Series VPRS 12638
General Correspondence Files, Multiple Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1983 - 1991
  Series in Custody ? 1983 - ? 1991
  Contents 1975 - 1994
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
1983 - 1989 State Transport Authority VA 1038
1989 - 1991 Public Transport Corporation VA 2984
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
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 files in this series were arranged under a multiple number filing system.

    Consult VPRS 12640 List of Authorised File Registration Headings and Records Management Manual. This list will provide primary and secondary file registration numbers that are needed to access the file registration cards.

    Consult VPRS 12639 File Registration Cards, Multiple Number System. The file registration cards were arranged numerically by primary and secondary number that is the unique identifier for an individual file. Researchers should note relevant primary, secondary and tertiary registration numbers.

    Scan the consignment details for this series (VPRS 12638) and identify the unit/box that holds your file.

  • Function / Content
    This series constitutes the general correspondence of the State Transport Authority (VA 1038) and V/Line/Public Transport Corporation (VA 2984) created under a multiple number system from 1983 to 1991.

    In 1991 this system was replaced by an annual single number system with an alpha prefix. (Refer to VPRS 13935 General Correspondence Files, Annual Single Number System, Alpha prefix))

    This series documented the functions for which the State Transport Authority assumed responsibility from Victorian Railways (VA 2876). The Authority was responsible for the operation of intrastate and interstate freight and passenger services by rail and road outside the metropolitan area.

  • Recordkeeping System
    The correspondence was registered, classified and controlled under a multiple number system. The recordkeeping system comprised the following series:

    VPRS 12640 List of Authorised Registration Headings and the Records Management Manual
    VPRS 12639 File Registration Cards, Multiple Number System
    VPRS 12638 General Correspondence Files, Multiple Number System.
    VPRS 12642 Subject Index Cards
    VPRS 12641 Name Index Cards


    VPRS 12640 List of Authorised Registration Headings established the primary and secondary headings according to which the Authority's general correspondence files were to be registered. Although the List provided for (120) primary numbers, not all numbers were given a heading. The numerical sequence was also intended to reflect an alphabetical sequence (eg. 1/Administration, 5/Bridges and Tunnels, 10/Buildings) and hence gaps in the numerical sequence allowed for the preservation of the alphabetical sequence when additional primary headings were subsequently added to the system.

    When correspondence was received or created, registry staff would determine whether a file on the subject had been registered previously. If no file existed, staff would consult the List of Authorised Registration Headings VPRS 12640 to determine the designated primary and secondary headings for the file and compose an appropriate file title in accordance with the classification structure. Details of the newly created file were recorded in the File Registration Cards, Multiple Number System VPRS 12639.

    Each file in VPRS 12638 General Correspondence Files, Multiple Number System was allocated a three-part registration number that indicated the primary and secondary classifications and the sequential number of the file. For example, a file documenting records management was registered as file 55/75/2. The primary classification number 55 related to Information Services; the secondary classification number 75 related to records management and the file about the disposal of files was the second file registered within that classification.

    Each file once registered was indexed under subject heading in the Subject Index Cards VPRS 12642 and under the name of the correspondent in the Name Index Cards VPRS 12641.

    It appears that the registration and indexing system was computerised in about 1989. However, the agency continued to use the manual systems until 1991.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1983 - ? 1991 File Registration Cards, Multiple Number System VPRS 12639
1983 - ? 1991 List of Authorised Registration Headings and Records Management Manual VPRS 12640
1983 - ? 1991 Name Index Cards, Multiple Number System VPRS 12641
1983 - 1991 Subject Index Cards, Multiple Number System VPRS 12642
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
- 1983 Secretary's Inward Registered Correspondence, Annual Single Number System VPRS 421
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1991 General Correspondence Files, Annual Single Number System with Alpha Suffix VPRS 13935
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 - ? 1991 Closed 203
P0002 ? 1983 - ? 1991 Closed 36
P0003 1987 - ? 1988 Closed 1
P0004 1975 - 1985 Closed 1
P0005 1985 - 1987 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1983 - ? 1991 File Registration Cards, Multiple Number System VPRS 12639
1983 - ? 1991 List of Authorised Registration Headings and Records Management Manual VPRS 12640
1983 - ? 1991 Name Index Cards, Multiple Number System VPRS 12641
1983 - 1991 Subject Index Cards, Multiple Number System VPRS 12642
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