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Series VPRS
13181
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General Correspondence Files, Annual Single Number System, Estate Office/Property Group
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| Date Range: |
Series |
? 1913 - ? 1987 |
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Series in Custody |
1913 - 1987 |
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Contents |
1913 - 1987 |
| Public Access: |
Open |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | 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
To access private sidings administration files located in the P1 consignment of this series refer to VPRS 13184 General Index to Private Sidings Administration Files, Estate Office/Property Group.
To access town planning scheme files located in the P2 consignment of this series refer to VPRS 13186 General Index to Town Planning Scheme Files, Estate Office/Property Group.
Take note of the file reference number (annual single number with EO prefix) from the above index.
Refer to consignment details to retrieve the appropriate file located in this series.
- Function / Content
The Department of Railways was organised into various branches, each with its own separate registry and record-keeping systems dealing with its own activities and administration. The correspondence registered includes correspondence received from the public, other government departments, other railway branches including the Secretary's Branch. The Secretary's Branch correspondence referred to the Branch for action was registered in both systems and filed within the Secretary's correspondence series, ie VPRS 421, Secretary's Inward Registered Correspondence, Annual Single Number System.
This series documented the activities of the Estate Office/Property Group. The Group was responsible for the administration of the property estate, town planning and private sidings.
Private Sidings Administration
When an application for the construction of a private siding, accompanied by the preliminary deposit was received, the applicant or his representative was met by an engineer of the Way and Works Branch. The engineer ascertained the applicant's requirements, advised him as to best method of construction and prepared a plan and estimate of the cost. The plan was submitted to the General Superintendent of Transportation for his approval and for his views as to any conditions to be imposed in respect of the operation of traffic at the proposed siding. When this was returned duly completed a statement of the estimated cost, maintenance and conditions, under which the proposed siding would be constructed and operated was prepared and forwarded to the Chief Engineer of Way and Works for submission to the Commissioner. On approval the applicant was notified of the estimated cost and conditions and requested compliance therewith, and payment of the cost in advance.
The series in custody comprises files relating to private sidings administration (refer to P1 consignment) and town planning schemes (refer to P2 consignment).
P3 consignment contains one file bought at the Charles Leski Auctions. The file was part of Norm De Pomeroy, an ex railway employee's collection. The file appears to be part of the same record keeping system as this series.
Subsequent Series
The Estate Office (EO) files relating to private sidings administration were filed within this series until ? 1972. It appears that In 1972 the active files with EO prefix relating to private sidings administration were top numbered into the subsequent series VPRS 13263 General Correspondence Files, Annual Single Number System, Freight Services Branch. It is not known why some EO files continued to form part of VPRS 13263 without being top numbered.
The EO files relating to town planning schemes are also located in VPRS 13185 General Correspondence Files, Alphabetical System, Town Planning Section, Legal Services and Property Group. It appears that the town planning scheme files (with EO prefix) were at some stage (?1985) inter-sorted with an alphabetically arranged sequence of files relating to town planning schemes.
- Recordkeeping System
This series was controlled with an annual single number sequence and EO prefix. It appears that the files were created as part of the Secretary's correspondence filing system. However, It is not known when the correspondence registered and filed within the Secretary's correspondence system in VPRS 421 was top numbered into the Estate Office (E.O.) registry system (ie this series) The commencement date of this series has been imputed from the files in custody date range.
The recordkeeping system included the following series:
VPRS 13181General Correspondence Files, Annual Single Number System, Estate Office/Property Group, (this series),? 1931 to 1985
VPRS 13183 Index to Inward Correspondence Register, Annual Single Number System, Estate Office/Property Group (Sidings Administration) ?1936 to ?1972.
Register of Inward Correspondence, Annual Single Number System, Estate Office/Property Group (not extant) (Sidings Administration)
VPRS 13186 General Index to Town Planning Scheme Files, Town Planning Section ? 1939 to 1981.
VPRS 13184 General Index to Private Sidings Administration Files, Estate Office/Property Group, 1936 to 1976.
VPRS 13178 Outward Letter Books, Private Sidings Administration, Estate Office/Property Group ?1936 to 1982
Further research is required to document the record keeping system of the Estate Office/Property Group
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| Indexes and RegistersIndexes and Registers |
| Controlled SeriesControlled Series |
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| Subsequent SeriesSubsequent Series |
| List/s of records in this seriesList/s of records in this series |
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