General Correspondence Files, Multiple Number System
||1983 - 1991
||Series in Custody
||? 1983 - ? 1991
||1975 - 1994
|Format of Records:
|Agency which created this SeriesAgency which created this Series|
|Agency currently responsible for this SeriesAgency currently responsible for this Series|
|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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