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Series VPRS
2139
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Registers of Inward Correspondence (1839-1851) [Microfilm Copy of VPRS 18]
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| Date Range: |
Series |
1983 - 1983 |
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Series in Custody |
1983 - 1983 |
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Contents |
1839 - 1851 |
| Public Access: |
Open |
| Location: |
Ballarat |
  | 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
This record series is a microfilm copy of VPRS 18. It can be viewed in PROV's North Melbourne and Ballarat Reading Rooms.
- Function / Content
This series consists of a register of inward correspondence received by the Superintendent, Port Phillip District. For more information regarding the registry system these registers are a part of refer to the series description for VPRS 19 Inward Registered Correspondence.
These registers were used to record summary details and allocate unique identification numbers (registration numbers) to each letter received. Each inward letter was, on receipt and registration, allocated a number from the registers for identification. This consisted of an annual single number, that is a sequential number prefixed by the last two figures of the year, with the numbering sequence recommencing at 1 at the start of each year.
eg. the one-hundred and twenty-third letter received in 1839 was given the number 39/123.
The inward correspondence appears to have been filed in annual single number order in pigeon-hole cabinets/presses.
The registers record in a column format
the registration number, with the registration number of any related previous correspondence marked in red
the day and month received
the name/position and address of sender,
the date sent
precis of letter,
referred to
"past papers", that is, former letters dealing with the same transaction were attached and filed with the latest paper on the matter. Reference in the relevant column gave the number of the last related file to be registered.
A later registration number written in the right-hand column means the letter has been top-numbered. This involved the practice of grouping together items of inward correspondence which referred to the same transaction to create files. The method adopted was that of placing earlier correspondence under later ones. Thus if there were a later letter registered 41/725 on the same transaction as 41/123, that earlier letter would be filed with the later one and there would in fact be no correspondence filed under 41/123. Top-numbering of related correspondence appears to have commenced after 1841/42.
After 1844 the registers also include references to "B.C" or "Blank Cover Reference". This type of entry indicates a communication to the Superintendent of Port Phillip from His Excellency the Governor, the letters "B,C" substituting for the registration number of the letter received.
- Recordkeeping System
Each register was identified by date range of the period of use marked on the spine. Registers span more than one year as they were used until full. Entries for each letter were made chronologically by date of receipt, being allocated a sequential registration number in this order.
The last register to be commenced for this series was also used for the next series, a few pages were left blank and stapled together, the title of the new administration "Colonial Secretary, Victoria, July 1851" were written across the page and a new annual single number commenced. Hence, what is in fact the last volume of this series is located in VPRS 1186, unit 1.
Related Records
The correspondence was indexed alphabetically by general subject and by surname of " persons", the index also recording a precis of the letter, date received, and the registration number, see VPRS 1411.
All outward correspondence was registered and a copy retained, see VPRS 3219 for the period 1851 - 1854 and VPRS 1187 for the period 1857 - 1963.
Some correspondence registered in this registry system is located in VPRS 1226 Supplementary Inward Correspondence.
Previous Series
See VPRS 3 Registers of Inward Correspondence.
Subsequent Series
All letters received by the Superintendent's Office were entered in one register until October 1847 when a separate Land Registry which registered correspondence relating to lands and immigration matters was maintained, see VPRS 47.
After the establishment of the Colonial Secretary's Office a new registry system was begun, see VPRS 1186 Registers of Inward Correspondence.
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