Series VPRS 12717
File Registration and Movement Books, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1967 - 1982
  Series in Custody ? 1967 - 1982
  Contents 1967 - 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
? 1967 - 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
    Researchers may use the following control records to retrieve files located in VPRS 6347.

    ?1967 to 1978

    Search by file subject

    Examine the list of Index Headings, Annual Single Number System VPRS 12718 to get an overview of the subjects covered. The list is arranged under 'authority section' with related subjects.

    Having selected the relevant subject heading from the list, refer to the 'authority section' of VPRS 12719 Index to General Correspondence Files, Annual Single Number System. Identify specific files that dealt with the desired subject. Take note of the file number.

    Search by author name or by geographical location

    If researchers are looking for files relating to individuals/organisations/ government departments/municipal councils/M.L.C's or M.L.A.'s then consult the appropriate sequence of author index cards and location index cards from VPRS 12719 Index to General Correspondence Files, Annual Single Number System. Take note of the file number.

    1978 to 1982

    Search by file subject

    Examine the List of Authorised File Classification and Subject Index Headings, Annual Single Number System VPRS 12715. The contents of this list are arranged alphabetically by Primary and Secondary headings. Identify the required subject headings.

    Consult the appropriate subject index card from VPRS 12716 Index Cards to General Correspondence Files, Annual Single Number System. Identify the required file and note its number.

    Search by author name

    Consult the appropriate sequence within the author index section of VPRS 12716 Index Cards to General Correspondence Files, Annual Single Number System. Take note of the file number.

    Search by file registration number
    Researchers could get file reference numbers from this series by browsing through file titles recorded in the book

    When a relevant file is located, take note of the file number.

    Once you get your file reference numbers, refer to the records description lists for VPRS 6347 General Correspondence Files, Annual Single Number System and retrieve the file
    Note: If the lists do not have an entry for the file, use this series VPRS 12717 File Registration and Movement Books for General Correspondence Files. Locate the required file number to see whether the file was destroyed or amalgamated with another file.

  • Function / Content
    This series was created to register the files created under the annual single number filing system. The books were also used to record file movements, disposal action and related previous and subsequent file numbers.

    The information recorded included:
    File number
    Subject precis
    File movements
    Alpha code recorded next to the file number from 1974 indicated which authority the file dealt with.

    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

  • Recordkeeping System
    The series was created as part of the annual single number filing 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 12718 List of Index Headings, Annual Single Number System (1973 to 1978)
    VPRS 12715 List of File Classification and Subject Index Headings, Annual Single Number System (1978 to 1982)
    VPRS 12719 Index to General Correspondence Files, Annual Single Number System (?1967 to 1978)
    VPRS 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 "authority section" of the Index Cards located in VPRS 12719 and 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 Index Headings located in VPRS 12718 (?1967 to 1978) and VPRS 12715 (1978 to 1982) List of File Classification and Index Headings to determine what the file title should be. Details of the newly created file were recorded in the File Register and Movement Books VPRS 12717 (this series). 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

    The correspondence was indexed under appropriate subject headings in the section comprising the subject index cards and cross referenced under appropriate sequence of author index section and location index cards. For example, a file dealing with the installation of a railway siding to serve the premises of L. Smith and Co., at Sunshine would be entered under the railway section headed 'Rail Lines', sub-headed 'sidings', in cabinet 1, and also cross referenced under 'S' for Smith in the proper name index and 'S' for Sunshine in the geographical index in cabinet 2.

    From1973 to 1978 the index cards were originally arranged in two cabinets. In the first cabinet the cards were arranged in "authority sections" with related subject headings. The authority section comprised index cards filed under separate authorities, eg Railways, Tramways, Country Roads Board, Transport Regulation Board, Melbourne Underground Loop Authority, Road Construction Board and the Ministry.

    The second cabinet contained cards used for the purpose of cross -reference index entries under the name of the correspondent or organisation or geographical location. Several sequence of index cards were maintained within the author index section including the one for proper name (M.L.C's, M.L.A's, and Municipalities, names of organisations (associations, boards, committees, unions, e.t.c.), government departments (State and Commonwealth) and Geographical index.

    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 sequence 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 covers/different coloured spine, 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 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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Controlled SeriesControlled Series
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? 1967 - 1982 General Correspondence Files, Annual Single Number System VPRS 6347
Previous SeriesPrevious Series
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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 1967 - 1982 Open 6
Indexes and RegistersIndexes and Registers
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