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Series VPRS 8193
General Correspondence Files, Single Number System, Ports and Harbours Branch
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1963 - 1986
  Series in Custody 1948 - 1990
  Contents 1935 - 1990
Public Access: Part 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
1963 - 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
1996 - cont Department of Infrastructure VA 3971
1996 - cont Office of the Administrator VA 4086
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 8194. 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 maintained by the Ports and Harbours Branch of the Public Works Department although they appear to have initially belonged to a wider Public Works Department correspondence filing system.

    The sequential number filing system within which these files were created appears to have commenced circa 1963 superseding an annual single number filing system in use since at least the 1940's (see VPRS 8191).

    It is evident that initially the file numbers were allocated to files relating to Ports and Harbours functions raised throughout the Public Works Department, however, from 1973 the file numbers (at this time in the 166,000's) appear to have been exclusively used for files created by the Ports and Harbours Division. The Division physically relocated to Exhibition Street, away from the Public Works Department Head Office location, around this time.

    The correspondence files comprise: inward letters, copies of outgoing letters, internal memoranda, working notes, plans and related papers. Other elements of the sequential number filing system include a series of file registration and movement cards (see VPRS 8194) which provide details of the top-numbering of files by referring to "Original Papers"; and an accumulation of indexes which attempt to provide at least three points of access to the files by subject, location, and correspondent (see VPRS 8189).

    In anticipation of the integration in 1986 of the Ports and Harbours Division with the three Port Authorities at Melbourne, Geelong and Portland, all the files were sorted into four categories and disposed of as follows:

    1) files which were no longer considered active were stamped "archived" (as was the registration card and index entry) and were transferred to the Port of Melbourne Authority's Document Store

    ;2) active files relating to matters within the jurisdiction of the Port of Melbourne Authority were transferred to the Port of Melbourne Authority registry

    ;3) active files relating to matters within the jurisdiction of the Port of Geelong Authority were sent to the Port of Geelong Authority; and,

    4) active files relating to matters within the jurisdiction of the Port of Portland Authority were sent to the Port of Portland Authority.

    (Note: Some of the files within the final three categories will have been top-numbered into the current filing systems in use at the three Port Authorities.)

    The P1 consignment of this series comprises all the files in the first category and those files from the second category which were not top-numbered into the current alpha-prefixed multiple number filing system in use at the Port of Melbourne Authority.

    Note: The series also contains files with an alpha prefix, i.e., 'P' for property files related to Ports and Harbours Division which were maintained separately. A separate set of cards which provided access to these files, namely, VPRS 8194 Registration Cards for General Correspondence Files, Single Number System, Ports and Harbours Branch.

  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1963 - 1986 Registration Cards for General Correspondence Files, Single Number System, Port and Harbours Branch VPRS 8194
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
- 1963 General Correspondence Files, Annual Single Number System, Ports and Harbours Branch VPRS 8191
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 1938 - 1986 Open 434
P0002 1958 - 1990 Open 2
P0003 1935 - 1981 Closed 10
P0004 1948 - 1986 Open 3
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1963 - 1986 Registration Cards for General Correspondence Files, Single Number System, Port and Harbours Branch VPRS 8194
1967 - 1986 Indexes to General Correspondence Files, Single Number System, Ports and Harbours Branch VPRS 8189
More research resourcesMore research resources

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