Series VPRS 8318
General Correspondence Files, Annual Single Number System II
About this Series Related Series Accessing the records in this Series
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
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Date Range Agency Title Agency Number
1974 - 1990 Local Government Department VA 601
Agency currently responsible for this SeriesAgency currently responsible for this Series
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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.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1974 - 1990 Card Index to General Correspondence Files [RECORDS NOT TRANSFERRED] VPRS 8812
1974 - 1990 Card Index to Municipal Correspondence Files [RECORDS NOT TRANSFERRED] VPRS 8813
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
1969 - 1974 General Correspondence Files, Multiple Number System VPRS 5397
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 ? 1959 - 1975 Closed 549
P0002 1981 - 1985 Closed 616
P0003 1986 - 1986 Closed 206
P0005 1987 - 1988 Closed 260
P0006 1974 - 1984 Closed 10
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1974 - 1990 Card Index to General Correspondence Files [RECORDS NOT TRANSFERRED] VPRS 8812
1974 - 1990 Card Index to Municipal Correspondence Files [RECORDS NOT TRANSFERRED] VPRS 8813
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