Register of General Correspondence, Annual Single Number System
||1968 - 1983
||Series in Custody
||1968 - 1983
||1968 - 1983
|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
The volumes and cards in this series may be used to identify subsequent correspondence registration numbers when a researcher is seeking correspondence on a particular subject registered between 1968 and 1983. To access particular registration details researchers need a correspondence registration number.
Correspondence registration numbers may be obtained from:
1. subject / nominal index cards in VPRS 11754, or
2. subject index cards in VPRS 9310
3. correspondence registers used up to 1968 in VPRS 1212.
Correspondence registration numbers are annual single numbers, for example 70/2468. A registration in the volume for 1970 registering correspondence number 2468 will include the subject of the correspondence and may include a reference to later correspondence.
If there is a later reference, researchers should then examine the registration entry for that number and continue that process until a final correspondence number is located.
If there is no reference to later correspondence then the last correspondence registration number should be the number under which the correspondence was filed. Researchers should note that after 1975 the volumes were replaced by a card register which has been transferred as the P2 consignment of this series.
Subjects on these included with correspondence registrations in this series may be used to access the subject registration cards in VPRS 9310. Those cards include registration information about other correspondence that came under the same broad subject heading.
To determine if a particular piece of correspondence has been transferred in VPRS 1207 the consignment details for that series should be consulted.
- Function / Content
This series was used to register and allocate the next available annual-single number to correspondence to be found in VPRFS 1207. Information was recorded sequentially by correspondence number in volumes. Information recorded for each registration may include previous and subsequent correspondence numbers, subject of the correspondence (which relates to subject under which the correspondence may be registered in VPRS 9310) and information about the movement of the correspondence between the registry and action officers of the Department.
This series consists of a number of volumes 1968 - 1975 and cards in 1976 - 1983 that make up the register of inward correspondence. A single volume vas used to record correspondence registrations each year and the year to which each volume relates is marked on the covers of the volumes.
The registrations are arranged sequentially by registration numbers which began at 1 (one) at the beginning of each year. Registrations commence on the front of each volume and continue until the final registration for the year was reached.
- Recordkeeping System
The record keeping system of the Department of the Treasurer (VA 865), Department of Management and Budget (VA 1022), Department of Treasury (VA 3007) and Department of Treasury and Finance (VA 3745) comprised the following series:
VPRS 1207 Inward Correspondence (1856-1984)
VPRS 1214 Index to Inward Correspondence (1856)
VPRS 11754 Subject/Name Index to Inward Correspondence (1873-1966)
VPRS 9310 Subject Index Cards (1967-1984)
VPRS 11755 Subject Index Cards - Supplementary (1961-1984)
VPRS 1212 Self-indexing Register of Inward Correspondence (1856-1967)
VPRS 11739 Register of General Correspondence, Annual Single Number System (1968-1983)
VPRS 11741 File Registration and Movement Cards (1984-1985)
VPRS 6548 Official Letters Outward - Press Copies (1869-1872)
VPRS 1206 Public Letters Outward - Press Copies (1869-1872)
VPRS 1211 Outward Letter Books (1872-1992)
VPRS 1215 Index to Outward Correspondence (1856-1869)
VPRS 1213 Self-indexing Register to Outward Correspondence (1871-1921)
The record keeping system, first introduced in 1856, managed the inwards and outwards correspondence of the Departments and the associated registers and indexes. Inward and outward correspondence was managed separately and at document level. Although the system remained essentially the same until the introduction of an automated RMS in 1984, there were some small changes made over time.
In general, when correspondence was received at the Department it was first registered and then indexed by subject matter or name of the sender. All correspondence was then arranged and filed in registration number order. Similarly, copies of outward correspondence were registered upon receipt. Outward correspondence was, however, only indexed in separate indexes during the earlier period.
The inward correspondence for the entire period is found in VPRS 1207 Inward Correspondence. From 1856, all inward correspondence was registered upon receipt with an annual single number (given a progressive registration number with a year prefix). These can be found in series VPRS 1212 Register of Inward Correspondence and VPRS 11739 Register of Inward Correspondence. From 1856 to 1873, the registers were arranged within subjects so they also acted as an index to the correspondence.
For this early period copies of outward correspondence were created, registered and indexed in the same way as the inward correspondence (the whereabouts of the earliest outward correspondence is unknown (as at September 1998) however the indexes for this period can be found in VPRS 1215 Index to Outward Correspondence).
Between 1869 and 1872 outward correspondence was filed in two separate sequences of letter books: VPRS 6548 Official Letters Outward, which incorporated items of correspondence sent to other Victorian Departments, and VPRS 1206 Public Letters Outward, which incorporated items of correspondence sent to private individuals and organisations. Outward correspondence was registered in VPRS 1213 from 1871 to 1872.
After 1868 all inwards correspondence was registered and given an annual single number from VPRS 11739 Register of Inward Correspondence. After 1976 this Register was replaced by a Card Register (VPRS 11740) and again briefly in 1984 by File Registration and Movement Cards (VPRS 11741). After 1873, separate indexes were introduced and all correspondence was indexed according to the subject matter and/or the name of the sender (VPRS 11754 Subject/Name Index). These indexes continued to be used until 1967 when they were replaced by Subject Index Cards (VPRS 9310). A supplementary index was created between 1961 and 1984 (VPRS 11755 Subject Index Cards).
After 1872 copies of all outward correspondence were filed in bound letter books or bundles in VPRS 1211 Outward Letter Books. After 1871 all correspondence was registered in alphabetical registers (VPRS 1213 Alphabetical Register to Outward Correspondence). As the registers were arranged alphabetically they also acted as an index to the correspondence. These registers were discontinued in 1921. After 1921 outward correspondence wasn't indexed or registered. However, the letter books were arranged chronologically within sections reflecting different types of recipient and as such were self indexing.
In 1984 the then Department of Management and Budget moved to an automated RMS system. The new system was an annual single number filing system for general correspondence that managed the correspondence at file level as opposed to document level. Although this system was introduced, the Department continued to collate the outward correspondence in bundles, separate from the correspondence files, until 1992. In 1994 the RMS system was replaced by a RecFind system. RecFind is still in use as at September 1998.
Some correspondence from this system may have been top-numbered into the new RMS system.
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