Series VPRS 5722
Card Register to General Correspondence Files, Annual Single Number System I (Local Government Branch 1956-1958)
About this Series Related Series Accessing the records in this Series
Date Range: Series 1956 - 1965
  Series in Custody 1956 - 1965
  Contents 1956 - 1965
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
1956 - 1958 Public Works Department (previously the Department of the Commissioner of Public Works) VA 669
1958 - 1965 Local Government Department VA 601
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - 1996 Department of Planning and Development VA 3094
Description of this SeriesDescription of this Series
  • How to use the Records
    System of Arrangement/Control

    Chronologically by year then within each year numerically by registration (file) number.

    Function

    This series forms one part of the control system for the General Correspondence (VPRS 384) of the Local Government Department, previously the Local Government Branch of the Public Works Department. The cards were used to allocate and record file numbers.

    The cards are in numerical order within each year, with a new sequence beginning each year. The number on the top right corner of the card is the registration number of the correspondence. Once the correspondence was registered in the card register, the register number and subject matter appear to have also been recorded on an alphabetical index (see VPRS 10170).

    How to use this series.

    Researchers wishing to locate files for the period 1956 to 1958 should consult the alphabetical index to the correspondence (VPRS 10170). Aphabetical indexes for the period following 1958 are not in archival custody.

    Without the aid of an alphabetical index the cards from 1958 until 1965 have to be searched through individually year by year. Knowing the year the correspondence may have been sent will narrow the search.

    Researchers need to look in both consignments for files from the year 1957 as the date ranges overlap.

    Contents

    The register card itself has a heading, usually the name of a shire, city, town or borough but occasionally an organization, subject or simply initials. (These in some, though not all, cases refer to a person from whom the correspondence was received.)

    Under the heading is written the subject matter of the initial correspondence. This becomes the subject of the file and subsequent correspondence on the same matter is placed with the initial letter but is not recorded on the card register.

    There is on some cards, a number in the top left hand corner. This refers to a previous file dealing with the same matter. At the bottom of some cards is written "c/f". "c/fwd" or "carried forward" followed by a number, either an annual single number or a multiple number. This refers to a subsequent file.

    In these cases all correspondence on a particular matter will be found filed under the subsequent register number as at some stage a new file was created and registered and an earlier file on the same subject was incorporated into it. (ie. top numbered). It is difficult to tell exactly when this practice was commenced.

    At the top of some cards between the heading and the register number is an "X" followed by the name of the shire, city etc. Because it would be virtually impossible to cross reference like this within the card system itself it would appear to be a cross reference to another form of control of the correspondence, probably an alphabetical index. (As mentioned previously this is assumed because there is the alphabetical control, VPRS 10170, as well as numerical register control to the years 1957 to 1959).

    As the signatures indicate the cards also provide a record of file movement.

    P1 Consignment

    Consignment P/001 contains the register cards for the years 1964 and 1965 and follow Unit 14 of consignment P/000. During 1965 cards concerning M.M.B.W. planning scheme objections, although within the yearly numerical sequence, have been filed separately. These cards have then been given a further sequential number from objection 1 to 856. Also in this consignment are some cards for 1957. One group has register numbers from 2251 to 2954 and these follow on from Unit 2 of Consignment P/000. There is also another small group of cards numbered between 1 and 299 (though not all cards from this sequence). These cards appear to belong within Unit 1 of Consignment P/000 but there is no apparent reason why they have been separated. Prior to registration the P1 consignment was located on the "backlog pallets". It is not known how or when these records were transferred to the Public Record Office.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1956 - 1965 General Correspondence Files, Annual Single Number System I (Roads and Bridges Branch 1877-c1888; Local Government Branch c1888-1958) VPRS 384
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1956 Registers of Inward Correspondence (Roads and Bridges Branch 1877-1888; Local Government Branch c.1888-1956) VPRS 499
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
P0000 1956 - 1963 Open 25
P0001 1957 - 1965 Open 9
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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