General Correspondence Files, Annual Single Number System
||? 1967 - ? 1982
||Series in Custody
||1973 - 1982
||1967 - 1987
|Format of Records:
|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
Files in this series were arranged under an annual single number system. Retrieving records from this series requires the use of different control records created during two discrete periods 1967 to 1978 and 1978 to 1982.
?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 were looking for files relating to individuals/organisations/government departments/municipal councils/Member(s) of Legislative Council (M.L.C.) or Member(s) of Legislative Assembly (M.L.A.) then consult the appropriate sequence of author index cards and location index cards, 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 were 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.
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 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 constituted the general correspondence of the Ministry of Transport (VA 673). This series documents the following functions of the Ministry:
To develop, improve and coordinate the provision of transport services,
To formulate transport policies and performance targets,
To develop, coordinate and implement strategic plans and resource budgets for the Ministry and the Authorities,
To develop, implement and monitor corporate financial management control techniques,
To provide property services for the development and sale of property of the Authorities, and
To provide project management services.
- Recordkeeping System
The general correspondence files of the Ministry of Transport were registered and controlled within an annual single number system.
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 (1973 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-(?1967-1978) and subject index cards section of VPRS 12716 (1978 to 1982) Index cards to determine whether a file on the subject had been registered previously. If a file existed, the correspondence was 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 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', and also cross referenced under 'S' for Smith in the proper name index and 'S' for Sunshine in the geographical index.
During the period ?1967 to 1978, the index cards were originally arranged in two sequences. In the first sequence the cards were arranged in "authority" sections with related subject headings. The authority section comprised index cards filed under separate transport authorities, e.g., Railways, Tramways, Country Roads Board, Transport Regulation Board, Melbourne Underground Railway Loop Authority, Road Construction Board and the Ministry.
The second sequence 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 , i.e., proper name, M.L.C.'s, M.L.A.'s, Municipalities, names of organisations (associations, boards, committees, unions, etc.), 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 colour file cover/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 in a new system based on multiple numbering system replaced the annual single number system in ? 1982. For subsequent files see VPRS 12637 General Correspondence Files, Multiple Number System.
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