Series VPRS 16351
General Correspondence Files, Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series Circa 1977 - 2004
  Series in Custody 1977 - 2004
  Contents 1900 - 2004
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
1977 - 1979 Chief Secretary's Department VA 475
1979 - 1995 State Electoral Office [Department of Property and Services 1979-1988] VA 1061
1996 - 2004 Victorian Electoral Commission VA 4196
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1996 - cont Victorian Electoral Commission VA 4196
Description of this SeriesDescription of this Series
  • How to use the Records
    The files are identified by a single number. Researchers may obtain a relevant file number by:

    (1) Consulting the Indexes to General Correspondence Files. These indexes provide access by subject, VPRS 16353 and by name of correspondent, VPRS 16354. Refer to the series text for these series for instructions regarding use.

    (2) Scanning the File Registration and Movement Cards in VPRS 16352. These cards record the file number, the subject and title of the file. The cards are arranged in file number order.

    (3) Consulting the list for this series which provides the file title, file reference number and the relevant unit number required for retrieval of the file.


    Note: Item Level, Description 3 is the VEC box no.

  • Function / Content
    This series comprises correspondence files maintained by the Victorian Electoral Commission and its predecessors. Many of the documents on file have been top-numbered from files belonging to record keeping systems maintained by the Chief Secretary's Department. (For previous series refer to VPRS 4723 Inward Registered Correspondence IV).

    The sequential number filing system within which these files were created appears to have commenced circa 1977.

    The correspondence files comprise: inward letters, copies of outgoing letters, internal memoranda, working notes, and related papers. The contents of the series derive from the functional responsibility of the Chief Electoral Officer and the State Electoral Office, (operated within the Chief Secretary's portfolio until 1979 and from 1979 to 1989, within the Property and Services portfolio).

  • Recordkeeping System
    The files were registered sequentially with a single number in a card based register, VPRS 16352, and indexed in VPRS 16353 under subject headings and under names of individuals or organizations in VPRS 16354. File titling was based on a classification system which is documented in the List of Indexable Headings and Guide to List, VPRS 16355.

    The unregistered files are located in VPRS 16359.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1977 - 2004 File Registration and Movement Cards, Single Number System VPRS 16352
1977 - 2004 Subject Index Cards to General Correspondence Files, Single Number System VPRS 16353
1977 - 2004 Name Index Cards to General Correspondence Files, Single Number System VPRS 16354
1977 - 2004 List of Primary and Secondary Indexable Headings and an Alphabetical Guide to Subject Index Headings VPRS 16355
Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
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 1900 - 2004 Open 77
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1977 - 2004 File Registration and Movement Cards, Single Number System VPRS 16352
1977 - 2004 Subject Index Cards to General Correspondence Files, Single Number System VPRS 16353
1977 - 2004 Name Index Cards to General Correspondence Files, Single Number System VPRS 16354
1977 - 2004 List of Primary and Secondary Indexable Headings and an Alphabetical Guide to Subject Index Headings VPRS 16355
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