Series VPRS 11467
Name Index to Inward and Outward Correspondence
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1951 - 1992
  Series in Custody 1951 - 1992
  Contents 1951 - 1992
Public Access: Open
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
1951 - 1992 Port of Geelong Authority (known as Geelong Harbor Trust Commissioners 1905-1981) VA 1425
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1997 - cont Office of the Administrator VA 4086
2004 - cont Victorian Regional Channels Authority VA 5237
Description of this SeriesDescription of this Series
  • How to use the Records
    This series provides access to inward and outward general correspondence 1951 to 1992.

    Step 1
    Refer to the Records Description List for this series and call up the appropriate unit.

    Look for the name of the correspondent. Note the subject heading (in brackets on the card) under which the letter was filed and the date of the letter.

    Step 2
    Refer to the Records Description List for VPRS 11470 General Correspondence Subject Files, and see if a file on the required subject is listed.

    Step 3
    It the subject heading is not found on the list, the researcher may refer to the correspondence register/s, VPRS 11459 and/or VPRS 11462. Using the date of the correspondence as the point of entry, scan the register/s and note the subject under which the letter was filed. Then follow Step 2.

  • Function / Content
    This series consists of an alphabetical card index to the names of individual persons or organisations with whom the Port of Geelong Authority (VA 1425, known as the Harbour Trust Commissioners from 1905 to 1981) corresponded. Entries on the cards were made in chronological order by date of letter.

    This index was created as part of the general correspondence subject filing system. The correspondence was filed in VPRS 11470 General Correspondence Subject Files.

    The name of the correspondent was entered at the top of each card and the following details were recorded for each letter:

    date of letter
    subject or precis
    subject title (in brackets) under which letter was filed.

  • Recordkeeping System
    Generally, inward and outward correspondence was filed in general correspondence subject files arranged in alphabetical order by subject heading. Duplicate copies of outward correspondence were filed separately until 1947, see VPRS 11471 Outward Letter Books. From 1948, outward correspondence was registered in VPRS 11472 Register of Outward Correspondence. There were a number of elements in the recordkeeping system.

    Inward Correspondence Registration and Indexing

    From 1905 to 1992 inward correspondence was registered in VPRS 11459 Register of Inward Correspondence using a single number system. From circa 1944, VPRS 11462 Card Register of Inward Correspondence (Board Matters) was used to register correspondence to be dealt with by the Board. A single number system was used.

    Subject to further research, it is understood that all inward correspondence, including that referred to the Board, was registered in VPRS 11459 Register of Inward Correspondence from 1905 to 1992.

    The registry system appears to have been computerised in 1992. However, no electronic records were identified at the time of the transfer in 1998.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1951 - 1992 Register of Inward Correspondence VPRS 11459
1951 - 1992 General Correspondence Subject Files VPRS 11470
1951 - 1992 Register of Outward Correspondence VPRS 11472
Previous SeriesPrevious Series
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Subsequent SeriesSubsequent Series
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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 1951 - 1992 Open 4
Indexes and RegistersIndexes and Registers
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