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Series VPRS 8907
Town Clerk's Register of Inward Correspondence
About this Series Related Series Accessing the records in this Series
Date Range: Series 1910 - 1983
  Series in Custody 1910 - 1983
  Contents 1910 - 1983
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
1910 - 1983 Melbourne (Town 1842-1847; City 1847-ct) VA 511
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1910 - cont Melbourne (Town 1842-1847; City 1847-ct) VA 511
Description of this SeriesDescription of this Series
  • How to use the Records
    How to Use this Series

    Researchers should consult VPRS 8904 Subject Index to Town Clerk's Correspondence Files before using this series.

    Once researchers have found references in VPRS 8904 they use this series to determine if any further correspondence has been added to the file (ie top numbering).

    At the back or at the front of each volume is an index to file numbers. Using the references from VPRS 8904 scan the list to locate the reference you require. Listed next to that reference is the relevant page number in the volume for that reference (ie letter 1104 may be found on page 37).

    Turn to the page number indicated and scan that page until you locate the reference you require. Check the columns marked previous and subsequent. If there is an entry in the subsequent column repeat the process. If the number in the subsequent column has a numerical prefix (ie 47/112), and you are looking in the 1946 volume, then you will have to look for number 112 in the 1947 volume.

    You should follow the chain of correspondence until there is no entry in the subsequent column. If, when you look up your reference from VPRS 8904 in this series and there is no entry in the subsequent column, this means that the correspondence should be filed under that number.

    If this occurs or you have come to the end of the chain of correspondence scan the Records Description List for VPRS 3183 noting the unit number of the item you require and request the file to be brought into the search room.

    It is also possible for researchers to search individual correspondents by looking at the last section of the register which alphabetically lists each correspondent. For more information on this section please read the System of Arrangement/Control section below.

    System of Arrangement/Control

    The entries within each volume are classified into three broad categories, namely, government, internal mail (from MCC departments) and by the name of sender.

    1. Government

    These are broken up into three sections:

    a) Correspondence received from the Commonwealth Government. These entries are listed alphabetically by department and then chronologically by file number within each department.

    b) Correspondence received from State Government Departments. This section is then broken up into each main government department that existed at the time eg Public Works. Minor departments are covered by a section called "other". The main departments are listed alphabetically with "other" listed last. Within each departmental sub-section entries are listed chronologically.

    c) Correspondence received from other municipalities. These are arranged by alphabetical divisions (ie AA to AK, AL to AZ etc). Within each alphabetical division the entries are arranged chronologically.

    2. MCC Internal Mail

    This section is devoted to correspondence received from other branches within the council, ie City Engineer's, By-Laws and Traffic. Each branch of the council has its own sub-section within the register. The sub-sections are arranged alphabetically. Within each sub-section the entries are arranged chronologically.

    3. Alphabetical by Sender

    This section registers all other senders of correspondence including persons and companies. Arrangement is not strictly alphabetical. Each letter of the alphabet is split into alphabetical divisions (ie AA to AK, AL to AZ etc). Within each alphabetical division the entries are arranged chronologically.

    It should be noted that in many cases the company sending the letter would be registered rather than the person who actually signed the letter.

    It is probable that the list of numbers located at the front or back of each register was used to allocate the next available number as the registered number of that item of correspondence. The clerk would then check from where the letter was sent and if any previous correspondence had been received on this matter. If previous correspondence had been received the clerk would annotate the "subsequent" column from the previous correspondence. The clerk would then write up the entry in the relevant part of the register annotating the "previous" column with the number of the previous correspondence. The page number in the register where the correspondence was entered would then be written next to the number in the allocated to that correspondence in the index.

    The subject index (VPRS 8904) would then be annotated to include the correspondence number and the page number in the register under the subject matter of the letter.

    Function/Contents

    It seems highly likely that this series was used to allocate and register inward correspondence received by the Town Clerk's Office.

    The volumes in this series are referred to as correspondence registers. However, they serve as both registers and (to a lesser extent) an index to the Town Clerk's inward correspondence from 1910 to 1982.


    Previous Series

    Originally this series was registered as VPRS 4026 Units 30 to 58. VPRS 4026 is actually the control record for the previous Town Clerk's Correspondence series VPRS 3181 pre 1910. The arrangement of the entries within this series is totally different from VPRS 4026 because from 1910 onwards correspondence was not listed in chronological order. Correspondence was still registered in chronological order but was indexed alphabetically.

    Consignments

    Prior to December 1994 this series was part of VPRS 4026. At that time it was realised that units 30 to 58 related to the Town Clerk's correspondence series subsequent to 1909. A new record-keeping system was introduced in 1910. The units originally numbered 30 to 58 have been reprocessed as the P1 consignment of this series.

  • Function / Content


  • Recordkeeping System
More research resourcesMore research resources
    PROVguide064 City of Melbourne
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1913 - 1983 Subject Index to Town Clerk's Correspondence Files VPRS 8904
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1910 - 1982 Town Clerk's Correspondence Files II [MCC Series 120] VPRS 3183
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1910 Town Clerk's Inwards Correspondence Register VPRS 4026
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 1910 - 1983 Open 74
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1913 - 1983 Subject Index to Town Clerk's Correspondence Files VPRS 8904
More research resourcesMore research resources
    PROVguide064 City of Melbourne

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