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Series VPRS
1207
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Inward Registered Correspondence, Annual Single Number System
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| Date Range: |
Series |
1856 - 1984 |
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Series in Custody |
1856 - 1983 |
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Contents |
1856 - 1983 |
| Public Access: |
Part 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
Step 1
To access correspondence files from this series, researchers need a correspondence registration number which may be obtained from:
VPRS 1212 Register of Inward Correspondence (1856-1968)
VPRS 9310 Subject Index Cards (1968-1984)
VPRS 11754 Subject/Name Index to Inward Correspondence (1873-1966)
VPRS 11755 Subject Index (Supplementary) to Inward Correspondence, Annual Single Number System (1961-1983)
Step 2
Examine the consignment details for this series to see if correspondence has been transferred under that number. If not, use the following record series to locate the highest registration number under which the document was filed:
VPRS 11739 Register of General Correspondence, Annual Single Number System (1968-1983)
- Function / Content
This series comprises correspondence received and registered by the Treasury (VA 865) during the period 1865 to 1983. The correspondence contains information regarding:
- Government revenue and expenditure
- Appointments
- Loans and other financial matters
- Other functions historically performed by the department
Many items created between 1954 and 1966 were destroyed under authorised disposal action conducted by the agency in 1966. Entries in VPRS 1212 indicate those items which have been destroyed (by the annotation Disposal Schedule) and those which were transferred to archives (annotated Archives). These are found in units 2483 to 2533 of the original transfers. Some files still in active use by the agency at the time were not subject to this action. These files can be identified through the absence of an annotation in the relevant register entry and are found in the P3 consignment.
Previous Series
See VPRS 7 Inwards Registered Correspondence for Treasury correspondence prior to 1856.
Subsequent Series
This series ended in 1983 when a computerised registry system commenced. Files created under the subsequent electronic system are located in VPRS 9458 General Correspondence Files.
- Recordkeeping System
All correspondence has been registered in an annual single number system - each item received in a year was allocated a progressive registration number. The number consists of a year prefix and a sequential number eg. 46/103. This item would be the one hundred and third item received in 1946. A separate numbering system was used for copies of outward correspondence.
The correspondence itself, for the entire period, is in VPRS 1207. With some exceptions the process of top-numbering was practised for the life of the series. The records used to register, track and provide access to the correspondence were modified over time.
When correspondence was received it was allocated the next available registration number for the year. It was then classified by authorised subject and an entry in the relevant section of the register (locate in VPRS 1212, period : 1856-1968 and in VPRS 11739, period : 1968-1984) was made.
For the period 1856 to 1968 all registration, movement and tracking of correspondence was recorded in a single series, VPRS 1212 Inward Correspondence Registers. For each year one or several volumes were maintained in which sections were divided by authorised subjects. Some of the registers include, in the front covers, numerical indexes which contained a running list of numbers and which enabled a check to be kept on allocation of registration numbers.
In 1968 new correspondence registers, VPRS 11739 were introduced in which correspondence was registered in annual registers in a single sequence from front to back of each register, rather than being registered in separate subject sections. These registers still provided for top-number tracking and movement recording. The subject classification, however, was recorded in a new separate record, see VPRS 9310 Subject Index Cards.
In 1975 the format of VPRS 11739 was altered to a series of cards for each year in which correspondence was registered. The card registers continued the top-number tracking and movement recording. Subject classification continued and indexing was still provided by VPRS 9310.
None of the indexes give access to all of the correspondence. It appears that they all act as indexes to matters of precedent or to first instance of correspondence on a particular matter.
Within the series files are arranged in registration number order. Missing items were either referred to another agency and not returned, or were 'attached to' or 'top-numbered' up to a subsequent letter received on the same subject. In these circumstances the relevant entry in VPRS 1212 details under which subsequent registration number the correspondence should be located.
This series ceased at end of 1983 when a computer based correspondence system commenced operation.
How to locate an item of correspondence.
To locate a particular item, the relevant entry in VPRS 1212 should first be consulted. This can be achieved by determining the broad subject heading under which the item would likely to be registered (either by using the volume divider tabs or the list of subject headings inside each volume). Once an entry has been located, the columns relating to 'attached papers' or 'subsequent papers' should be consulted. If another registry number is found in these columns the relevant entry for that number must also be consulted until the annotation 'filed' appears. This number should then be located on the consignment details and the relevant unit and series number requested.
The components of the system operating during the period 1856-1983 are:
VPRS 1207 Registered Correspondence (1856-1983)
VPRS 1212 Inward Correspondence Registers (1856-1968)
VPRS 11739 Register of General Correspondence, Annual Single Number (1968-1983)
VPRS 9310 Subject Index Cards (1968-1984)
VPRS 11754 Subject/Name Index to Inward Correspondence (1961-1984)
| More research resourcesMore research resources |
| Indexes and RegistersIndexes and Registers |
Date Range
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Series Title
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Series Number
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| 1856 - 1856 |
Index to Inward Correspondence |
VPRS 1214 |
| 1856 - 1967 |
Self-Indexing Register of Inward Correspondence |
VPRS 1212 |
| 1873 - 1966 |
Subject/Name Index to Inward Correspondence |
VPRS 11754 |
| 1961 - 1983 |
Subject Index (Supplementary) to Inward Correspondence, Annual Single Number System |
VPRS 11755 |
| 1967 - 1983 |
Classified Subject Index Cards |
VPRS 9310 |
| 1968 - 1975 |
Register of General Correspondence, Annual Single Number System |
VPRS 11739 |
| Controlled SeriesControlled Series |
| Previous SeriesPrevious Series |
| Subsequent SeriesSubsequent Series |
| List/s of records in this seriesList/s of records in this series |
| Indexes and RegistersIndexes and Registers |
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Date Range
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Series Title
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Series Number
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| 1856 - 1856 |
Index to Inward Correspondence |
VPRS 1214 |
| 1856 - 1967 |
Self-Indexing Register of Inward Correspondence |
VPRS 1212 |
| 1873 - 1966 |
Subject/Name Index to Inward Correspondence |
VPRS 11754 |
| 1961 - 1983 |
Subject Index (Supplementary) to Inward Correspondence, Annual Single Number System |
VPRS 11755 |
| 1967 - 1983 |
Classified Subject Index Cards |
VPRS 9310 |
| 1968 - 1975 |
Register of General Correspondence, Annual Single Number System |
VPRS 11739 |
| More research resourcesMore research resources |
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