Series VPRS 8189
Indexes to General Correspondence Files, Single Number System, Ports and Harbours Branch
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1967 - 1986
  Series in Custody 1967 - 1986
  Contents 1967 - 1986
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
1967 - 1983 Public Works Department (previously the Department of the Commissioner of Public Works) VA 669
1983 - 1986 Department of Transport (known as Ministry of Transport 1951 to 1992) VA 673
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1986 - 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
    This series provides several access points to general correspondence files located in VPRS 8191 and VPRS 8193. The indexes in this series provide access via general subject, name of correspondent and geographic location.

    General Subject Index, units 5 and 6 of the P1 consignment:

    Researchers with a specific or general subject enquiry, e.g., wharfage collection, workers' compensation, (under W); Missing or Stolen, reports of vessels, applications for Marine Courses, Motor Boating fund available to municipalities (under M) should consult the index cards in units 5 and 6 to get the file reference numbers to access the files located in VPRS 8191 and VPRS 8193.

    Correspondant Index, units 3 and 4 of the P1 consignment:

    Researchers searching for correspondence from a particular body, Associations/Boards/Clubs/Commissions/Councils/Companies or any State, Commonwealth or foreign Government or from persons should look through the index cards in units 3 and 4. Letters from "persons", i.e., members of the public were indexed alphabetically by surname and grouped together under "P" for Personal in unit 4.

    Location Index, units 1 and 2 of the P1 consignment:

    Researchers looking for any information which relates to a particular location, e.g., Queenscliff Lighthouse Keeper's residence, its maintenance or repair or construction of a bridge between Port Phillip and Churchill Island will be located under "Q" and "P" respectively. For information about files by location see units 1 and 2.

  • Function / Content
    This series comprises an accumulation of various indexes which together provide alternative points of access to the general correspondence files maintained by the Ports and Harbours Branch of the Public Works Department. The two correspondence series controlled are VPRS 8191 and VPRS 8193.

    The cards comprising each index are generally of a standard format although they have been used to record different details about the files depending on the nature of the index. It is believed that the various indexes were created simultaneously, beginning sometime after the cards were printed in 1967, and were maintained through to 1986 when the correspondence series ceased. Although the cards were not printed until 1967, they record details of files created prior to that date.

    References in the index to 'previous papers' provides evidence of the top-numbering of files from the annual single number sequence into the sequential number sequence.

    The following indexes are included within this series:

    Subject Index

    The subject index consists of a sequence of cards arranged in alphabetic order according to the first letter (A to Z) of the subject which is written at the top of each card. Within each alphabet division (i.e., A to Z) the cards have been numbered sequentially, to reflect the sequential arrangement of the file number entries on the cards, and are arranged in reverse number order so that the card which has entries for the most recent files always appears first within each alphabetic division, e.g. A7 - A1, B5 - B1, etc.

    Files may have been indexed under several subject headings. The letter/s under which the file was indexed was often recorded on the file registration cards - see VPRS 8190 and VPRS 8194.

    Correspondent Index

    The correspondent index consists of several sequences of cards arranged according to the name or title of the correspondent sending in the letter:

    Correspondent groups in alphabetical order, e.g. Associations, Board, Clubs.

    Government departments divided according to whether
    . Victorian Government
    . Other State Governments
    . Commonwealth Government
    . Foreign Governments

    Personal correspondents in alphabetical order by surname
    maritime authorities, e.g. Marine Board/Melbourne Harbour Trust, Commissioners, etc.

    Like the subject index, the cards are numbered sequentially within each division, reflecting the sequential order of the entries from earliest files to most recent files.

    Locality Index

    The locality index comprises cards arranged in alphabetic order according to the locality of the subject of the letter, and are also numbered sequentially and arranged in number order within each alphabetic division. Some common localities have a separate sequence of cards although most are entered in a miscellaneous sequence, e.g. Altona 1-3, Miscellaneous 'A' 1 - 3.

    Additional minor Indexes

    The following indexes usually only comprise of a couple of cards and follow the system of arrangement noted:

    * Floating Plan - Alphabetical by vessel name

    * Moorings - Chronological by date of letter

    * Permits to Use Wharves - Chronological by date of letter

    * Wharf Managers - Chronological by date of letter

    * Zoning - (System not identified)

    * Location - Alphabetical by locality (this index also includes Works Administration Branch project file numbers)

    * Jetties - Alphabetical by location of jetty.

  • 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
1967 - 1986 General Correspondence Files, Annual Single Number System, Ports and Harbours Branch VPRS 8191
1967 - 1986 General Correspondence Files, Single Number System, Ports and Harbours Branch VPRS 8193
Previous SeriesPrevious 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 1967 - 1986 Open 6
Indexes and RegistersIndexes and Registers
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