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Series VPRS
3181
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Town Clerk's Files, Series I
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| Date Range: |
Series |
1842 - 1910 |
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Series in Custody |
1858 - 1909 |
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Contents |
1842 - 1909 |
| 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 simplest way to gain access to these records is by subject and year. Alternatively, for correspondence received after 1858, access may be gained through the registers, VPRS 4026 Town Clerk's Inward Correspondence Registers. Further details are set out below.
As the correspondence in this series was filed under broad subject headings in the original registry system, access can be gained to the files through the Records Description List. Correspondence on a particular subject was grouped together for a period of time, one year perhaps, and the subject heading written on a cover sheet. As can be seen from the Records Description List, the files are arranged in alphabetical order according to subject, and into chronological order within the subject grouping.
While most correspondence has been classified under subject headings (such as Bridges, Health, Parks, etc.), it should be noted that some correspondence has been filed under the heading Miscellaneous.
Registers were maintained for the Town Clerk's inwards correspondence from 1858 to 1909. See VPRS 4026 Town Clerk's Inwards Correspondence Registers. By 1865 correspondence was registered with an annual single number, for example the fifth letter received in 1865 was registered against number 5 in the register for that year, and a subject heading was allocated. Before 1865, various methods of record keeping were used - chronological, alphabetical, and subject - in conjunction with an annual single number.
To use the Registers, researchers should select the volume for the appropriate year, scan the register for the name of the correspondent, and note the subject heading under which it was filed. They should then note the Unit number for correspondence on that subject and that year in the Record Description List as above.
Indexes. For the years 1907 to 1909, access may be gained to the records by name or subject through VPRS 8906 Index to Town Clerk's Correspondence Registers: Names, or, VPRS 8905 Index to Town Clerk's Correspondence Registers: Subject. It is not known if any other indexes to the registers were created.
Replies to this correspondence may be found in VPRS 4025 Town Clerk's Outward Letter Books for the appropriate period, i.e., from 1852 to 1910.
- Function / Content
The series consists of incoming correspondence only. Copies of replies made can be found in VPRS 4025 Town Clerk's Outwards Letter Books.
- Recordkeeping System
Document level control was maintained throughout most of the life of this series. From 1858 as correspondence was received it was registered using a single number system although the annual single number system that was finally used was established in 1865. (While the record keeping system was being established, the sequential numbers did not always re-commence with 1 at the start of each year, but followed on from the following year.) An annual single number consists of 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. Thus the one-hundred and seventy-third item received in 1870 was given the number 70/173. The files were allocated a subject heading which was recorded in the register and on the docket which was attached to the letter. On the docket was also recorded name of the correspondent, date received, and number in the correspondence register. At a later date, usually at the end of the year (or when the pigeon-hole was full?), the files were attached together into subject files, and placed in a docket with the heading "Baths 1859-1861."
Name indexes to the correspondence registers were maintained from 1907 to 1909 (see VPRS 8906), and subject indexes from 1907 to 1908 (see VPRS 8905). No other indexes have been located.
Previous Series
Until 1858, most inward correspondence was compiled into two series:
VPRS 3621 Town Clerk's Correspondence Inwards: Government Letters, and
VPRS 3622 Town Clerk's Correspondence Inwards: Miscellaneous Letters.
Subsequent Series
In 1910 a new registration system for Town Clerk's correspondence was introduced. This consisted of an annual single number. When further correspondence on a particular subject was received it was duly registered, and the earlier correspondence was placed under the later number (top-numbered). The correspondence was then filed under the later number. There records may be found in VPRS 3183 Town Clerk's Correspondence Files Series II.
| More research resourcesMore research resources |
| Indexes and RegistersIndexes and Registers |
| 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 |
| More research resourcesMore research resources |
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