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Series VPRS
7964
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Outward Letter Books
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| Date Range: |
Series |
1877 - 1989 |
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Series in Custody |
1877 - 1985 |
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Contents |
1877 - 1985 |
| 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
System of Arrangement/Control
Series: Volumes/lever arch binders have been numbered sequentially in chronological order according to the date of the letter copies contained within
Contents in Custody: 1877-1944 letter copies arranged chronologically and allocated an annual single letter number
1944-1981 letter copies arranged chronologically and controlled by a sequential index number
1982-1985 letter copies arranged chronologically and controlled by a sequential registration/index number.
Range of Control Symbols
Series: 1-812
Series in Custody: 1-726
Contents in Custody: 1877-1944 various
1944-1981 1-209601
1982-1985 562523--618510 (numbers from the same sequence were allocated to inwards correspondence also).
This series consists of copies of letters sent by the Melbourne Harbor Trust Commissioners (from 1978 known as the Port of Melbourne Authority), from the establishment of the agency in 1877, to 1989. The letters, which relate to the entire range of business conducted by the Harbor Trust Commissioners, have been maintained in two formats:
1877-1929 letter press copies bound in volumes
1929-1989 copies filed in lever arch binders.
Although additional copies of the letters may be found in VPRS 7972 General Subject Correspondence Files : Alphabetical, it is not certain that letters were consistently placed on the files.
The volumes, and later, the lever arch files, have each been numbered sequentially in chronological order from 1877 to 1989. The letters themselves, however, have been numbered in various ways throughout this period.
1877-1944: Each letter copy filed was given a Letter Number. Initially the numbering was based on an annual single number system, however, sometimes the numbering sequence would continue across years.
Although each letter copy was allocated a Letter No. it is not clear to what extent these Letter Nos. are significant to the retrieval of a particular letter. Between 1877 and 1903 (Letter Books 92 - 191) only the date range was recorded. Following the introduction of the Lever Arch Binders in 1929 (Book No.192) the Letter Numbers were again noted on the spine, however, this was soon replaced by the range of folio/page numbers contained within the book.
Indexes
Each page of each Letter Book was numbered and an index was created according to the name or title of the recipient of the letter. Although the allocation of page numbers varied between a single sequence per book to a sequence continuing across several books, each Letter Book nevertheless continued to have its own index located at either the front or the back of the book.
1944-1981: From 1 July 1944 the inclusion of a separate name index within each Letter Book was replaced by a separate name index card system. In conjunction with this each letter copy filed in the Lever Arch Binders was allocated a sequential number. Although each letter still had a Letter No., the arrangement of the letters in each folder was according to the sequential number which acted as the index number. Yhe control series for this period is therefore VPRS 7965 Outward Correspondence Name Index Cards.
1982-1989: From the beginning of 1982 a new correspondence filing system was introduced. At this time the number sequence by which the copies were indexed was discontinued (at No.209601) and the numbering of the copies thereafter became integrated with the sequential sequence used for registering inward correspondence. The first letter copy under this system was allocated No.562523.
In conjunction with this the use of separate name index cards for outward correspondence (VPRS 7965) and for inward correspondence (VPRS 7974) ceased, and the index became integrated.
The Letter Books, from May 1985, and index cards for the entire period have been, at 1989, retained by the Port of Melbourne Authority.
From July 1989 the outward letter copies have been filed in lever arch binders together with regular computer printout reports on all correspondence dealt with over a particular period. The Lever Arch Binders in which these have been placed have not yet been allocated a number in the continuing sequence, and at this stage they appear to represent the beginning of a new series.
Preservation Statement
The copies bound in volumes within this series are generally in a fair condition. The copies within the Lever Arch Binders vary in condition from poor to fair. In view of the delicate nature of all the copies it is requested that special care be taken when handling this series.
- Function / Content
- Recordkeeping System
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