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Series VPRS
14673
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Keyword Index Cards to General Correspondence Files (Master Microfiche Copy of VPRS 9468)
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| Date Range: |
Series |
? 1984 - ? 1987 |
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Series in Custody |
? 1984 - ? 1987 |
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Contents |
? 1928 - By 1987 |
| Public Access: |
Closed |
| 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
This series comprises master microfiche copy of VPRS 9468 Keyword Index Cards to General Correspondence. The cards indexed subjects in correspondence and files comprising VPRS 6008 General Correspondence Files, Annual Single Number Systems, which were requested frequently after about 1940. It does not index all correspondence or files in VPRS 6008. Subjects are indexed for the whole period, while names are indexed only up to 1958 - refer to VPRS 9470 Nominal Index Cards to General Correspondence Files for later entries (period 1958 - 1987).
This series comprises master microfiche copy and as such is withheld from public inspection for preservation reasons.
- Function / Content
The Keyword Index Cards indexed frequently requested correspondence and files in VPRS 6008 General Correspondence Files, Annual Single Number Systems. The series was created to facilitate retrieval of files and eliminate the need to tediously search for files using a number of other controlling records in existence at the time. Correspondence and files were indexed in this series only as the need arose - if it was likely that they would be needed again.
Microfiche copies appear to have been made in the mid 1980s. At that time, the Rural Water Commission was experimenting with the introduction of microfiche to many sectors of the agency.
- Recordkeeping System
*Original Records
Compilation of index cards apparently began in the early 1940s in order to provide an informal tool for retrieving frequently used correspondence. It was quicker to look up a single lexicographical sequence of keywords than it was to search the classified registration cards and other records whose primary purpose was registration and control rather than retrieval - see VPRS 6009 Classified Registration Cards for General Correspondence (to 1958), VPRS 6012 Attachment Books (to 1958), VPRS 9472 Classified Registration Cards for General Correspondence Files (1958 - 1987) and VPRS 9469 Registration and Location Cards for General Correspondence Files (1958 - 1987). Using these records to retrieve correspondence and files would have been thorough but slow and tedious.
Using VPRS 6009 and VPRS 6012 to retrieve correspondence received before October 1958 was particularly tedious. Accordingly, after a long search for a particular item using VPRS 6009 and VPRS 6012 the top correspondence number was recorded in this series so that it would not have to be searched for again.
The series arranged keywords in correspondence lexicographically by subject, with each card or couple of cards representing a subject. Each card or group of cards provided the most recent correspondence or file number for the subject. For each subject indexed, the cards provided the correspondence or file number and a very brief prcis of the letter or files content. If a card referred to a file which was subsequently closed and superseded, the superseding file was noted in red.
At some point, possibly in about 1960, the series was split into two sequences. It is possible that the cards relating to files that have not been requested for a number of years were simply separated from the other ones - still in frequent use. It appears that at this stage, the series was incorporated into the State Rivers and Water Supply Commissions formal recordkeeping system. It was maintained and used until superseded by a computerised system in 1987 - see VPRS 9473 RMS Data Base for the Management and Control of General Correspondence Files. From 1958 the names of persons and organisations were indexed separately from this series in VPRS 9470 Nominal Index Cards to General Correspondence Files.
When the cards were transferred to the Public Record Office in 1995 the two sequences were left as they were because that arrangement represented the way the agency maintained this collection. Thus the first three boxes of the consignment generally contain references to files created and/or requested after about 1960, while cards in boxes four to eight generally refer to correspondence or files created before 1960. It must be pointed out, however, that both sequences contain some entries for correspondence or files dating back to the 1930s-1940s. The probable reason for this might be that some of the cards from the pre 1960 sequence were re-activated and inserted in the other, actively used sequence as the relevant correspondence was requested. At the same time, the sequence containing cards relating to predominantly pre 1960s correspondence contains references to later files. Effectively, both alphabetical sequences should be searched.
This series was referred to by the agency as the white index or white index cards.
*Microform copies - this series
At least one microform copy of the original cards was made in the mid 1980s, when the agency was experimenting with the use of microform technology. This series comprises the master microfiche copy of both sequences of cards. However, it is not known whether reference microform copies of this series were ever created or used by the agency.
Most entries in unit 1 refer to 1960 - 1987 cards, while unit 2 comprises mostly pre-1960 entries.
The microfiche copies reliability and completeness are questionable. A cursory comparison of some fiche against the originals shows that some cards were copied out of their lexicographical sequence. Further, the date of the copy is not known, and it is possible that it does not contain all entries added before the original card series ceased in 1987.
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