Series VPRS 7974
Inward Correspondence Name Index Cards
About this Series Related Series Accessing the records in this Series
Date Range: Series 1913 - 1981
  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
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: Set 1 cards arranged in alphabetical order by name/title of correspondent

    Set 2 separate alphabetical sequences for:
    - State Schools
    - High Schools
    - Technical Schools
    - Universities

    Set 3 separate sequences for the following subjects:
    - Applications for Employment
    - Public Relations (Port) Tours

    Contents in Custody : entries on cards made in chronological order by date of receipt of letter

    This series consists of an alphabetical card index to the names or titles of individual persons or organizations from whom correspondence was received by the Melbourne Harbor Trust Commissioners (from 1978 known as the Port of Melbourne Authority) between 1913 and 1981. This index is part of a general subject correspondence filing system introduced 5 February 1913 following a major reconstitution of the Melbourne Harbor Trust Commissioners resulting in the appointment of a full-time Chairman.

    It is a subsequent series to VPRS 7969 Inward Correspondence Name Index.

    The name and address of the correspondent was entered at the top of each card and the following details were then recorded for each letter received:

    - date of letter
    - subject or precis
    - correspondence number (i.e. registration No.)
    - subject title under which letter has been filed.

    Each card could take up to 32 entries - 16 entries per side.

    The cards also have a numerical tab system. While most cards are numbered '1', if more than one card was required for a particular correspondent the cards were numbered sequentially. For example, the 44 index cards used for correspondence received from the Commonwealth Bureau of Census and Statistics are numbered 1 to 44.

    While most of the cards are held in drawers arranged in a single alphabetical sequence there are separate sequences of cards for the following educational institutions:

    - State Schools
    - High Schools
    - Technical Schools
    - Universities

    It is also evident that some cards were used to record common entries by subject rather than by the name of the correspondent. Entries appear on these cards chronologically. Two significant subjects identified were 'Applications for Employment' and 'Port Tours'.

    It is not certain how complete the series is. Cards were evidently removed from the index at various times for two main reasons: either the files they related to were destroyed: or no action was taken on the card for a significant time. Some of the cards will have been destroyed, while others were stored separately. Three boxes of cards which were removed and stored separately have been intersorted back into the main sequence prior to the transfer of the P1 consignment of this series to Laverton.

    This series provides one point of access to VPRS 7972 General Subject Correspondence Files: Alphabetical. Correspondence placed on the files can also be accessed via VPRS 7973 Inward Correspondence Registration Cards, which allows for retrieval of letters by their date of receipt or registration number. A separate controlling series, VPRS 7975 Internal Report Registers, can be used to retrieve internal reports placed on the files.

    In late 1981 a new card format was introduced although no changes to the system are evident. From the beginning of 1982, however, an alpha-prefixed multiple number classification filing system was introduced, and the new format index cards came to be used to record both inward and outward correspondence on the one card, hence signifying the end of this series. The subsequent series has, at 1989, been retained by the Port of Melbourne Authority (previously known as the Melbourne Harbor Trust Commissioners).


    Preservation Statement

    The cards within this series are generally in a good condition. For their continued preservation it is requested that they be 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
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1913 - 1981 General Subject Correspondence Files: Alphabetical VPRS 7972
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1913 Inward Correspondence Name Index VPRS 7969
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
P0001 1913 - 1981 Open 45
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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