Series VPRS 16352
File Registration and Movement Cards, 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 ? 1955 - 2007
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 - cont 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 correspondence files located in VPRS 16351 are registered using a single number system.

    Researchers can access the files by scanning the registration cards which provide the subject title and the file reference number of the files.

    Once the file numbers for the required files are selected from the registration cards, refer to the list for correspondence files (VPRS 16351) to retrieve the appropriate unit/s that holds the required file.

    Note: Researchers can also consult one of the two indexes VPRS 16353 ( subject index) or VPRS 16354 (name index) to access relevant files.

  • Function / Content
    This series comprises a card based register of correspondence files maintained by the Victorian Electoral Commission and its predecessors. The register includes the file number, the date of the first document on file and the file title. In many instances the first document on file predates the register. This is because the files contain documents top-numbered from record keeping systems maintained by the Chief Secretary's Department. The reverse of the card was used to track the movement of those files registered on that card.

    In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM. However, information in relation to files continued to be recorded in the Register until 2007.

  • Recordkeeping System
    The files were registered sequentially with a single number in a card based register. New files were allocated the next sequential number.


    As part of the recordkeeping system the following series were created:

    - VPRS 16351 General Correspondence Files, Single Number System
    - VPRS 16353 Subject Index Cards to General Correspondence Files, Single Number System
    - VPRS 16354 Name Index Cards to General Correspondence Files, Single Number System
    - VPRS 16355 List of Primary and Secondary Indexable Headings and Alphabetical Guide to Subject Index Headings

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1977 - 2004 General Correspondence Files, Single Number System VPRS 16351
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 ? 1955 - 2007 Open 2
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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