Series VPRS 12716
Index to General Correspondence Files, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series By 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
By 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
    Search by file subject

    Researchers should first consult VPRS 12715 List of Authorised Subject Headings to get an idea of the overall classification system used.

    Having chosen the relevant Subject Heading from the above list the appropriate subject index card from VPRS 12716 Index to General Correspondence Files, Annual Single Number System should be consulted to locate specific files which deal with the desired subject. Take note of the file number.

    Search by author name
    Consult the appropriate sequence of cards from the Author name index section of VPRS 12716 Index to General Correspondence files, Annual Single Number System. Take note of the file number.

    Once the file number has been found the item list for VPRS 6347 General Correspondence Files, Annual Single Number System should be consulted to retrieve the required file.

  • Function / Content
    This series provides access to correspondence files located in VPRS 6347, General Correspondence Files, Annual Single Number System by file subject and by author name.

    The cards record the file number (annual single number), the date of receipt and a precis of the indexed correspondence.

  • 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 12717File 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)

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

    This series comprises subject index section and cross reference index section of several sequence of author index.

    The subject index section was created to control the classification and indexing of files created under the annual single number system. This section provides access to files by file subject.

    This subject index cards section comprises a set of cards representing subject headings as allocated by VPRS 12715 List of Authorised File Classification and Index Headings, Annual Single Number System.

    All the files raised on a particular subject are listed on a card raised for each secondary heading.

    The author index section provides access to files by name of the correspondent/ organisations.

    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 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 and spines, 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
1978 - 1982 List of File Classifications and Subject Index Headings, Annual Single Number System VPRS 12715
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1978 - 1982 General Correspondence Files, Annual Single Number System VPRS 6347
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - 1978 Index to General Correspondence Files, Annual Single Number System VPRS 12719
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 7
P0002 1978 - 1982 Open 9
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1978 - 1982 List of File Classifications and Subject Index Headings, Annual Single Number System VPRS 12715
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