Series VPRS 12605
File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1892 - 1985
  Series in Custody 1892 - 1985
  Contents 1892 - 1985
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
1892 - 1983 Victorian Railways (also Victorian Railways Commissioners 1883-1973, Victorian Railways Board 1973-1983) VA 2876
1983 - 1985 Metropolitan Transit Authority VA 1044
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
2003 - cont Victorian Rail Track (VicTrack) VA 4616
2015 - cont Department of Economic Development, Jobs, Transport and Resources VA 5034
Description of this SeriesDescription of this Series
  • How to use the Records
    Use this series to locate records filed in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System from 1894 to 1985.

    For records created up to 1894 use VPRS 12621 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System I and VPRS 12622 Secretary's General Correspondence Register, Annual Single Number System II.

    For records created from 1894 to 1983 use this series in conjunction with VPRS 12623 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II and from 1963 to 1983 use the series of card index, VPRS 16321 (Name), and VPRS 16322 (Subject).

    Step1

    If you are doing a search by name of the correspondent or by subject you may refer to the self- indexed register (VPRS 12623) for the appropriate year to obtain the correspondence registration number, 1894 to 1963, and series of card index for the period 1963 to 1983, (VPRS 16321, name, VPRS 16322 and subject.

    Step 2

    Once you have the registration number you may use this series to obtain the top number under which the correspondence was filed in VPRS 421.

    Step 3

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

  • Function / Content
    This series (called Odd and Even Index from 1892 to 1893) was initially used as a file movement and file disposal record.

    From 1894 this series was used to identify items of correspondence received and registered by the Secretary's Branch which were attached to other items subsequently received pertaining to the same subject. The correspondence controlled by this series is found in VPRS 421, Secretary's Inward Registered Correspondence, Annual Single Number System.

    Entries detailed the registry number of the item (annual single number), folio reference number of the Self indexing register (VPRS 12623) where the subject content of the letter was recorded, and the registry number of previous and subsequent items.

  • 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 12623 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II

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

    - Name and Subject index (VPRS 16321 and 16322)

    All inward correspondence was registered upon receipt with an annual single number. After the allocation of registration numbers from this series, details about the correspondence were recorded in VPRS 12623 (1894 to 1963) under sections identified by names of organisations/individuals or subject areas. For the period 1963 to 1983 card indecies were used.

    The File Movement and Attachment Books (also known as Reference Index Books) VPRS 12605 recorded the post action location of correspondence and the folio (page) number of the entry in the Secretary's Self-Indexing Register of Inward Correspondence located in VPRS 12623.

    The last two volumes contain entries for correspondence registered in 1984 to 1985.

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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
1892 - 1985 Secretary's Inward Registered Correspondence, Annual Single Number System VPRS 421
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - 1894 General Index to Secretary's Inward Registered Correspondence, Annual Single Number System VPRS 12604
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 1892 - 1959 Open 72
P0002 1960 - 1985 Open 26
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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