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Series VPRS 805
Inward Registered Correspondence
About this Series Related Series Accessing the records in this Series
Date Range: Series By 1881 - ? 1960
  Series in Custody ? 1881 - ? 1953
  Contents ? 1881 - 1980
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
1944 - ? 1961 Trustees of the National Gallery of Victoria VA 3119
1960 - ? 1961 State Library of Victoria VA 2923
By 1881 - ? 1961 National Gallery of Victoria VA 930
By 1881 - 1944 Trustees of the Public Library, Museums and National Gallery of Victoria VA 912
By 1881 - 1960 Public Library of Victoria VA 913
By 1881 - By 1961 National Museum of Victoria VA 431
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1960 - cont State Library of Victoria VA 2923
By 1881 - cont National Gallery of Victoria VA 930
By 1983 - cont Council of the Museum of Victoria (from 1997 known as Museums Board of Victoria and from 1998 also known as Museum Victoria) VA 3152
Description of this SeriesDescription of this Series
  • How to use the Records
    1881 -- 1904

    Consult VPRS 801 Index to inward registered correspondence to identify items of interest. Note the correspondence number/s. Then consult the Consignment Details for the P000 consignment of this series (VPRS 805) and retrieve the items.

    1905 -- ?1946

    Consult the Consignment Details for this series (VPRS 805) to identify units or items of interest and then retrieve them. If the units or items do not contain the letter you are seeking consult VPRS 801 and VPRS 800 Register of inward correspondence to conduct a more thorough search. Note the correspondence or file number/s, and then locate the file in this series (VPRS 805) and retrieve it.

    ?1946 -- 1980

    Consult the Consignment Details to identify items of interest.

  • Function / Content
    Subject to further research, this series comprised general correspondence of VA 913 Public Library of Victoria (from 1960, VA 2923 State Library of Victoria), VA 930 National Gallery of Victoria, and the respective Trustees of those agencies.

    The series contains records of a range of administrative activities, including the Felton Bequest to the National Gallery of Victoria.

  • Recordkeeping System
    It is not certain which agencies recorded this series. The Public Library of Victoria (from 1960 the State Library of Victoria), the Museum and the National Gallery of Victoria were located in the same building until 1968, and the administrative relationships between them have not been researched. This series and the register and index that control it contain records of all of the agencies. In addition, the relationships between the above-mentioned agencies and their Trustees have not been researched.

    Inward correspondence received a "Public Library of Victoria" registration stamp until the late 1940s, while correspondence from the late 1940s was stamped either "Public Library of Victoria" or "Public Library, National Gallery and Museums". All extant file covers (from 1881) were headed "Public Library, National Gallery and Museums". Many inward letters were addressed to "The Chief Librarian and Secretary, Public Library, Museums and National Gallery of Victoria".

    The date range of the series has not been ascertained. The controlling register, VPRS 800 Register of inward correspondence, is extant for the period 1870 to 1938 (though the volumes in VPRS 800 for the early 1880s do not appear to register correspondence in this series). The index, VPRS 801 Index to inward registered correspondence, is extant for the period 1880 to 1946. The earliest piece of correspondence in PROV custody is dated 1881. The latest item in PROV custody is dated 1980, while the latest item with a registration stamp on it is dated 1953. It is possible that other series in PROV custody comprise pre-1881 correspondence that belongs in this series, although that has not been researched. The arrangement of records in these other series appears to be similar to the arrangement of part of this series. Series containing earlier correspondence are listed in sections 3.3.6 and 3.3.7 of the List of Holdings 1985.

    Correspondence in VPRS 805 was registered in VPRS 800 Register of inward correspondence and most of it was indexed in VPRS 801 Index to inward registered correspondence. From 1881 until 1904 each piece of correspondence received and a copy of the response were placed in a foolscap cover that recorded the registration number of the inward correspondence, the date of the letter, the date of receipt and a precis of the subject matter. The covers were then stored in number order. Records in this sequence comprise units 115 to 234 of the P0000 consignment.

    Correspondence received from 1905 -- ?1946 continued to be registered and indexed in the same way but filed differently. If a letter was received on a new subject and it was thought that further papers on the subject would be received , the initial letter and a copy of the response was filed between covers as previously. Further papers were added as they were received, and in this way subject files were created. If no further papers on a subject were expected the initial letter and copy of the response was filed alphabetically by correspondent name. The subject files, filed alphabetically, now comprise units 1 to 114 of the P000 consignment, and the letters filed by correspondent may be found in VPRS 10276/P, in which there are three alphabetical sequences -- 1905 to about 1930, 1905 to 1945 and 1905 to 1926.

    Records that now comprise the P0004 consignment were reorganised by the National Gallery of Victoria in October 1970. Following that reorganisation, the boxes that the records were stored in were numbered according to a two-number system. The first part of a number denoted a subject, while the second part was a box number. For example, "3" denoted "exhibitions and catalogues". There were 15 boxes of exhibitions and catalogues material, which meant that they were numbered 3/1 to 3/15. These numbers have been retained in the Consignment Details for the P0004 consignment, although they are not necessary for retrieving records at PROV.

    When the National Gallery of Victoria was preparing the P0004 consignment for transfer to PROV some records relating to the Felton bequest were removed for further reference at the Gallery (these records had been in boxes 2/1 to 2/39). Also, records in boxes that did not have any NGV reference numbers were added to the end of the consignment (now units 33 to 35).

    The series appears to have ceased in the early 1950s, being replaced by a system in which in inward correspondence was not registered or controlled centrally. Rather, each senior officer kept an accumulative series of correspondence subject files. These later series included VPRS 12730 Director's Ccorrespondence, Two-number System, VPRS 12731 Director's General Correspondence Subject Files, VPRS 12732 Deputy Director's General Correspondence Subject Files, VPRS 12978 Assistant Director's Correspondence Files, Subject Series (from about 1968), VPRS 13116 Administration Files (from about 1959) and VPRS 12973 Outward Correspondence.

    There is no P0001, P0002 or P0003 consignment of this series.

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
? 1889 - ? 1951 Subject Index to Inward Registered Correspondence (Records Not Transferred) VPRS 14572
By 1881 - ? 1938 Register of inward correspondence VPRS 800
By 1881 - ? 1946 Index to Inward Registered Correspondence VPRS 801
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
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - ? 1953 Director's Correspondence, Two Number System VPRS 12730
0 - ? 1953 Deputy Directors' General Correspondence Subject Files VPRS 12732
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
P0000 ? 1881 - ? 1953 Open 226
P0004 1928 - 1980 Open 35
P0006 ? 1905 - ? 1945 Open 194
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
? 1889 - ? 1951 Subject Index to Inward Registered Correspondence (Records Not Transferred) VPRS 14572
By 1881 - ? 1938 Register of inward correspondence VPRS 800
By 1881 - ? 1946 Index to Inward Registered Correspondence VPRS 801
More research resourcesMore research resources

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