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Series VPRS 8118
Outward Letter Books
About this Series Related Series Accessing the records in this Series
Date Range: Series By 1867 - 1987
  Series in Custody 1856 - 1987
  Contents 1856 - 1987
Public Access: Open
Location: Ballarat
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1867 - 1987 Ballaarat (Municipal District 1855-1863; Borough 1863-1870; City 1870-1994) VA 478
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1994 - cont Ballarat II (City 1994-ct) VA 3731
Description of this SeriesDescription of this Series
  • How to use the Records
    Refer to the consignment lists to identify a volume for the period of interest.

    Volumes for the period 1867 to 1986 contain indexes at the start of each volume which provide an alphabetical listing by the name of the person or organisation to whom each letter was sent, and give a reference number which is in effect a page number.

  • Function / Content
    These volumes are bound copies of all outwards correspondence of the municipality of Ballarat.

    When a letter was despatched from the Ballarat Council a copy was added to this series of outward letters. The correspondence was arranged chronologically by date of letter and subsequently bound into volumes.

    From February 1986 the letter copies were arranged in folders. Dividers were used to separate letters into an alphabetical sequence based on the name of the person or organisation to whom each letter was sent. Within each alphabetical division the letters were not arranged strictly chronologically. However, each folder contains the correspondence for just one month. The folders do not include an index to their contents.

    Related Inwards Correspondence

    References to related correspondence files first appear on letter copies on 8 February 1971. These files are located in VPRS 2500 General Correspondence Files.

    Contents

    The correspondence relates to a wide range of matters for which the council was responsible or in which it had an interest. This included the valuation of property, approval of building proposals, provision of community services, engineering, collection of rates and town planning. The letters are signed by the Town Clerk, City Engineer, Mayor, Community Services Officer, etc.

    Copies of these letters should also be located on the General Correspondence Files (VPRS 2500). In 1987 Council ceased to produce separate letter book copies of outgoing correspondence.

  • Recordkeeping System
    The series is arranged chronologically. Until January 1986 this was chronologically by the date of letter. From February 1986 letters for each month are arranged into alphabetical divisions by name of recipient.

    Volumes for the period 1867 to 1986 contain indexes at the start of each volume which provide an alphabetical listing by the name of the person or organisation to whom each letter was sent, and give a reference number which is in effect a page number. These numbers appear sequentially on each letter in the volume. No references are made to letters in other volumes.
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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1921 Outward Letter Books VPRS 8117
Subsequent SeriesSubsequent Series
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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 1861 - 1987 Open 190
P0002 1861 - 1864 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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