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Series VPRS
11202
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Building Application Index
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| Date Range: |
Series |
1916 - cont |
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Series in Custody |
1993 - 1993 |
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Contents |
1916 - 1993 |
| Public Access: |
Open |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | Agency which created this SeriesAgency which created this Series |
| Agency currently responsible for this SeriesAgency currently responsible for this Series |
| Description of this SeriesDescription of this Series |
- How to use the Records
The index to Building Applications is divided into two categories:
City covered the area that was known as the C.B.D. (Central Business District); and
Suburb included the inner suburbs which came under the jurisdiction of the City of Melbourne.
The cards are arranged in alpha-numeric order by street name and street number. The street numbers are in sequences of odd numbers and even numbers. The Building Application (BA) numbers can be seen on the index cards.
Please note: Suburb fiche number 255 is not missing. A mistake was made in numbering by the microfilming service.
A microfiche copy of the original card index is available at the Public Record Office. Look for the address of the property in the index and note the building application number/s.
- Function / Content
The original card index is currently (1997) held by the City of Melbourne. It is still updated as necessary to incorporate new building applications. It is in regular use for reference as well. A computer-based index has been maintained since (circa) 1993, but it does not contain pre-1993 information. The Index is essential for locating a building application for a particular property.
Each index card has two sides on which different information may be recorded.
Side 1: address of the property (street name and number), date; references: application number, miscellaneous [files] references and Town Clerks [files]; value of the works; and, particulars.
Side 2: address of the property (street name and number); factories: F.A. number, nature of business; electric signs: B.A. number, licence, type; petrol, etc.: B.A. number, gallons; residential area, business registered; subsequent changes: application number, business approved.
Blank cards: There are cards for addresses on which there are no building application numbers or any other information at all - except the address (e.g. aBeckett Street 2/10).
The index was microfilmed (16 mm) as a back-up to the card index in 1993 by Australian Microfilm Services. A City of Melbourne internal memo (file 47/5/8; dated 23 August 1993) indicates that two generations of film were made. One film was converted into jacketed microfiche. The other was to be held in the Melbourne City Council Archives and was intended for use to make more copies if necessary. The microfiche and the microfilm are both held by the Council at the moment.
Both sides of each card have been microfilmed.
- Recordkeeping System
When a building application was first received by the Councils Building Department, it was given an individual identification number that became the building application number. The building application number was a sequential number (1, 2, 3, etc.,) which followed on from year to year, prefixed by the letters BA.
Building applications consisted of correspondence and plans. The correspondence was filed separately from the building plans (for plans see VPRS 11200; for files see VPRS 11201). Although they were filed separately, the files and plans were both arranged in building application number order. All subsequent correspondence relating to a particular building application was filed under the relevant building application number.
At the time (1997) of the transfer of this series to the Public Record Office, staff of the Building Department did not know of the existence of any register from which the building application numbers were allocated. Perhaps the next available number was allocated by reference to the last building application file on the shelf. (Note that there were some books (4 or 5) in the Building Department which recorded the progress of building approvals. Entries were made in building application number order, with dates recorded on charts when approval was granted, letters were sent, final inspection made, if lapsed, etc. These books cover building application numbers 55441 to 67185, 1982-1989 only.)
Integral to this recordkeeping system is the index (VPRS 11202), which was arranged in street address order. The index was divided into two parts: city and suburbs. The cards were arranged in alpha-numeric order by street name and property number.
The index cards incllude the building applications made in relation to each property, the date of the application and the monetary value of the works to be undertaken. Without reference to the Index, it would be almost impossible to retrieve a building application for a particular property.
It is through the index that the user can identify the building application or applications (files and/or plans) for the property in which he or she is interested.
Between 1916 and 1959 the plans are on paper only (BA 1 to 33840). From 1960 plans were microfilmed in order of application and the aperture cards were arranged in building application number order (BA 33841 continuing).
Range of Control Symbols
City Fiche numbers: 1 - 152
Suburb Fiche numbers: 1 - 268
Custody Arrangements
As at 1997:
the card index was in current administrative use in the Building Department of the Council;
the index on microfiche was in the custody of the Councils Records Manager; and
the index on microfilm (the master) was in the custody of the Council Archives.
The Coucil has provided the Public Record Office with two copies of the index on microfiche for use in the Search Rooms.
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