Series VPRS 12719
Index to General Correspondence Files, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1967 - 1978
  Series in Custody ? 1967 - 1978
  Contents 1967 - 1978
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 - 1978 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
    ?1967 to 1978
    This series provides access to correspondence files located in VPRS 6347, General Correspondence Files, Annual Single Number System by file subject, name of the correspondent or by geographical location.

    Search by file subject

    Researchers should first consult VPRS 12718 List of Index Headings, Annual Single Number System to get an overview of the subjects covered.

    Having selected the relevant subject heading from the list, the appropriate subject index cards filed under authority section in VPRS 12719 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 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.

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

  • Function / Content
    This series was created to provide access to correspondence files located in VPRS 6347 General Correspondence Files, Annual Single Number System by file subject, by name of the correspondent/organisations or by location.

    This series comprises subject index cards representing subject headings as allocated by VPRS 12718. List of Subject Index Headings and the cross reference section consisting of several sequences of author index cards and location cards.

    The cards recorded the file 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 12717 File Register and Movement Books, Annual Single Number System (?1967 to 1982)

    VPRS 12718 List of Index Headings, Annual Single Number System (?1967 to 1978)

    VPRS 12719 Index to General Correspondence Files, Annual Single Number System (?1967 to 1978)

    When correspondence was received or created, registry staff would consult the subject index "authority section" of the Index Cards located in VPRS 12719 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 Subject Index Headings located in VPRS 12718 (?1967 to 1978) 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

    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.

    From 1973 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 sequences 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.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
? 1967 - 1978 List of Index Headings, Annual Single Number System VPRS 12718
Controlled SeriesControlled Series
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Date Range Series Title Series Number
? 1967 - 1978 General Correspondence Files, Annual Single Number System VPRS 6347
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1978 Index to General Correspondence Files, Annual Single Number System VPRS 12716
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 - 1978 Open 2
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
? 1967 - 1978 List of Index Headings, Annual Single Number System VPRS 12718
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