Series VPRS 12715
List of File Classifications and Subject Index Headings, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1978 - 1982
  Series in Custody 1978 - 1982
  Contents 1978 - 1982
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
1978 - 1982 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
1996 - cont Department of Infrastructure VA 3971
Description of this SeriesDescription of this Series
  • How to use the Records
    1978 to 1982
    Researchers should consult this series prior to using VPRS 6347 General Correspondence Files, Annual Single Number System to get an idea of the overall classification and indexing system used during the period 1978 to 1982.

    Having selected the relevant subject heading from the list, the appropriate subject index card in VPRS 12716 Index to General Correspondence Files, Annual Single Number System should be consulted to locate specific files that dealt with the desired subject. Take note of file numbers.

    Refer to the Consignment Details for VPRS 6347, General Correspondence Files, Annual Single Number System.

  • Function / Content
    This series consists of a List of Authorised File Classification and Subject Headings created to provide consistency and accuracy in the classification of correspondence in VPRS 6347 General Correspondence Files, Annual Single Number System. This list was copied from series 6347 R1, unit 360, File 78/619. The series date range was imposed to reflect the relationship of this series with the controlled series, ie., VPRS 12716 Index to General Correspondence Files, Annual Single Number System.

    The list controlled subject index cards located in VPRS 12716 Index to General Correspondence Files, Annual Single Number System by regulating the arrangement, retrieval and location of information within that series.

    The list comprises a set of Primary (main), Secondary (sub), and Tertiary (sub) headings.

    Primary Headings were numbered from 1 to 139. In a column format secondary headings for each primary were listed alphabetically and numbered sequentially, against which were listed tertiary headings alphabetically, also numbered sequentially, eg

    1. Accidents

    General

    2 Buses 1. M.M.T.B.

    2. T.R.B.

    3. V.R.B.

    3 Claims 1 V.R.

  • Recordkeeping System
    The series was created as part of the annual single number system of the Ministry of Transport. The recordkeeping system comprised the following series:

    VPRS 6347 General Correspondence Files: Annual Single Number System (1967 to 1982)

    VPRS 12717 File Register and Movement Books, Annual Single Number System (?1967 to 1982)

    VPRS 12715 List of File Classification and Subject Index Headings, Annual Single Number System (1978 to 1982)

    12716 Index to General Correspondence Files, Annual Single Number System (1978 to 1982)

    When correspondence was received or created, registry staff would consult the subject index cards section of VPRS 12716 Index cards to determine whether a file on the subject had been registered previously. If a file existed the correspondence got filed on the existing file. If no file existed, staff would consult the List of File Classification and Index Headings (copy) located in VPRS 12715 (1978 to 1982) to determine the file title. Details of the newly created file were recorded in the File Register and Movement Books VPRS 12717. The next file number (annual single number) was allocated from the File Register. The File Register also documented file movement, disposal action and related previous or subsequent file. Different alpha codes were recorded (from 1974) next to the file number indicating the authority the file related to. The code was as follows:

    Railway matter-V
    Tramway matter-B
    C.R.B. matter-R
    T.R.B. matter-T
    M.U.R.L.A. matter- U
    R.C.B matter-C
    Ministers and others -M

    From 1978 to 1982 the index cards were arranged under subject headings section and author index section.

    The cards within the subject heading section were arranged under primary and secondary headings based on a predetermined list of file titles. All correspondence relating to registry procedures would be filed on a file created under an annual single number system (1978/619) with a file title Records (as Primary Heading indexed under no 98), Records Management (as Secondary heading indexed under 2) and Registry Procedures as the tertiary heading. The multiple numbers representing the index headings were also recorded on the file cover.

    The author index section comprised several sequences of cards, i.e. Municipalities, State MP's, State Ministers, Commonwealth MP's, Commonwealth Departments and Authorities, International government agencies and organisations, Retired MP's, State Government Departments and Authorities and Ministry of Transport Staff, General.

    The physical arrangement and control of files was facilitated by the use of different coloured file cover/s and pines, eg, Railways (blue), Transport Regulation Board (yellow), Country Roads Board (pink), Roads Construction Board (white), Tramways (green), Ministry (buff).

    Following the review into the registry functions in a new system based on multiple numbering system replaced the annual single number system in 1982. For subsequent files refer to VPRS 12637 General Correspondence Files, Multiple Number System.

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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
1978 - 1982 Index to General Correspondence Files, Annual Single Number System VPRS 12716
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - 1978 List of Index Headings, Annual Single Number System VPRS 12718
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 1978 - 1982 Open 1
Indexes and RegistersIndexes and Registers
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