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Series VPRS
421
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Secretary's Inward Registered Correspondence, Annual Single Number System
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| Date Range: |
Series |
By 1859 - 1983 |
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Series in Custody |
By 1859 - 1962 |
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Contents |
1852 - 1962 |
| 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
The records in this series were created under an annual single number system. To access correspondence files from this series researchers need to get the correspondence registration number. How this is done depends on the date of the correspondence.
From 1859 to 1921
Consult the Card Index to Railways Correspondence and identify files of interest. If the file reference is shown as VR 1/123 or 1/123 or 123 the file may be located in VPRS 421 (this series). Consult the File Number / Unit Guide which precedes the Records Description List for the P000 consignment.
Or
From 1859 to 1872
Refer to VPRS 12600 Name Index to Secretary's Inward Registered Correspondence, Annual Single Number System to search by name of the correspondent or to VPRS 12601Subject Index to Secretary's Inward Registered Correspondence, Annual Single Number System to search by subject of the letter. Take note of the folio number of the Register.
Consult the Register from VPRS 422 Secretary's Inward Correspondence Register, Annual Single Number System I. Refer to the appropriate page of the Register and note the registration numbers of items of interest. Follow the subsequent file references to find the final location (i.e. top number) of the file.
Refer to the Consignment Details for VPRS 421 (this series) Secretary's Inward Registered Correspondence, Annual Single Number System and identify the unit that holds the file.
From 1872 to 1892
If you are doing a search by subject or by name refer to Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I for the appropriate year from VPRS 12621 to get the top number under which the correspondence was filed.
Note: If you know the registration number Consult VPRS 12602 Numerical Index to Secretary's Self-Indexing Register of Inward Correspondence Files, Annual Single Number System. The Numerical Index provides the folio (page) number of the entry (for full registration details) in the Register (ie., VPRS 12621).
1893
If you are doing search by subject, name or location, refer to VPRS 12604 General Index and get the correspondence registration number.
Refer to VPRS 12622 Secretary's Inward Correspondence Register, Annual Single Number System II to find the highest registration number under which the correspondence was filed.
Consult the Consignment Details for VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System and identify the unit that holds the required file.
From 1894 to 1963
Consult VPRS 12623 Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System II. Note the registration numbers of items of interest.
NB: As the self-indexed registers (VPRS 12623) do not record the top numbering of files refer to VPRS 12605 File Movement and Attachment Books (also known as Reference Index) to identify the final location, i.e., top number, and the disposal of the file.
Once you identify the top number under which the letter was filed refer to the Consignment Details for VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System and identify the unit that holds the file.
From 1963 to 1983
The correspondence files and the control records including the File Movement and Attachment Books (also known as Reference Index) and the Name and Subject Index Cards are still in the custody of the agency.
- Function / Content
This series consists of the inward and copies of outward correspondence of the Secretary of the Victorian Railways (VA 2876) and its predecessors. The correspondence documented a wide range of policy and routine administrative matters including the development of new railway lines and stations, rolling stock and locomotives, fares and freight rates, accidents, personnel, liaison with other branches of the railways (e.g., Traffic Branch, Way and Works Branch), and correspondence with private companies including contractors, municipalities, government departments and instrumentalities and Parliamentary Standing Committees and Inquiries.
The first Department of Railways was established in 1857 following the establishment of the Board of Land and Works (VA 744). It assumed responsibility for the railways previously administered by the Trustees of the Melbourne, Mount Alexander and Murray River Railways. Prior to this, railway matters which essentially involved the survey of proposed lines of railway were administered by a Railways Branch of the Surveyor-General's Department (VA 2921) which subsequently became a branch of the Department of Crown Lands and Survey (VA 538). As VPRS 421 includes a few items of correspondence dating from this time, the contents date range pre-dates the series date range.
- Recordkeeping System
The general correspondence record keeping system of the agency comprised the following series:
-- VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System
-- VPRS 422 Secretary's Inward Correspondence Register, Annual Single Number System I (1859 to 1871).
-- VPRS 12621 Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I (1872 to 1892)
-- VPRS 12622 Secretary's Inward Correspondence Register, Annual Single Number System II (1893)
-- VPRS 12623 Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System II (1894 to 1962)
-- VPRS 12600 Name Index to Secretary's Inward Correspondence Register, Annual Single Number System I (1859 to 1871)
-- VPRS 12601 Subject Index to Secretary's Inward Correspondence Register, Annual Single Number System I (by 1859 to 1871)
-- VPRS 12602 Numerical Index to Secretary's Self-Indexing Inward Correspondence Register I (1872 to 1892)
-- VPRS 12604 General Index to Secretary's Inward Correspondence Register II (1893)
-- VPRS 12605 File Movement and Attachment Books (also known as Reference Index) (1892 to 1983)
-- Name and Subject Index Cards (1963 to 1983, not in archival custody)
-- VPRS 12599 Outward Letter Book (1858 to 1859)
The exact date of commencement of this series (VPRS 421) is uncertain. The first unit of the P0000 consignment commences with registration number 312 allocated in March 1859.
From 1859 to 1871
All inward correspondence was registered in VPRS 422 Secretary's Inward Correspondence Register, Annual Single Number System I upon receipt with an annual single number. The register was numerical by registration number and documented where the file was put away, that is, it recorded the registration numbers of subsequent correspondence and the officers or branches to whom it was referred for advice or action.
After registration in VPRS 422 correspondence was indexed by subject in VPRS 12601 or by name of the sender in VPRS 12600. All correspondence was then arranged and filed in registration number order in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System.
Outward correspondence appears to have been filed separately. Subject to research, it might have been filed in VPRS 12599.
From 1872 to 1892
From 1 January 1872 the register became self-indexing by name of correspondent. At that time the Department of Railways I and the Department of Roads and Bridges became jointly administered. The Department of Roads and Bridges had maintained a self-indexing register of inward correspondence up to that time (see VPRS 1113 Register of Inward Correspondence).
From 1889 a separate volume for the registration of correspondence from other government departments, municipalities and other branches of the Victorian Railways (e.g. Traffic Branch, Way and Works Branch) was maintained.
Correspondence was allocated the next available registration number from VPRS 12602 Numerical Index to Secretary's Inward Correspondence, Annual Single Number System. The registration number and details about the correspondence were then entered in the self-indexed register, VPRS 12621 Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I under the source of the correspondent (e.g. Department, municipality etc.).
The file movement record was maintained in VPRS 12605 File Movement and Attachment Books (also known as Reference Index).
1893
1893 was a year of turmoil in the Railways and a new system was apparently introduced.
The register for 1893 was called the "Reference Index". Two volumes were used in rotation. There was a Monday, Wednesday, Friday Register and another for Tuesday, Thursday and Saturday. The entries in each were made in a single sequence, rather than within alphabetical sections by name of correspondent. The register continued to record information on top numbering.
All Correspondence was registered in VPRS 12622 Secretary's Inward Correspondence Register, Annual Single Number System II upon receipt with an annual single number. The register was numerical by registration number and documented where the file was put away, that is, they recorded the registration numbers of subsequent correspondence and the officers or branches to whom it was referred for advice or action.
After registration the correspondence was indexed by subject, name or location in VPRS 12604 General Index to Secretary's Inward Registered Correspondence, Annual Single Number System. All correspondence was then filed in VPRS 421 Secretary's Inward Registered Correspondence, Annual Single Number System.
From1894 to 1962
The use of self-indexed register resumed in 1894.
From 1894 the registers VPRS 12623 Secretary's Inward Correspondence Register, Annual Single Number System II no longer documented the top numbering of files. The File Movement and Attachment Books (also known as Reference Index Books) VPRS 12605 recorded the post-action location of correspondence and the folio (page) number of the entry in the Register located in VPRS 12623.
From 1963 to 1983
It appears that the agency ceased to create Inward Correspondence Registers. Instead a card system Name and Subject Index Cards (still in the custody of the agency) was created during this period. Correspondence was allocated the next available registration number from VPRS 12605 File Movement and Attachment Books (also known as Reference Index Books). The registration details about the correspondence were then entered in the Name and Subject Index Cards under appropriate subject headings or under the name of the sender. The File Movement and Attachment Books (also called Reference Index Books) recorded the Primary Group/Section number, eg 3 for Administration and the Secondary Number eg number 1 for Allowances, number 2 for Accommodation.
Arrangement of the files prior to the establishment of the Public Record Office
In 1973, following the transfer of substantial quantities of railways records to the former Archives Division of the State Library of Victoria during the late 1960's and early 1970's and prior to the introduction of the Series system, archives staff divided the records into classes and numbered each class, eg., the Secretary's correspondence was class VR 1 and the registers were VR 2, while the Railway Construction Board contract records were RCB 8. The files were then allocated an item number and indexed, e.g. a file on the supply and scrapping of locomotives became VR 1/477. The top document on the file was then annotated with this number.
A card index was compiled at this time. It consists of cards relating to three series:
If the file reference was in the form of VR 1/123 or 1/123 or 123, the file was in VR class 1, which is now VPRS 421.
If the reference number was similar to 17/546, the file was in VR class 17, which is now VPRS 10706 Commissioner's Special Office Policy Files.
If the reference included RCB 8, the file was in the eighth class of Railway Construction Board Records, which is now VPRS 419 Contract Books.
Des Jowett, a researcher, has checked units 1 to 138 of VPRS 421 and prepared a guide to the location of the files that were numbered as VR class 1. There were 882 such files. This guide precedes the records description list for VPRS 421/P0000.
| 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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| ? 1885 - ? 1909 |
Supplementary Index to Secretary's Inward Registered Correspondence, Annual Single Number System |
VPRS 12603 |
| 1859 - 1871 |
Secretary's Inward Correspondence Register, Annual Single Number System I |
VPRS 422 |
| 1872 - 1892 |
Numerical Index to Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I |
VPRS 12602 |
| 1872 - 1892 |
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System I |
VPRS 12621 |
| 1892 - 1983 |
File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System |
VPRS 12605 |
| 1893 - 1893 |
General Index to Secretary's Inward Registered Correspondence, Annual Single Number System |
VPRS 12604 |
| 1893 - 1893 |
Secretary's General Correspondence Register, Annual Single Number System II |
VPRS 12622 |
| 1894 - 1962 |
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II |
VPRS 12623 |
| By 1859 - 1871 |
Name Index to Secretary's Inward Registered Correspondence Files, Annual Single Number System |
VPRS 12600 |
| By 1859 - 1871 |
Subject Index to Secretary's Inward Corespondence, Annual Single Number System |
VPRS 12601 |
| 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 |
|
Date Range
|
Series Title
|
Series Number
|
| ? 1885 - ? 1909 |
Supplementary Index to Secretary's Inward Registered Correspondence, Annual Single Number System |
VPRS 12603 |
| 1859 - 1871 |
Secretary's Inward Correspondence Register, Annual Single Number System I |
VPRS 422 |
| 1872 - 1892 |
Numerical Index to Secretary's Self-Indexing Inward Correspondence Register, Annual Single Number System I |
VPRS 12602 |
| 1872 - 1892 |
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System I |
VPRS 12621 |
| 1892 - 1983 |
File Movement and Attachment Books (known as Reference Index) to Secretary's Inward Correspondence, Annual Single Number System |
VPRS 12605 |
| 1893 - 1893 |
General Index to Secretary's Inward Registered Correspondence, Annual Single Number System |
VPRS 12604 |
| 1893 - 1893 |
Secretary's General Correspondence Register, Annual Single Number System II |
VPRS 12622 |
| 1894 - 1962 |
Self-Indexing Register of Secretary's General Correspondence, Annual Single Number System II |
VPRS 12623 |
| By 1859 - 1871 |
Name Index to Secretary's Inward Registered Correspondence Files, Annual Single Number System |
VPRS 12600 |
| By 1859 - 1871 |
Subject Index to Secretary's Inward Corespondence, Annual Single Number System |
VPRS 12601 |
| More research resourcesMore research resources |
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