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Series VPRS 7975
Internal Report Registers (Refer to VPRS 8637 Microfiche Copy for the period 1962 - 1987)
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Date Range: Series 1913 - 1987
  Series in Custody 1913 - 1987
  Contents 1913 - 1987
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 - 1987 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 : generally separate volumes were used to register reports from a particular officer/branch/committee although sometimes a single volume was used for more than one area.

    Contents in Custody : reports were allocated numbers in chronological order using an annual single number system.

    Function/Contents

    This series consists of registers of internal reports received by the correspondence clerk of the Melbourne Harbor Trust Commissioners (from 1978 known as the Port of Melbourne Authority) from the various branches and committees of the agency. The registers date from the introduction of the general subject filing system in 1913 and generally provide the following details:

    report number
    date of report
    date filed (in the 'File No.' column)
    subject of the report
    how dealt with (ie. the subject title under which the report has been filed).

    Note: The later Police Reports are an exception to this, in that they provide details about the offender, the nature and date of the offence, the date on which prosecution was approved, the extent of the fine and other related details.

    System of Arrangement/Control

    All reports were allocated registration numbers using an annual single number system. A separate sequence of numbers was used for each branch or committee. For example, the Harbor Master's Report No.7/13 indicates it was the 7th report received from the Harbor Master in 1913. However, the Engineer, the Treasurer, the Secretary and the Estate Officer will all also have had a report allocated with the number 7/13 in the same year.

    Reports were primarily used for matters requiring either the sanction of the Executive Board or the approval of branch/section heads and were filed with the inward correspondence. These registers therefore are a controlling series for VPRS 7972 General Subject Correspondence Files: Alphabetical and its subsequent series which is still (as at 1993) in the custody of the Port of Melbourne Authority.

    Although internal reports continue to be a significant aspect of the administrative process of the agency they ceased to be registered after December 1987.



    Preservation Statement

    The volumes within this series are generally in a fair condition. For their continued preservation it is requested that they be handled with the usual care shown to archival materials.

    The register of Appeal Committee Reports (Unit 21) is an exception. It is in poor condition and shall therefore require special care when handling.

  • 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 Internal Report Registers I VPRS 11248
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 - 1987 Open 77
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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