Series VPRS 8813
Card Index to Municipal Correspondence Files [RECORDS NOT TRANSFERRED]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1974 - 1990
  Series in Custody -
  Contents -
Public Access: Closed
Location: Other
Format of Records:
 
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
1992 - 1996 Department of Planning and Development VA 3094
Description of this SeriesDescription of this Series
  • How to use the Records
    ** Researchers should be aware that this series is currently not in the custody of the Public Record Office Victoria and is still held by the Office of Local Government. **

    Having identified the section of the card index which relates to the municipality you are interested in, you will then have to ascertain what subject heading the file may be registered under and go to the appropriate card(s) within that section. Scan the files listed under this heading to find the title and the registration number of any relevant files. This card index provides access at file level only.

    For example, if you were looking for correspondence regarding road works conducted on a street in Frankston you would first look at the section for the City of Frankston, then refer to the card(s) pertaining to roads. Once that card was located you would scan it for any files relating to the works carried out on the street you were interested in. In some cases the file itself will only contain one piece of inward correspondence, the receipt of which generated the creation of the file.

    When you have found a reference to a file you are interested in please use the consignment details for VPRS 8318 General Correspondence Files, Annual Single Number II to locate the file.

  • Function / Content
    In 1974 the Local Government Department changed their filing system from a multiple number system to an annual single number system.

    This series indexes correspondence files concerning municipalities created as part of an annual single number correspondence system used by the Local Government Department (VA 601) between 1974 and 1990. Each card details the name of the particular municipality. Beneath the name of the municipality is the primary subject of that card. Beneath the subject heading are the file numbers and the titles of the files created on that subject.

    Some of the subject headings used in this system include:

    * audit
    * compulsory acquisition of land
    * drainage
    * ex-gratia payments
    * finance
    * ombudsman
    * rates
    * roads.

  • Recordkeeping System
    There are three levels of arrangement within this index. The cards are arranged alphabetically by municipality. Within each municipal section the cards are arranged in alphabetical order according to the secondary subject heading. Each card lists the files raised under that heading in date order of file creation.

    It should be noted that occasionally next to a file title the annotation "c/f" is written followed by another file number. This means that the contents of one file have been carried forward (ie incorporated) into the contents of another file.

    Previous/Subsequent Series

    In 1974 the Local Government Department changed their filing system from a multiple number system (VPRS 5397) to an annual single number system (VPRS 8318).

    Access to the multiple number system involved consulting a List of Authorised Subject Headings (VPRS 8814).

    In 1990 the Local Government Department introduced a computerised records management system, Rec-Find. Many files created in 1990 were top numbered into the new system. The card indexes were not marked to identify any top numbering into the new system.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1974 - 1990 General Correspondence Files, Annual Single Number System II VPRS 8318
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
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
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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