Series VPRS 16353
Subject Index Cards to 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 1977 - 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 - 1996 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 subject index provides access to the general correspondence files located in VPRS 16351. Researchers should consult the index for subjects of interest. Once you identify the required file number/s refer to the list for VPRS 16351 to retrieve the required unit.

  • Function / Content
    This series comprises a card based subject index to correspondence files maintained by the Victorian Electoral Commission and its predecessors. The cards are coloured. Blue cards represent primary headings. Pink cards represent secondary headings. Cream cards include tertiary headings. White cards were used to record the file number, the date of the first document on the file and a description of the subject. Entries were made on one side of the card only. In many instances the date on the card predates the creation of the file to which it relates. This is because the files contain documents top-numbered from record keeping systems maintained by the Chief Secretary's Department. In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM.

  • Recordkeeping System
    The cards were arranged alphabetically by Primary Heading, then Secondary Heading and then Tertiary Heading. File titling was based on a classification system which is documented in the List of Indexable Headings and Guide to List.

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

    - VPRS 16351 General Correspondence Files, Single Number System.
    - VPRS 16352 File Registration and Movement 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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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 1977 - 2004 Open 2
Indexes and RegistersIndexes and Registers
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