Series VPRS 16355
List of Primary and Secondary Indexable Headings and an Alphabetical Guide to Subject Index Headings
About this Series Related Series Accessing the records in this Series
Date Range: Series 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 - 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
    This record should be used as a guide to the record keeping system surrounding the General Correspondence Files, Single Number System.

  • Function / Content
    The record keeping system upon which the General Correspondence Files, Single Number System was based is set down in the List of Indexable Headings and Guide to List. This document includes:
    - A Glossary of Terms
    - The Application of the Registry System, including Classification, Registration, Movements and Indexing of Files
    - The Handling of Inwards Mail including Internal Distribution
    - The duties and procedure to Classifying Papers
    - The duties and procedures for the Registration of Files
    - The duties and procedure for the Indexing of Information
    - The duties and procedures for Post Action Examination
    - The duties and procedure for the Searching of Files
    - The Correspondence Registry list of Indexable Headings
    - An Alphabetical Subject Index

    In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM.

  • Recordkeeping System
    This document is arranged as described under Function/Content above.

    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 16353 Subject Index Cards to General Correspondence Files, Single Number System.
    VPRS 16354 Name Index Cards to General Correspondence Files. Single Number System.

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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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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 1
Indexes and RegistersIndexes and Registers
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