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Series VPRS 12621
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System I
About this Series Related Series Accessing the records in this Series
Date Range: Series 1872 - 1892
  Series in Custody 1872 - 1892
  Contents 1872 - 1892
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
1872 - 1877 Department of Railways and Roads VA 2875
1877 - 1884 Department of Railways 2 VA 2965
1884 - 1892 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 consignment was previously known as VPRS 422/P0000 Secretary's Inward Correspondence Register, Annual Single Number System I.

    This series may be used to retrieve files from VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System for 1872 to 1892.

    Step 1

    To search by subject or by name retrieve the Self- Indexing Register of Secretary's Inward Registered Correspondence, Annual Single Number System for the appropriate year to get the top number under which the correspondence was filed.

    Note: If you know the registration number consult VPRS 12602 Numerical Index to Self-Indexing Register of Secretary's Inward Registered Correspondence, Annual Single Number System. The numerical index provides the folio (page) number for the entry in the Self-Indexing Register.

    Step 2

    Once you have the highest registration number under which the correspondence was filed, refer to the Consignment Details for VPRS 421 and identify the unit that holds the file.

  • Function / Content
    This series registered incoming correspondence under commonly used headings such as departmental names or subjects. In this way the register was self-indexed, and also assisted in the retrieval of the correspondence which was filed in annual single number order.

    The registers recorded the following details in a column format:

    -- Registration number
    -- Date of letter
    -- Date received
    -- Author
    -- Subject description
    -- Registration numbers of previous and subsequent items received on the same subject.

  • Recordkeeping System
    The general correspondence record keeping system for 1872 to 1892 comprised the following series:

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

    -- VPRS 12621 Self-Indexing Register of Secretary's Inward Correspondence, Annual Single Number System I (this series)

    -- VPRS 12602 Numerical Index to Self-Indexing Register of Secretary's Inward Correspondence, Annual Single Number System

    -- VPRS 12605 File Movement and Attachment Books (also known as Reference Index), Annual Single Number System.

    All inward correspondence was registered upon receipt with an annual single number. The first part of the registration process simply involved the allocation of the registration number. The second part of the registration process involved recording full details about when the correspondence was received and registered, the name of the correspondent (corporate or individual), the subject of the correspondence, referral of the correspondence to other offices and the attachment of correspondence to subsequent papers.

    After the allocation of the registration number from the Numerical Index to Self-Indexing Register VPRS 12602, registration details were recorded in the Self-Indexing Register of Secretary's Inward Correspondence, Annual Single Number System I (this series) under sections identified by the names of organisations/individuals or subject areas.

    From 1889 a separate volume for recording registration details for correspondence from other government departments, municipalities and other branches (e.g. Traffic Branch, Way and Works Branch) of the Victorian Railway was maintained.

    The correspondence received and registered was filed in annual single number order in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System. If a subsequent item of correspondence related to the same matter as a previous item was received it was common practice to attach it to previous items. In this way files were built up. The attached documents were then filed under the registration number of the last or top item. This practice was known as top numbering. The Self-Indexing Register of Secretary's Inward Correspondence (this series) recorded the attachment of documents so that the top number could be identified and the correspondence retrieved.

    From 1892 the file movement record was maintained in VPRS 12605 File Movement and Attachment Books (also called Reference Index).

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1872 - 1892 Numerical Index to Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I VPRS 12602
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1872 - 1892 Secretary's Inward Registered Correspondence, Annual Single Number System VPRS 421
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1872 Secretary's Inward Correspondence Register, Annual Single Number System I VPRS 422
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1893 Secretary's General Correspondence Register, Annual Single Number System II VPRS 12622
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 1872 - 1892 Open 33
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1872 - 1892 Numerical Index to Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I VPRS 12602
More research resourcesMore research resources

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