Series VPRS 8197
General Correspondence Files, Multiple Number System II
About this Series Related Series Accessing the records in this Series
Date Range: Series 1976 - 1994
  Series in Custody 1976 - 1994
  Contents 1946 - 1995
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
1976 - 1982 Department of the Premier (also known as Premier's Department 1960-1982) VA 2717
1982 - 1994 Department of the Premier and Cabinet VA 1039
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1982 - cont Department of the Premier and Cabinet VA 1039
Description of this SeriesDescription of this Series
  • How to use the Records
    The files in this series are arranged according to a multiple number system. The file classifications are primarily based on ministerial portfolios at State and Commonwealth level and various non-government headings, eg Religion, Conferences, Finance Industry, banks, etc.

    There are various means of access:

    -- By subject of the file: Consult the Subject Index, VPRS 9810, to obtain a file number.

    -- By name of the correspondent: Consult the Proper Name Card Index, VPRS 9811, to obtain a file number.

    -- By file number and title: Consult the Consignment Details for this series (VPRS 8197) to identify the unit (box) which contains the file you require.

  • Function / Content
    This series consisted of general correspondence files containing letters received and copies of letters sent by the Premiers Department (VA 2717) from 1976 until 1982 and by the Department of the Premier and the Cabinet (VA 1039) from 1982 until 1994.

    This series commenced in 1976 when the existing multiple number filing system was altered. The previous system, based on general subject headings, was replaced by a multiple number system based primarily on ministerial portfolios. The files created under the previous system are located in VPRS 7614.

    This series (VPRS 8197) was, in turn, replaced in 1994 by a subject based classification system, VPRS 12549 General Correspondence Files, Multiple Number System III.

    The nature of the correspondence and the classification system reflected the agency's administrative responsibility for a wide variety of functions. A major part of the series consisted of files of correspondence exchanged with other Victorian Government Departments. As the agency was the administrative unit serving the head of the Government, the files also documented the Victorian Government's relations with the Governor, other States and the Commonwealth Government. Less common were files comprising correspondence received from and sent to individuals and organisations (associations, authorities, boards, commissions, companies, councils, members of Parliament, municipal organisations, etc).

  • Recordkeeping System
    Document-level control

    Every incoming letter was registered and was allocated a sequential registration number. The number was allocated from a series of Registration Cards until early 1991. From February 1991 the document registration process was automated and a new sequence of registration numbers commenced. Details recorded during the registration process included :

    -- registration number (sequential number)
    -- date of registration
    -- date letter received
    -- name of the person/organisation
    -- nature of communication
    -- file number to which the letter was filed.

    The Registration Cards were not located at the time of the transfer of the P6 consignment of this series in 1996.

    File-level control

    Classification and registration of files was achieved using a multiple number system based around ministerial portfolios.

    Primary classification numbers were allocated to each State and Commonwealth portfolio and to various non-government sections; eg Department of Agriculture had numbers 1 to 29 and Ministry for the Arts 39 to 59. Within each primary classification secondary numbers were allocated to broad subject areas, eg Acts, Policy, Administration, etc. The tertiary number referred to a specific file title, eg Essential Services Act under a secondary heading Acts.

    The original list of authorised headings was not located in 1996.

    As part of the record keeping system a Proper Name Card Index (VPRS 9811) and a Subject Card Index (VPRS 9810) were created. The Name Index was created for retrieval of correspondence by the name of the correspondent. The manual process of creating a card for every individual correspondent was computerised in the early 1990s. The Subject Index was created to provide subject access to the files.

    A record of file movement was kept on File Movement Cards located in (VPRS 9812).

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1976 - 1990 Proper Name Card Index to General Correspondence Files, Multiple Number System II VPRS 9811
1976 - 1994 Subject Card Index to General Correspondence Files, Multiple Number System II VPRS 9810
1976 - 1994 File Movement Record Cards, Multiple Number System II VPRS 9812
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
- 1976 General Correspondence Files, Multiple Number System I VPRS 7614
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1994 General Correspondence Files, Multiple Number System III VPRS 12549
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 1973 - 1985 Open 1079
P0002 1973 - 1985 Closed 5
P0003 1970 - 1992 Closed 981
P0005 1982 - 1990 Closed 7
P0006 1956 - 1992 Closed 690
P0007 1946 - 1992 Closed 105
P0008 1975 - 1994 Closed 7
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1976 - 1990 Proper Name Card Index to General Correspondence Files, Multiple Number System II VPRS 9811
1976 - 1994 Subject Card Index to General Correspondence Files, Multiple Number System II VPRS 9810
1976 - 1994 File Movement Record Cards, Multiple Number System II VPRS 9812
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