Series VPRS 7972
General Subject Correspondence Files: Alphabetical
About this Series Related Series Accessing the records in this Series
Date Range: Series 1913 - By 1982
  Series in Custody 1913 - 1981
  Contents 1913 - 1981
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
1913 - 1978 Melbourne Harbor Trust Commissioners VA 2799
1978 - 1981 Port of Melbourne Authority VA 1426
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1978 - 1995 Port of Melbourne Authority VA 1426
1997 - 2003 Office of the Administrator VA 4086
2003 - cont Port of Melbourne Corporation VA 4028
Description of this SeriesDescription of this Series
  • How to use the Records
    System of Arrangement/Control

    Series: Alphabetical by subject title.

    Range of Control Symbols

    Series:

    This series consists of correspondence files maintained by the Melbourne Harbor Trust Commissioners (from 1978 known as the Port of Melbourne Authority) between 1913 and 1981. The subject correspondence filing system to which this series belongs appears to have been introduced on 5 February 1913, the day after a major reconstitution of the Melbourne Harbor Trust Commissioners took effect. The reconstitution reduced the number of Commissioners from 17 elected members to 5 appointed representatives and included the appointment of a full-time Chairman. The files which relate to all matter considered by the Commissioners, are the subsequent series to VPRS 7966 Inward Registered Correspondence Files: Sequential Number.

    Correspondence was enclosed within manilla-type file cover, on the outside of which was recorded the subject title and the date range of the items found within eg Buoys, Beacons and Moorings 1913 to 1926. It is not known how the subject based titles of the files were derived. No authorized list of subject terms or titles was extant at the time of transfer. The files primarily comprise:

    inward registered correspondence
    copies of outward correspondence
    internal memoranda
    internal branch/section/committee reports
    other relevant material such as extracts of minutes, plans or drawings.

    The internal branch/section/committee reports are a significant part of the agency's administrative process. In contrast to the internal memoranda, which have been primarily used to convey general information or instructions, the internal reports have been used for matters requiring either the sanction of the Executive Board or the approval of certain branch or section heads. Such sanction or approval has traditionally been required for such matters as: policy decisions, variations to procedures, and expenditure on capital works.

    Internal reports were allocated a report number using an annual single number system, with a separate sequence for each branch, section or committee from which the report had been received. Reports found within the files are controlled by VPRS 7975 Internal Report Registers.

    Under the general subject filing system individual letters were also allocated a registration number, upon receipt, in this case from a single continuing sequence. Each letter was pasted to a printed cover sheet upon which were recorded various details about the letter received and the action taken. A copy of the reply sent to any other relevant papers may also have been attached behind the cover sheet. A separate cover sheet was used for each letter received. Correspondence placed on the files can be accessed by either of the following controlling series:

    VPRS 7973 Inward Correspondence Registration Cards.
    VPRS 7974 Inward Correspondence Name Index Cards.

    Although the files were found in various locations at the time of transfer they have been inter-sorted into alphabetical order by subject title to reflect their original arrangement.

    It is evident, that at various times, routine administrative files from this series have been destroyed. An alphabetical register of files destroyed has been maintained by the agency, although it is not known how accurate or complete this register is.

    The files in this series ceased to be created at the end of 1981 when the filing system was succeeded by an alpha-prefixed multiply number clarification filing system which became operational from 1 January 1982.



    Preservation Statement

    The files within this series are mostly in a fair condition although some are in poor condition. For their continued preservation it is requested that they are handled with the usual care shown to archival materials.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1913 - 1981 Inward Correspondence Registration Cards VPRS 7973
1913 - 1981 Inward Correspondence Name Index Cards VPRS 7974
1913 - 1981 Internal Report Registers (Refer to VPRS 8637 Microfiche Copy for the period 1962 - 1987) VPRS 7975
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1913 Inward Registered Correspondence Files: Sequential Number VPRS 7966
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1982 General Correspondence Files, Multiple Number System VPRS 11008
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
P0001 1913 - 1981 Open 1722
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1913 - 1981 Inward Correspondence Registration Cards VPRS 7973
1913 - 1981 Inward Correspondence Name Index Cards VPRS 7974
1913 - 1981 Internal Report Registers (Refer to VPRS 8637 Microfiche Copy for the period 1962 - 1987) VPRS 7975
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