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Series VPRS 15266
General Correspondence Files, Alpha-Numeric System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1987 - 1994
  Series in Custody 1986 - 1996
  Contents 1872 - 2001
Public Access: Open
Location: Ballarat
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1987 - 1994 Ararat II (Road District 1861-1864; Shire 1864-1994) VA 2376
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1994 - cont Ararat III (Rural City 1994-ct) VA 3730
Description of this SeriesDescription of this Series
  • How to use the Records
    There is no index to the files. The files are arranged in alpha-numeric order based on the subject of the files. Refer to the Consignment Details and select files of interest.

  • Function / Content
    This series comprises correspondence files maintained by the Shire Council. The files contain inward and copies of outward correspondence relating to most functions undertaken by the Council.

  • Recordkeeping System
    The files were registered with an alpha-numeric code based on a subject classification system. This was the final record keeping system for the correspondence contained in these files.

    Prior to 1961 the control system comprised an annual-single number system with each item of outward correspondence being sequentially numbered. The prefix represented the year and the suffix denoted the sequentially numbered item of correspondence during that calendar year. Correspondence outwards was numbered in this way. Correspondence inwards was not marked. It was simply attached to the file. Letter registers are extant for the period 1874 to 1937, Refer to VPRS 15269. The letter registers are control records for inwards correspondence for the period that they cover.

    During 1961 an alpha-numeric suffix was added to the control number as a subject identifier. The suffix became the basis for the next control system, being the final one.

    By October 1987 the correspondence control system was changed to an alpha-numeric system. Correspondence from previous systems was top-numbered into subsequent systems ending with the alpha-numeric system.
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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Subsequent SeriesSubsequent Series
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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 1872 - 1995 Open 61
P0002 1949 - 2001 Open 41
Indexes and RegistersIndexes and Registers
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