General Correspondence Files, Annual Single Number System
||1982 - 1996
||Series in Custody
||1982 - 1996
||Circa 1950 - 1995
|Format of Records:
|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
There are no control records for this series.
Scan the consignment details for the files of interest and note their unit/box number.
The consignment details for the P1 and P2 consignments are arranged alphabetically by primary file title, and then by secondary file title. The P3, T1 and T2 consignments are arranged by file number order.
- Function / Content
This series contains the general correspondence files created successively by the Ministry of Employment and Training (VA 704) and the Department of Employment and Industrial Affairs, subsequently known as the Department of Labour (VA 2777) until 1992. After 1992 the series was created by the Industry Services division of the Department of Business and Employment (VA 3096).
Between 1982 and 1996 these agencies were responsible for administering various core labour functions including:
- employment and training
- industry regulation
- occupational health and safety and
- industrial relations.
These agencies were thus responsible for the administration of specific functions such as:
- factory registration,
- control of hazardous materials, dangerous goods and chemical and plant safety
- regulating the use of lifts and cranes, scaffolding and industrial machinery
- retail trading hours
- provision of administrative support to conciliation and arbitration boards
- representing the Government in industrial tribunals,
- industrial compliance including award services
- industrial and apprenticeship training.
The contents of files in this series pertain to the administration of the above functions and to the general administration of the agencies. Contents of individual files vary but will typically include: correspondence received by the department, copies of correspondence sent by the department, lists of statistics, reports and memoranda.
Transfer of functions and files to other departments
Files pertaining to some of the Departments functions were removed from this series when the functions they were documenting were transferred to other agencies:
* retail trading hours, which went to the Department of Industry, Technology and Resources (VA 2661) in 1985,
* occupational health and safety, which went to the Occupational Health and Safety Commission (VA 1647) in 1986 (see VPRS 10984 General Correspondence Files). Many of the files of the Commission were subsequently top numbered into this series in 1993 after the abolition of the Commission and the transfer of the function to the Industry Services Division of the Department of Business and Employment in 1992,
* industry training and coordination of apprenticeship training, which went to the Ministry of Education (VA 1112) in 1987, see VPRS 11383
* youth affairs which went to the Department of Human Services (VA 3970) in 1996
* industrial relations (public sector) which went to the Department of Treasury and Finance (VA 3745) in 1996.
Authorised Destruction of Files
Some of the files in this series have been destroyed in accordance with the provisions of the General Disposal Schedule for Common Administrative Records (PROS 84/37) and Records Disposal Schedule for Employment, Industrial Relations, Complaints and other records (PROS 91/6).
As of September 1996 other files from this series remain in secondary storage in the custody of the Department of State Development (VA 3973).
- Recordkeeping System
This series was controlled by the Register of General Correspondence Files. Each new file created was allocated an annual single number from the register. The file number consisted of a sequential number, prefixed by the last two numbers of the year in which it was registered, recommencing at 1 at the start of each year. Thus the thirty fifth file created in 1986 was given the number 86/35. This number would be followed by a file part number if required. Each document of inward/outward correspondence placed on a file was given a folio number indicating its position within the file.
Registration and indexing
Although the fundamental elements of the recordkeeping system of this series did not alter, the means by which file numbers were allocated and controlled changed over time.
During the period 1982 to 1987 file numbers were allocated through a manual records management system. File numbers were allocated by the Central Registry from a register. The register was also used to monitor the movement of the files. Block numbering was used whereby the Central Registry estimated the number of files required by each division/branch of the department for each year and numbers were allocated accordingly (for example, the Employee Relations Division of the Department of Labour was allocated all files between 5500 and 5600 in 1987). The files were indexed using cards arranged alphabetically according to file title. File parts were numbered 00, 01, 02 ... etc. The original register and index cards were not extant at the time of transfer.
In 1987 an in-house ARMS (Automated Records Management System) system was introduced. Although file numbers continued to be allocated manually from the register, the indexing and control of files was automated by the ARMS system. Files were indexed using a KWOC (Key Word Out of Context) computer generated index and bar code labels were attached for file tracking purposes. Blocks of file numbers continued to be allocated to the divisions of the agency. The KWOC index was not extant at the time of transfer.
When the ARMS program was redeveloped in 1990 the system automatically allocated the next available file number to new files. At the time of transfer the control records from this system were not extant.
In 1993 the Industry Services Division of the Department of Business and Employment adopted a TRIM records management package which fully automated the recordkeeping system. Data from some files created before the introduction of TRIM was exported into the system. The TRIM system continued to be used until the end of the series. Block numbering continued to be allocated to the separate branches within the Industry Services division with the exception of the Industry Services (IS) Branch.
The IS branch was responsible for administration and policy matters within the Industry Services Division as well as industry compliance. TRIM added the suffix IS to all the files created within this branch. This branch was not allocated a block of file numbers from the main sequence each year, so there has been duplication of file numbers within this system between the IS files and the files of other branches within the Industry Services Division. Additionally, TRIM renumbered all part files as 01, 02, 03 rather than 00, 01, 02.
Contents Date Range
Although the first files in this series were created in 1982, the contents of individual files may extend as far back as 1960 because records created by previous agencies have been incorporated into this series. Some files of the Department of Labour I, the Ministry of Industrial Affairs and the Department of Labour and Industry were top numbered into this series upon the creation of the Ministry of Employment and Training in 1982. (Top numbering is the process whereby documents and/or files are lifted from other systems and put into a new system. These documents/files are then renumbered and controlled by the new system.)
Other documents were top numbered into this series when additional functions were transferred to the Ministry of Employment and Training in 1982 and 1984. When the Ministry of Employment and Training was amalgamated with the Ministry of Industrial Affairs (M.I.A.) and the Department of Labour and Industry (D.L.I.) to form the Department of Employment and Industrial Affairs in 1985, records from the M.I.A. and the D.L.I were transferred to the Department of Employment and Industrial Affairs and top numbered into this series.
End of this series
VPRS 10982 ended in April 1996 when the remaining functions of the Department of Business and Employment were transferred to the newly created Department of State Development. All files created in 1995/96 were taken into the custody of the Department and top numbered into that Departments recordkeeping system with the exception of files relating to occupational health and safety. These files were transferred to the Department of Finance (VA 3016).
The Department of State Developments recordkeeping system also includes the records of the remaining divisions of the Department of Business and Employment which were not controlled by the recordkeeping system of this series.
A previous series to this series is VPRS 6348 General Correspondence Files (Annual Single Number System). VPRS 6348 consists of the inward and outward correspondence of the Department of Labour and Industry (VA 1027) from 1964 to 1982.
Another previous series to this series is VPRS 5345 General Correspondence and Policy Files (Annual Single Number System). VPRS 5345 consists of the inward and outward correspondence and policy files of the Apprenticeship Commission (VA 899) and the Industrial Training Commission (VA 900) from 1963 to 1981.
The P1 consignment contain files created from 1982-88, 1990-94. The P2 consignment contains all the 1989 files.
The P3 consignment contains some files relating to OH&S matters. Other OH&S files will be found in P1 and P2.
P3, T1 and T2 consignments are arranged in file number order.
The consignment details for the P1 and P2 consignments have been produced in alphabetical order by the Public Record Office Victoria for ease of access to the records.
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