Series VPRS 11008
General Correspondence Files, Multiple Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1982 - 2002
  Series in Custody 1982 - 2002
  Contents 1973 - 2002
Public Access: Closed
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1982 - 1996 Port of Melbourne Authority VA 1426
1996 - 2002 Office of the Administrator VA 4086
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1996 - cont Office of the Administrator VA 4086
2003 - cont Port of Melbourne Corporation VA 4028
Description of this SeriesDescription of this Series
  • How to use the Records
    Files in this series are arranged under a multiple number system. Retrieving records from this series requires the use of different control records.

    Search by file subject, (?1982 to 1982).

    Refer to VPRS 11234 Subject Card Index to General Correspondence Files, Multiple Number System. Identify specific files that dealt with the desired subject. Take note of the file number.

    Search by author name (1982 to ? 1989).

    If researchers are looking for files relating to individuals/organisations/ government departments, consult the appropriate sequence of index cards from VPRS 11253 Name Index Cards to General Correspondence Files, Multiple Number System. Take note of the file number.

    Search by file classification number (1986 to 1996).

    Examine the Trim File Classification Report VPRS 16095. The contents of this list are arranged alphabetically by Primary and Secondary headings. Identify the required subject headings.

    Search by file registration number (1982 to 1986).
    Examine the card register VPRS 11233 to get the file reference number.

    1986 to 1992
    Refer to VPRS 11254 Automated Multiple Number Correspondence System (Computer Output Reports). Retrieve the appropriate report to get the file reference number/s.

    Once you get the file reference number/s, refer to the consignment details for the correspondence series (VPRS 11008) to retrieve the relevant unit/s.


  • Function / Content
    This series comprises general correspondence files.

    This series covers all aspects of the Port of Melbourne Authority's business including matters pertaining to shipping, matters concerning the running of harbours, cargo, property management and general administration.

    Previous Series

    The previous series (VPRS 7972) contains files created by the Port of Melbourne Authority (known as the Melbourne Harbour Trust Commissioners prior to 1978) from 1913 to 1981.

  • Recordkeeping System
    Since 1982 the Port of Melbourne Authority has used three different media to register their Central Correspondence Files.

    From 1982 to 1986 the files were registered using a manual system, from 1986 to 1992 the files were registered using a system known ICL and from 1992 to 1996 the files were registered using Trim.

    When each new media began all files still in current use were transferred on to the new system.

    In 1982 the Port of Melbourne Authority began to use a three tiered classification system for files. Each file was identified by its title and number, which in most instances, will utilise a standard method consisting of three main identifying sequences. The three numbers are made up of:

    - 1 Primary Subject Heading (Alphanumeric Prefix)

    The primary subject heading is denoted by an alphabetic prefix, which corresponds to the first letter of the subject heading followed by a numeric sequence number intended to maintain the subject headings in alpha/numeric order. There are large gaps in the number sequence to allow for the insertion of any other relevant subject headings and still maintain a strict alpha/numeric order. For example H30 related to Historical Matters, H50 to Holidays and H55 to Housing.

    - 2 The Secondary Subject Number

    The second number was allocated to indicate secondary subject headings and again the number corresponded to a strict alpha/numeric system. For example a file relating to Housing - Advertisements would be classified as H55-4, Housing - Amenities and Welfare as H55 - 5.

    - 3 The Tertiary Identification Number

    Each file was allocated a third or tertiary number to indicate a further breakdown of the subject matter. In contrast to the other numbers these numbers are not allocated in an alpha/numeric fashion. For example file number H - 55 - 5 - 0 would relate to a file on Housing - Amenities and Welfare - General.

    The continuity of the primary subject headings and secondary subject headings seems to have remained constant through the various different systems used by the Port of Melbourne Authority since 1982. By the time Trim was being used to register the files in 1992 the third number had been dispensed with.

    The correspondence was initially managed within a hard copy multiple number system consisting of the following series:

    - VPRS 11008 General Correspondence Files, Multiple Number System (1982 to 2002)
    - VPRS 11233 Card Register to General Correspondence Files, Multiple Number System (1982 to 1986)
    - VPRS 11253 Name Card Index to General Correspondence Files, Multiple Number System (1982 to ? 1989)
    - VPRS 11234 Subject Card Index to General Correspondence Files, Multiple Number System 1982 to ??)

    In 1986 the Authority implemented an automated recordkeeping system which was significantly updated in 1992. The new systen governed the control of the correspondence and the correspondence files including their registration, tracking and indexing. The automated system was based on the existing multiple number segistration system. Outputs of the automated have been registered as:

    - VPRS 16095 TRIM File Classification Report, Multiple Number System (1986 to 1996)
    - VPRS 11254 Automated Multiple Number Correspondence System (Computer Output Reports) (1986 to 1992).

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1982 - 1982 Subject Card Index to General Correspondence Files, Multiple Number System VPRS 11234
1982 - 1986 Card Register of General Correspondence Files, Multiple Number System VPRS 11233
1982 - 1989 Name Card Index to General Correspondence Files, Multiple Number System VPRS 11253
1986 - 1992 Automated Multiple Number Correspondence System, [Computer Output Reports] VPRS 11254
1986 - 1992 Records Management Manual VPRS 16096
1986 - 1996 TRIM File Classification Report, Multiple Number System VPRS 16095
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1982 General Subject Correspondence Files: Alphabetical VPRS 7972
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
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 1982 - 1996 Closed 432
P0002 1982 - 1996 Closed 26
P0003 1983 - 1996 Closed 483
P0004 1983 - 1996 Closed 131
P0005 1983 - 1996 Closed 6
P0006 1983 - 1996 Closed 37
P0007 1983 - 1996 Closed 10
P0008 1983 - 1996 Closed 10
P0009 1983 - 1996 Closed 2
P0010 1983 - 1996 Closed 48
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1982 - 1982 Subject Card Index to General Correspondence Files, Multiple Number System VPRS 11234
1982 - 1986 Card Register of General Correspondence Files, Multiple Number System VPRS 11233
1982 - 1989 Name Card Index to General Correspondence Files, Multiple Number System VPRS 11253
1986 - 1992 Automated Multiple Number Correspondence System, [Computer Output Reports] VPRS 11254
1986 - 1992 Records Management Manual VPRS 16096
1986 - 1996 TRIM File Classification Report, Multiple Number System VPRS 16095
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