Series VPRS 8814
List of Authorised Subject Headings, Multiple Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1965 - ? 1974
  Series in Custody -
  Contents -
Public Access: 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
1965 - 1974 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
    How to Use this Series

    This series can be used to gain access to VPRS 5397 General Correspondence Files, Multiple Number System.

    Step 1 To locate a file relating to a specific municipality go to Step 2.
    To locate a general file (not specific to a municipality) go to Step 3.

    Step 2 Consult the alphabetical list of municipalities and note the number corresponding to the municipality in which you are interested (numbers 101 to 399).

    Step 3 Consult the alphabetical list of subject headings. Note that the codeM indicates the subject heading was used for municipal files (numbers 101 to 343) while the code G indicates the subject heading was used for general files (number 401 to 812).

    Step 4 Consult the Records Description List for VPRS 5397. Municipal files are identified by a file number comprising the number allocated to the municipality followed by the number allocated to the subject heading. The third number was allocated consecutively to represent a particular transaction. For example, the file number 101/101/2 identifies the following file:

    101 = Shire of Alberton
    101 = Accounting queries (municipal subject)
    2 = Second transaction relating to the above subject.

    General files are identified by a file number comprising the number allocated to the subject heading and a consecutive number to represent a particular transaction. For example, the file number 450/2 identifies the following file:

    450 = Accounting Queries (general subject)
    2 = Second transaction relating to the above subject.

    Researchers should note that some numbers in a sequence may not have been allocated. This allowed for the inclusion of new, previously unclassified, subject matter. Handwritten additions can be seen in the indexes.

    Function/Contents

    This List of Authorised Subject Headings was used to classify correspondence of the Local Government Department. This series consists of three parts; an alphabetical listing of subject classifications; a numerical list of subject classifications and a list of standard numbers allotted to municipalities. A covering page, added in 1972, illustrates the two main ways registration numbers were allocated to files of correspondence.

    This series controls the correspondence files in VPRS 5397 which were classified using a multiple number system. The multiple number system was composed of a hierarchy of primary, secondary and tertiary classifications with corresponding numbers, from which file titles and file numbers were derived.

    Because the list of authorised headings gives no indication of when it was compiled, it is difficult to determine the exact series date range. Therefore the date range has been taken to be the date range of the recordkeeping system to which it belongs namely, 1965 to 1974.

    A three part number was used to identify files relating to specific municipalities while a two number system was used for general administrative files (for a further explanation of these two systems please see the series description for VPRS 5397). The first two parts of municipal file numbers and the first part of general file numbers were allocated from this series.

    System of Arrangement/Control

    Three lists are included in this series:

    Alphabetical List of Subject Headings

    The purpose of this list was to list the primary classification titles and their relevant numbers which formed the first part of a file number using the general system and the second part of the municipal system.

    Each page contains the following information:

    column one contains numbers which appear to represent groups of files. For instance all the subjects denoted with "1" seem to relate to legislation matters. This number does not affect the arrangement of correspondence in VPRS 5397.

    column two contains the letters G, M or I. G stands for general, indicating that the subject term was used in the general filing system, M stands for municipalities, indicating that the subject term was used in the municipal filing system and I appears to indicate files relating to individuals.

    column three lists the authorised classification/subject heading in alphabetical order

    column four contains letters of the alphabet which appear to be a summary of the subject matter (it should be noted that some categories do not have any letters listed). It is possible that these letters were used as a further way of indexing.

    the final column lists the number allocated to that particular classification/subject heading (this number will be the first part of a file number in the General System or the second part of a file number in the Municipal System).

    The pages are numbered from 10 to 36 (pages 5 to 9 are missing) and dividers denote the letter of the alphabet to which the entries relate.

    Numerical List of Subject Headings

    Each column contains the same information as the alphabetical list above, but in a different order:

    numbers allocated to each classification/subject heading in numerical order

    a list of classification/subject headings

    the numbers that could represent a group of files, such as 1 which appears to represent legislation matters, but do not affect the arrangement of correspondence in VPRS 5397

    the last column contains the letters M, G or I (see explanation above).

    All pages are numbered (pages 37 to 45), following on from the numbers allocated to pages in the subject index. A divider denotes the beginning of the numerical index.

    List of Standard Numbers Allotted to Municipalities for File and Account Identification

    This index contains an alphabetical listing of municipalities. It also includes a letter which denotes whether the municipality is a City, Town, Shire or Borough and the number allocated to that municipality. The sequence is alphabetical and numerical ie A-Z, 101-.... The number allocated to the municipality forms the first part of the file number in the Municipal System.

    All pages are numbered (pages 1 to 4) and represent the beginning of page numbering that leads into both the subject index and the numerical index. A divider denotes the beginning of the index of municipalities.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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1965 - 1974 General Correspondence Files, Multiple Number System VPRS 5397
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Consignment Number Contents Date Range Public Access No. of Units
P0001 - Open 1
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