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Series VPRS
12747
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Numerical Register and Movement Books (also known as Correspondence Register), Way and Works Branch/Engineering and Development Group
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| Date Range: |
Series |
? 1967 - ? 1992 |
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Series in Custody |
1967 - 1992 |
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Contents |
1967 - 1992 |
| Public Access: |
Open |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | 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
1967 to 1981
Refer to VPRS 12746 Self-Indexed Register (also known as Correspondence Register Index). This index was created to provide access to the General Correspondence and Works Files (VPRS 12748) by subject, location and by name of the correspondent or the organisation.
Index entries were made under the headings, "General Subjects", "Places", "Name of persons and organisations". The index provided the correspondence registration number. The Registration number is a fraction number. The top number is the Secretary's Branch correspondence registration number. The bottom number is the Branch correspondence registration number.
1981 to 1991
Use VPRS 12821 General Index to VPRS 12748 General Correspondence and Works Files, Way and Works Branch/Engineering and Development Group, Transport Operations Division.
Take note of the correspondence registry number and refer to the Consignment Details for VPRS 12748 General Correspondence and Works Files, Way and Works Branch/Engineering and Development Group to retrieve the appropriate file.
Note: This series may be used only if you know the correspondence registration number.
- Function / Content
The Department of Railways was organised into various branches, each with its own separate registry and record-keeping systems dealing with its own activities and administration. The correspondence registered includes correspondence received from the public, other government departments, other railway branches including the Secretary's Branch. The Secretary's Branch correspondence referred to the branch for action was registered in both systems and filed within the Secretary's correspondence series, ie VPRS 421.
This series was created to allocate the correspondence registration number and to record the movement of the file for the period 1967 to 1992.
Entries were made under the headings:
- Branch Progressive Number (sequential number and the year of registration),
- Other Number (Secretary's Branch Correspondence Registration Number),
- Folio Number (of the Self -Indexed Register VPRS 12746 until 1981 and since then the index section heading number and the card number of the Card Index located in VPRS 12821 General Index to 12748 General Correspondence and Works Files, Way and Works Branch/Engineering and Development Group ) and
- Movement of the file.
Related series
A separate sequence of cards arranged by location or place name covering the period 1967 to 1986 provides access to correspondence files (refer to VPRS 12749 Location Index Cards, Way and Works Branch. The relationship of this (ie 12749) series with VPRS 12746 Self -Indexed Register (also known as correspondence Register), Way and Works Branch and VPRS 12747 Numerical Register and Movement Books (also known as Correspondence Register), Way and Works Branch is not known.
- Recordkeeping System
All inward correspondence was registered upon receipt with a sequential number number and the year (did not allocate new number each year). After the allocation of registration numbers from this series, details about the correspondence was recorded in VPRS 12746 Self -Indexed Register under sections identified by names of organisations/individuals or subject areas and location from 1967 to 1981.
From 1982 to 1991 the correspondence was indexed on cards, see VPRS 12821 General Index to VPRS 12848 General Correspondence and Works Files, Way and Works Branch/Engineering and Development Group.
This series recorded the folio (page) number of the entry in the Self Indexed Register VPRS 12746 until 1981 and from 1981 to 1991 the index heading number and the card number of the index cards located in VPRS 12821 General Index to VPRS 12748 General Correspondence and Works Files, Way and Works Branch/Engineering and Development Group.
A separate sequence of registration numbers was used for the Metropolitan Rail Division Files (MRD) during the period 1983 to 1985.
The general correspondence and works files are located in VPRS 12748.
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