Series VPRS 12622
Secretary's General Correspondence Register, Annual Single Number System II
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
    The P0001 consignment of this series previously comprised part of the P0000 consignment of VPRS 422 Secretary's Inward Correspondence Register, Annual Single Number System I.

    This series (VPRS 12622) and the other record series created as part of the one record keeping system can be used to retrieve files from VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System for the year 1893.

    If you wish to search by Subject/Name/Location, refer to VPRS 12604 General Index to Secretary's Inward Registered Correspondence, Annual Single Number System and note the registration number of the letter.

    Find the registration number from (obtained from this Index) in VPRS 422 Secretary's Inward Correspondence Register, Annual Single Number System I to establish registration number under which the correspondence was filed.

  • Function / Content
    This register was used to record summary details and allocate unique identification numbers (registration numbers) to each letter received. Each inward letter was, on receipt, allocated a number from the registers for identification. This consisted of an annual single number, that is a sequential number prefixed by the last two figures of the year, with the numbering sequence recommencing at 1 at the start of each year.

    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 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

    -- 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. There was a Monday, Wednesday, Friday Register and another for Tuesday, Thursday and Saturday. The entries in each volume were made in a single sequence, rather than within alphabetical sections by name of correspondent. The register continued to record information on top numbering.

    In 1893, all correspondence was registered in this series upon receipt with an annual single number (given a progressive registration number with a year prefix). Information included date of letter, name of correspondent, subject of letter, registration numbers of subsequent correspondence and the officers or branches to whom it was referred for advice or action. The use of Monday, Wednesday, Friday, and Tuesday, Thursday and Saturday registers was maintained in 1893 only.

    After registration correspondence was indexed by subject/name /location in VPRS 12604 General Index to Secretary's Inward Registered Correspondence, Annual Single Number System. All correspondence was then filed in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System.

    A record of file movement was maintained in VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System, which were were variously known 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
0 - 1893 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System I VPRS 12621
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1894 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II VPRS 12623
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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Date Range Series Title Series Number
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