Series VPRS 12623
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II
About this Series Related Series Accessing the records in this Series
Date Range: Series 1894 - 1963
  Series in Custody 1894 - 1963
  Contents 1894 - 1963
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
1894 - 1963 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
2012 - cont Public Transport Victoria VA 4968
2015 - cont Department of Economic Development, Jobs, Transport and Resources VA 5034
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 12623) and the other record series created as part of the one record keeping system may be used to retrieve files from VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System for the period 1894 to 1963.

    Step 1

    If you wish to search by subject or by name search or browse the Consignment Details for this series and retrieve the volume relating to the period in which you are interested. Note the registration numbers of items of interest.

    Step 2

    As the self-indexing registers (this series) do not record the top numbering of files refer to VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System to identify the final location and the disposal of the file.

    Step 3

    Once you identify the top number under which the letter was filed refer to the Consignment Details for VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System 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. As subsequent correspondence on a particular subject was filed with previous correspondence on the same subject (top-numbered), it is often necessary to use VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System in conjunction with the register to obtain the top-number and thus the file.

    The registers record the following details in a column format:

    -- Registration number
    -- Date of letter
    -- Date received
    -- Author
    -- Subject description.

    Reference to subsequent correspondence should be followed in VPRS 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System in order to determine the registration number used for filing the letter.

    This series comprises the Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II created by the Victorian Railways Commissioners from 1894 to 1962.

    This series was replaced by Subject/Name Index Cards in 1962. The cards are in the custody of the agency.

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

    -- VPRS 12623 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II (this series).

    All inward correspondence was registered upon receipt with an annual single number (given a progressive registration number with a year prefix). After the allocation of registration numbers from 12605 File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System, details about the correspondence was recorded in VPRS 12623 Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II (this series) under sections identified by names of organisations/individuals or subject areas.

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

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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
1894 - 1962 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 Secretary's General Correspondence Register, Annual Single Number System II VPRS 12622
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 1894 - 1911 Open 54
P0002 1912 - 1963 Open 156
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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