Series VPRS 8916
Subject Files, Annual Single Number Sequence (Personnel Department)
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1978 - 1991
  Series in Custody 1978 - 1991
  Contents 1940 - 1990
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
1978 - 1991 State Electricity Commission of Victoria I (previously known as the Electricity Commissioners) VA 1002
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1997 - cont Office of the Administrator VA 4086
Description of this SeriesDescription of this Series
  • How to use the Records
    Note: Files in this series are arranged sequentially by annual single number. Units 691 and 692 of the P1 consignment contain several out-of-order files for the years 1978 and 1979.

    Method 1 - Search by name, geographical location or job classification

    Several indexes were created to provide access to the records in this series. If researchers are looking for files relating to individuals, organisations, government departments etcetera, then VPRS 8920 Name Index may be consulted. VPRS 8921 Geographic Index is arranged alphabetically by name of townships, localities, areas, countries, etcetera. VPRS 8922 Classifications Index is arranged alphabetically by title of SEC job classification. Each of these indexes will provide file title, subject and number references.

    Method 2 - Search by Commonwealth Conciliation and Arbitration Commission case number

    Researchers equipped with relevant case numbers may examine VPRS 8923 Chronological Index to SEC Commonwealth Conciliation and Arbitration Commission Cases that is arranged in Commonwealth Conciliation and Arbitration Commission case number order. This index gives file number references only.

    If file number references are obtained from any of the above indexes, proceed to method 3, step 3, below.

    Method 3 - Search by file subject

    Files in this series were classified according to a list of authorised subject headings. The basic record keeping system consisted of a series of file registration and movement cards arranged in annual-single number file number order (see VPRS 8917); the list of authorised subject headings (see VPRS 8919); a subject based card index (see VPRS 8918); and the files in this series. The indexes mentioned above were supplementary indexes that enabled registry staff to easily identify certain files.

    Step 1

    Examine the authorised list of subject headings in VPRS 8919 that is arranged alphabetically by primary heading. Each primary heading has a number code. Each primary heading also has one or more secondary headings, each of which has a number code. Take note of relevant number codes.

    Step 2

    Examine the subject index in VPRS 8918 that is arranged numerically by primary heading number codes. Locate the cards for the primary heading of interest. There will be at least one index card for each secondary heading. Information on the index cards includes the date the file was created, the file title and file number.

    Step 3

    Examine the records description lists for this series (VPRS 8916) to determine the consignment and the units in which the required files may be found.

    Example

    In the authorised list of subject headings in VPRS 8919 the subject committees is a primary heading with number code 70. Associated with committees are six secondary headings numbered from 1 to 6. Secondary heading number 5 is SEC committees.

    The subject card index in VPRS 8918 has one or more cards for each of the subjects code number 70-1, 70-2, 70-3, 70-4, 70-5 and 70-6. For code 70-5 (Committees-SEC) there are separate cards for each letter of the alphabet. For code 70-6 there is a card with no entries recorded.

    Method 4 - Scanning file titles or locating missing files

    File numbers may also be obtained by scanning the File Registration and Movement Cards located in VPRS 8917. Those cards are arranged in file number order and record the file number, file title and some information about the files movements during their active life at the SEC. This method would not generally be recommended.

    When a file was transferred to another department or destroyed, the relevant card in VPRS 8917 should have been annotated with that information. If a researcher has located file references but has been unable to locate the file in this series (VPRS 8916) then VPRS 8917 may be consulted to determine if the file was destroyed or placed into another system.

  • Function / Content
    Several registries using different filing systems operated within the State Electricity Commission of Victoria (SEC) (VA 1002). The Central Registry created files relating to management, legal and policy matters. Decentralised registries operated in other departments of the Commission, such as Personnel, Finance and Transmission.

    This series consists of subject files created by the SEC Personnel Registry during the period 1978 to 1992. The Personnel Registry was responsible for the processing and custody of official correspondence of the Industrial Relations and Personnel Development and Services Departments. The files relate to organisational reviews, training, policies regarding long service leave, special leave etc, health and safety issues and industrial relations matters. This series does not include personal files relating to individual employees.

  • Recordkeeping System
    File numbers were allocated in an annual single number sequence from a series of file registration and location cards (see VPRS 8917) on which the file number, title, movement and location of each file were recorded. The file number was used to identify the file to aid storage, retrieval, movement and indexing.

    The primary means of access to the files was by subject. Files were classified according to an authorised list of subject headings (see VPRS 8919), in which primary subject headings were arranged alphabetically. The subject headings bore identifying numbers that did not form part of the file number but were used as a sort of short-hand in registry procedures. The subject index cards (see VPRS 8918) were arranged numerically by the subject heading identifying numbers. The numerical sequence corresponded to the alphabetical sequence of primary headings.

    The Subject index was divided into "primary headings" under which were grouped related "secondary headings". The first heading under each "primary" heading was always "General" that related to subjects not specifically covered by the other "secondary headings". These cards listed all files relating to a particular subject by file title and file number.

    Date Range

    The Personnel Department of the SEC operated its own registry system apparently from 1971. Prior to 1971, the personnel administration files were created as part of the central annual single number filing system, (see VPRS 8892). References to Personnel Registry Files in the List of File Registration and Subject Index Headings to Multiple Number Sequence Files (located in VPRS 8897) indicate that the Personnel Department created its own files from 1971. However, it is not known what system was used in the Personnel registry between 1971 and 1978 when the extant records in this series commence.

    Files continued to be created in this series until 1991 when active files were top numbered into the Central Registry computerised records management system (see VPRS 8948) and new files were created in that system.

    Some files in this series include papers that were originally part of a previous series VPRS 8892 (1919-1971) and which were top numbered into this series, presumably in c.1978. Papers on some files sighted during processing of the P1 consignment are dated from approximately 1940.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1978 - 1991 File Registration and Movement Cards, Annual Single Number (Personnel Department) VPRS 8917
1978 - 1991 Subject Index Cards to Personnel Registry Subject Files VPRS 8918
1978 - 1991 Authorised List of Subject Index Headings (Personnel Registry) VPRS 8919
1978 - 1991 Nominal Card Index to Personnel Registry Subject Files VPRS 8920
1978 - 1991 Geographical Card Index to Personnel Registry Subject Files VPRS 8921
1978 - 1991 Classifications Card Index (Personnel Department) VPRS 8922
1978 - 1991 Card Index to Commonwealth Conciliation and Arbitration Commission Cases VPRS 8923
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
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1991 Central Registry Correspondence Files, Single Number System VPRS 8948
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 1940 - 1990 Open 692
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1978 - 1991 File Registration and Movement Cards, Annual Single Number (Personnel Department) VPRS 8917
1978 - 1991 Subject Index Cards to Personnel Registry Subject Files VPRS 8918
1978 - 1991 Authorised List of Subject Index Headings (Personnel Registry) VPRS 8919
1978 - 1991 Nominal Card Index to Personnel Registry Subject Files VPRS 8920
1978 - 1991 Geographical Card Index to Personnel Registry Subject Files VPRS 8921
1978 - 1991 Classifications Card Index (Personnel Department) VPRS 8922
1978 - 1991 Card Index to Commonwealth Conciliation and Arbitration Commission Cases VPRS 8923
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