Series VPRS 8191
General Correspondence Files, Annual Single Number System, Ports and Harbours Branch
About this Series Related Series Accessing the records in this Series
Date Range: Series By 1941 - ? 1963
  Series in Custody By 1941 - 1963
  Contents 1941 - 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
1941 - 1963 Public Works Department (previously the Department of the Commissioner of Public Works) VA 669
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
1995 - 2003 Office of the Administrator VA 4086
2003 - cont Port of Melbourne Corporation VA 4028
Description of this SeriesDescription of this Series
  • How to use the Records
    Researchers may obtain a relevant file number by:

    (1) Consulting the Indexes to General Correspondence Files in VPRS 8189. These indexes provide access by subject, by location and by name of correspondent (refer to the series text for that series for instructions regarding use).

    (2) Scanning the Registration Cards in VPRS 8190. These cards record the file number, the subject and title of the file and the letter of the alphabet under which the file has been indexed. The cards are arranged in file number order.

    (3) Consulting the Records Description List for this series which provides the file title, file reference number and the relevant unit number required for retrieval of the file.

  • Function / Content
    This series consists of correspondence files relating to Ports and Harbours functions which were evidently created by the General Correspondence Branch of the Public Works Department (VA 669), but which were maintained within the Ports and Harbours Branch of that Department.

    Although the Ports and Harbours Branch had previously had its own correspondence registration system (see VPRS 8192), these files were evidently allocated file numbers from an annual single number filing system used throughout the wider Department. Nevertheless they were distinguished from general departmental files by the prefix P and H preceding the file number. New files were created from at least 1941 until 1963, after which the annual single number filing system was superseded by a single number filing system and hence the subsequent series is VPRS 8193. While there is evidence that many files were top-numbered into the subsequent system, there is also evidence that papers were added to the annual single number files up to circa 1980.

    The files in custody (i.e. in the P1 consignment) have file numbers ranging from 1941/538 to 1963/1079. Because these files were part of a larger filing system the range of file numbers is not complete.

    The files comprise: inward letters; copies of outgoing letters; internal memoranda; notes; plans and related papers.

    Control Records

    Other elements of the annual single number filing system included: a series of registration and movement cards (see VPRS 8190), which provide details of the top-numbering of files by referring to 'original papers'; and an accumulation of indexes which were evidently not contemporaneous with the files, but which nevertheless provide access to the files by subject, location and correspondent (see VPRS 8189). It is hoped that further clarification of the relationship between these files and the wider Department filing system may be possible if general Departmental files for the same period can be located.

  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1945 - 1963 Registration Cards for the General Correspondence Files (Port and Harbours Branch) : Annual Single Number VPRS 8190
1967 - 1986 Indexes to General Correspondence Files, Single Number System, Ports and Harbours Branch VPRS 8189
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
- 1963 General Correspondence Files, Single Number System, Ports and Harbours Branch VPRS 8193
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 1941 - 1980 Open 19
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1945 - 1963 Registration Cards for the General Correspondence Files (Port and Harbours Branch) : Annual Single Number VPRS 8190
1967 - 1986 Indexes to General Correspondence Files, Single Number System, Ports and Harbours Branch VPRS 8189
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