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Series VPRS 12637
General Correspondence Files: Multiple Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1983 - ? 1986
  Series in Custody 1983 - ? 1986
  Contents 1983 - ? 1986
Public Access: Closed
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
1983 - ? 1986 Department of Transport (known as Ministry of Transport 1951 to 1992) VA 673
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
2014 - cont Public Transport Victoria VA 4968
2014 - cont Department of Transport, Planning and Local Infrastructure VA 5003
Description of this SeriesDescription of this Series
  • How to use the Records
    The files in this series are arranged under multiple number system.

    Consult VPRS 12723 Name Index to General Correspondence Files, Multiple Number System to locate files by name of organisation or individual. Note relevant file numbers.

    Or

    Consult VPRS 12724 Index by Locality to General Correspondence Files, Multiple Number System to locate files by name of locality. Note relevant file numbers.

    Or

    Consult VPRS 12722 Subject Index to General Correspondence Files, Multiple Number System to locate files by subject. Note relevant file numbers.

    Or

    Consult VPRS 12636 File Registration Cards: Multiple Number System. Researchers should note relevant primary, secondary, and tertiary file registration numbers.

    Once the file number is identified refer to the Records Description List for this series (VPRS 12637) and identify the unit that holds the required file.

    Note: If you do not find the file you want it may be because:

    Some files from this system were 'culled' ie separated out) by the agency and destroyed. Entries on the File Registration Cards, Multiple Number System VPRS 12636 were stamped 'destroyed'.

  • Function / Content
    This series constituted the general correspondence of the Ministry of Transport (VA 673).

    This series documented the following functions of the Ministry:

    - to develop, improve and Co-ordinate the provision of transport services,

    - to formulate transport policies and performance targets,

    - to develop, co-ordinate and implement strategic plans and resource budgets for the Ministry and the Authorities,

    - to develop, implement and monitor corporate financial management control techniques,

    - to provide property services for the development and sale of property of the Authorities,

    - to provide project management services.

  • Recordkeeping System
    This series commenced in 1983 when the existing annual single number filing system (VPRS 6347) was replaced by a multiple number filing system.

    The correspondence of the Ministry of Transport was registered and controlled within a multiple number system. Each file was allocated a three part registration number which indicated the primary and secondary classifications and the sequential number of the file.

    The primary categories included:

    Housekeeping-contained primary groupings of Contracts, Legislation, Office Administration, Ombudsman Complaints and Publications.

    Personnel-contained primary groupings of Staff (Authorities) and Personnel (Ministry) and files relating to industrial matters, training and employment.

    Licences and Vehicles- contained primary groupings for files concerning Bicycles, Buses, cars, Boats, caravans, and Trailers, Motor Bikes, Tow trucks, Rolling Stock and others.

    Modal Interchanges- contained the primary groupings for files concerning Airports, Stations, Ports, Bus Stops, etc.

    Property- contained files relating to Land, facilities, Materials and Foreshores.

    Right of Way- contained primary groupings for files about Bridges, Level Crossings, Roads, Railway Lines, Pipelines, Signs, Traffic Management, etc.

    Safety-included files on Accidents, Health, Emergency Procedures, Bushfire Precautions and Road Safety.

    Services- contained files dealing with Bus, Tram, Train and Freight Services and Fares, Concessions, Timetables, etc.

    Environment- contained files relating to Conservation and Pollution.

    Energy- contained files on Fuel and Energy Management.

    Organisations- contained files on Ministry's organisation and structure and other Government Departments.

    Planning -contained files on Land Use Planning, Transport Planning, Economic Planning and Statistics and large Multiple - Discipline Projects.

    Finance- contained files on Capital Works, Operational Expenditure and Review, Accounting and Audits, Loans, Commonwealth Funding, Program Monitoring, Budgeting and Finance Management.

    The primary groupings or categories provided the first part of both the file title and the number. Contained within each of these primary groups were a number of secondary terms that provided the second part of the files title and number. An example of this is :

    Number 3 is the primary number for contracts.

    Within the primary group of contracts, the Road Construction Authority had the secondary number 9 for its contracts. All contract files dealing with the RCA had the primary and secondary number 3. 9.

    Every contract file created for RCA got the next sequential file number, 3.9.22.

    When correspondence was received or created internally, registry staff would determine if a file on the subject had been registered previously or not. If no file existed on a transaction, a new file would be raised in accordance with the authorised primary and secondary registration grouping. Details of the newly created file would be recorded in the File Registration Cards: Multiple Number System. Copies of outward letters were maintained separately and were known as pink copies.

    Name or Author Index VPRS 12723 Subject Index (VPRS 12722) and Index by location index VPRS 12724 cards were also created as part of the recordkeeping system. Each file once registered was indexed under the name of the correspondent, under subject heading and by location.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1983 - 1986 File Registration Cards: Multiple Number System VPRS 12636
1983 - 1986 Subject Index to General Correspondence Files, Multiple Number System VPRS 12722
1983 - 1986 Name Index to General Correspondence Files, Multiple Number System VPRS 12723
1983 - 1986 Index by Locality to General Correspondence Files, Multiple Number System VPRS 12724
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - ? 1983 General Correspondence Files, Annual Single Number System VPRS 6347
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 1983 - 1986 Closed 392
P0002 1983 - ? 1986 Closed 13
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1983 - 1986 File Registration Cards: Multiple Number System VPRS 12636
1983 - 1986 Subject Index to General Correspondence Files, Multiple Number System VPRS 12722
1983 - 1986 Name Index to General Correspondence Files, Multiple Number System VPRS 12723
1983 - 1986 Index by Locality to General Correspondence Files, Multiple Number System VPRS 12724
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