Series VPRS 1211
Outward Letter Books
About this Series Related Series Accessing the records in this Series
Date Range: Series 1872 - 1992
  Series in Custody 1872 - 1985
  Contents 1872 - 1985
Public Access: Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
Display entries per page
Date Range Agency Title Agency Number
1872 - 1982 Department of the Treasurer (also known as Treasury and Treasurer's Office) VA 865
1982 - 1992 Department of Management and Budget VA 1022
Agency currently responsible for this SeriesAgency currently responsible for this Series
Display entries per page
Date Range Agency Title Agency Number
1995 - cont Department of Treasury and Finance VA 3745
Description of this SeriesDescription of this Series
  • How to use the Records
    Refer to the consignment details for this series and identify the unit which holds the item required.

  • Function / Content
    This series consists of bound copies of correspondence sent by either the Treasurer, Under Treasurer or senior officers within the Treasury. Correspondence recorded in this series relates to all aspects of Treasury activity and includes letters (including enclosures) and telegrams.

    Correspondence has been created, arranged and bound in differing processes over time. These are described below:

    Period 1872 - 1921: Letter press correspondence (P and P1 consignment)

    These volumes consists of correspondence created by the letter press method and bound into volumes in chronological order by date of letter.

    Each letter was registered through the allocation of an annual single number. (Registration numbers for most of this period were allocated from VPRS 1213 Registers of Outward Correspondence.) As entries in VPRS 1213 are arranged in alphabetical order by recipient the series (VPRS 1213) can also be used as an index to this portion of this series (Outward Letter Books).

    Each item has usually handwritten to about the end of 1892 and typed thereafter.

    Volumes are numbered with a sequential volume number ranging from No.1 to No.225. There are two of each of volumes No.1 and No.2 as the main numbering sequence did not commence until the third volume. (There are also two volumes marked No.42; the reason for this is unknown.) The date range and range of registration numbers covered by the volume is also usually marked on the spine.

    Period July 1921 - 1976: Self indexed duplicated correspondence (P2 and P3 consignments)

    A new system of maintaining outward correspondence commenced from July 1921.

    From this point duplicated copies of each item were bound in chronological order within sections reflecting the different types of recipient (for example as each Victorian Government department, Members of Parliament, individuals and categories of organisations such as companies). Each of these sections is physically identified by a numbered tab. An index of these numbers is to be found within the cover of each volume.

    Each item of correspondence was also allocated an annual single registration number but the arrangement of items no longer reflects this sequence. Volumes are numbered with a new sequence of volume numbers ranging from Vol.1 to Vol.219. The date range of correspondence covered by the volume is also usually marked on the spine.

    Period 1977 - 1992 (P4 consignment)

    From 1977 until 1992 duplicate copies of each item were kept loose in bundles in chronological order within sections reflecting different types of recipient (for example, government department, Members of Parliament, individuals, and categories of organisations as companies). Each of these sections is physically identified by a number. An index of these numbers was found within each bundle.

  • 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 Register of Inward Correspondence (1856-1967)
    VPRS 11739 Register of Inward Correspondence (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 Alphabetical 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 incorporates items of correspondence sent to other Victorian Departments, and VPRS 1206 Public Letters Outward, which incorporated items of correspondence sent to individuals and organisations. Outward correspondence was not registered or indexed during this period.

    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 wasnt 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.

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1872 - 1921 Alphabetical Register of Outward Correspondence VPRS 1213
Controlled SeriesControlled Series
Display entries per page
Date Range Series Title Series Number
Previous SeriesPrevious Series
Display entries per page
Transfer Date Series Title Series Number
- 1872 Official Letters Outward (Public) VPRS 1206
- 1872 Official Letters Outward - Press Copies VPRS 6548
Subsequent SeriesSubsequent Series
Display entries per page
Transfer Date Series Title Series Number
- 1992 General Correspondence Files, Annual Single Number System VPRS 9458
List/s of records in this seriesList/s of records in this series
Display entries per page
Consignment Number Contents Date Range Public Access No. of Units
P0000 1872 - 1896 Open 78
P0001 1896 - 1921 Open 149
P0002 1921 - 1960 Open 158
P0003 1961 - 1976 Open 61
P0004 1977 - 1985 Open 50
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1872 - 1921 Alphabetical Register of Outward Correspondence VPRS 1213
More research resourcesMore research resources