Public Record Office Victoria online catalogue

Series VPRS 8318

General Correspondence Files, Annual Single Number System II

Date Range:	Series	1974 - 1990
	Series in Custody	1959 - 1988
	Contents	? 1959 - 1988

Public Access:	Closed
Location:	North Melbourne

Format of Records:

Physical

Agency which created this SeriesAgency which created this Series

Display entries per page

Date Range

Agency Title

Agency Number

1974 - 1990

Local Government Department

VA 601

Agency currently responsible for this SeriesAgency currently responsible for this Series

Display entries per page

Date Range

Agency Title

Agency Number

2014 - cont

Public Transport Victoria

VA 4968

2015 - cont

Department of Economic Development, Jobs, Transport and Resources

VA 5034

Description of this SeriesDescription of this Series

How to use the Records
As at January 1998 five permanent consignments of the series have been transferred to Public Record Office custody.

The Records Description List for the P1 consignment does not include file titles. Researchers wishing to use this consignment will have to examine it box by box until such time as the indexes are transferred by the agency or further arrangement and description is done on the records.

The Records Description Lists for the P2, P3, P5 and P6 consignments list the files in file number order and include the file title.
Function / Content
This series contains inward and copies of outward correspondence of the Local Government Department (VA 601). Files in this series either relate specifically to a particular municipality or are of a more general administrative nature.

A large portion of the correspondence relates to the Building Regulations Committee (B.R.C.) which approved extensions, modifications and subdivisions. Other examples include audit reports, applications for subsidies, files on amendments to the Local Government Act, compulsory acquisition of land, planning permits and consent to sell land.
Recordkeeping System
Files in this series are arranged in an annual single number sequence . A number from 1 to infinity was allocated regardless of category/subject matter and is prefixed by the year of creation. At the start of each calendar year the first file number allocated reverts back to 1. It is possible that the File Movement Cards served as a register and were used to allocate file numbers.

Card Indexes exist for this series; for the municipal correspondence files (VPRS 8813) and the general correspondence files (VPRS 8812) but as at July 1998 these indexes have been retained by the Office of Local Government.

The file title of a municipal file is made up of three parts: the name of the municipality concerned, the secondary heading and the actual subject matter of the file. Examples of secondary headings are:

audit
compulsory acquisition of land
rates
roads.

For example a letter to the department regarding the closure of a road in the City of Melbourne would include in the file title the name of the municipality (Melbourne) the secondary subject (Roads) and the subject matter (in this case a letter from Mr X regarding the closure of street Y).

General files were created for more routine administrative matters and do not relate to a specific municipality. The file title of a general file is made up of two parts. A secondary heading and the title of the actual subject matter of the file. Examples of secondary headings used are:

Public Service Board, (names of government bodies)
departmental accounting
general valuations
personnel.

For example, a memorandum to the Secretary of the department from the Public Service Board regarding changes in recruiting practices would include in the file title the secondary heading (Public Service Board) and the subject matter (in this case changes to the recruiting process).

File movement is recorded on the cover.

Contents Date Range

This series contains some re-registered (or "top-numbered") files and correspondence from the previous multiple number system, VPRS 5397. On the cover of some files the previous registration number from the multiple number system has been crossed out and the new annual single number stamped above it. In other cases the first document placed on the new file is the cover of the previous file.

In 1990 a new computerised registry system was introduced using Rec-Find records management software. As a consequence many of the files in use in 1990 were "top-numbered" and incorporated into the new system.

Series in Custody

As at July 1998 the Public Record Office has files from 1974 to 1988.

The P1 consignment of this series was previously processed as VPRS 384/R2. The P6 consignment contains files relating to the Weights and Measures function of the Department.