 1893 was called the "Reference Index". Two volumes were used in rotation, one for Monday, Wednesday, Friday and another for Tuesday, Thursday and Saturday. The entries were made in a single sequence, rather than within alphabetical sections by name of correspondent. The register continued to record information on top numbering.

    All correspondence was registered in VPRS 12622 upon receipt with an annual single number. Information included the correspondence registration number and action taken. After registration in VPRS 12622 correspondence was indexed by subject, name and location in this series (VPRS 12604). All correspondence was then filed in VPRS 421. A record of file movement was maintained in attachment books in VPRS 12605. These books were known variously as "Reference Index" and "Odd and Even Books" in the office.

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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
1893 - 1893 Secretary's Inward Registered Correspondence, Annual Single Number System VPRS 421
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1894 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System VPRS 12605
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 1893 - 1893 Open 2
Indexes and RegistersIndexes and Registers
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