Series VPRS 12732
Deputy Directors' General Correspondence Subject Files
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1953 - ? 1994
  Series in Custody 1953 - 1994
  Contents 1946 - 1994
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
? 1953 - 1994 National Gallery of Victoria VA 930
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
? 1953 - cont National Gallery of Victoria VA 930
Description of this SeriesDescription of this Series
  • How to use the Records
    Examine the Consignment Details to identify items of interest. Because each consignment contains more than one alphabetical sequence, the entire list of details for each consignment must be examined. In general terms, the consignment make up is as follows:

    P0001 consignment -- Exhibitions files of the Deputy Director (1978 -- 1984) and Deputy Director Public Programs (1978 -- 1990).

    P0002 consignment -- general correspondence files of the Deputy Director Public Programs.

    P0003 consignment -- general correspondence files of the Deputy Director Collections.

    P0004 consignment -- general correspondence files of the Deputy Director (1955 -- 1983).

    P0005 consignment -- Exhibitions files of the Deputy Director (1953 -- 1982). These files relate to exhibitions that the Deputy Director oversaw rather than curated.

  • Function / Content
    This series comprises general correspondence created or received by Deputy Directors of the National Gallery of Victoria. The series includes records relating to public programs, collection management and exhibitions.

  • Recordkeeping System
    In the absence of a centrally controlled general correspondence system, the Director, the Deputy Directors and the Assistant Director of the National Gallery of Victoria each accumulated separate sets of correspondence files. In general, each set related to the relevant officer's area of responsibility. Copies of outward correspondence appear to have been filed separately, at least from 1956; see VPRS 12973 Outward Correspondence.

    The separate sets of Deputy Director's files were brought together in 2001 to form this series for transfer to Public Record Office Victoria custody. The Assistant Director's files were transferred as VPRS 12978 Assistant Director's Correspondence Files, Subject Series and VPRS 13116 Administration Files.

    Only one position of Deputy Director existed until the early 1980s, after which there were three -- Deputy Director Exhibitions, Deputy Director Public Programs, and Deputy Director Collections.

    The Deputy Directors' subject files, together with subject files accumulated by the Gallery's Director (VPRS 12731 Director's General Correspondence Subject Files), and the Assistant Director (VPRS 12978 and VPRS 13116) appear to have succeeded VPRS 12730 Director's Correspondence, Two-Number System to function as the agency's general correspondence system from the early 1970s until the early 1990s. The exact date range is not known. Also, there is a mismatch between the end of VPRS 12730 and the commencement of the Director's and Deputy Directors' subject files. The reasons for the mismatch and the exact relationships between the various correspondence series have not been researched.

    VPRS 12732, VPRS 12731, VPRS 12973, VPRS 12978 and VPRS 13116 are assumed to have ceased when the agency introduced a centrally controlled correspondence system in the 1990s.

    Each Deputy Director accumulated files into alphabetical sequences based on subject title, although there was some inconsistency in file titling conventions. New sequences were commenced as the need arose. Subject files were created if a Deputy Director's secretary assumed that a piece of correspondence was significant or would require further action. If the secretary assumed that there would be no further action the correspondence was filed in a "general" file for the letter of the alphabet that began the correspondent's surname; for example, a letter from John Smith would be filed under "S.".

    For the purpose of transfer to Public Record Office Victoria, the files of each Deputy Director or area of responsibility were made into a separate consignment (regardless of the number of alphabetical sequences within the consignment). Thus:

    -- The P000 1 consignment comprises Exhibitions files of the Deputy Director (1978 -- 1984) and Deputy Director Public Programs (1978 -- 1990).

    -- The P000 2 consignment comprises general correspondence files of the Deputy Director Public Programs.

    -- The P0003 consignment comprises general correspondence files of the Deputy Director Collections.

    -- The P0004 consignment comprises general correspondence files of the Deputy Director (1955 -- 1983).

    -- The P0005 consignment comprises Exhibitions files of the Deputy Director (1953 -- 1982). These files relate to exhibitions that the Deputy Director oversaw rather than curated.

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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
0 - ? 1953 Inward Registered Correspondence VPRS 805
0 - ? 1953 Director's Correspondence, Two Number System VPRS 12730
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 1976 - 1991 Open 28
P0002 1980 - 1994 Open 27
P0003 1980 - 1991 Open 25
P0004 1946 - 1986 Open 26
P0005 1953 - 1982 Open 6
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