Series VPRS 18283
Victorian Railways Plan Room Control Records, Subsidiary Location Indexes and Registers
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1937 - ? 1994
  Series in Custody Circa 1937 - ? 1994
  Contents Circa 1923 - 1994
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
1937 - 1983 Victorian Railways (also Victorian Railways Commissioners 1883-1973, Victorian Railways Board 1973-1983) VA 2876
1983 - 1989 State Transport Authority VA 1038
1983 - 1989 Metropolitan Transit Authority VA 1044
1989 - 1994 Public Transport Corporation VA 2984
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1997 - cont Victorian Rail Track (VicTrack) VA 4616
Description of this SeriesDescription of this Series
  • How to use the Records
    Refer to the list of records in this series.

  • Function / Content
    The Victorian Railways Plan Room acted as a central registry or repository for all plans and survey documentation created and used by the Victorian Railways. Plans were held here and either copied or issued for use when required.

    Evidence suggests that the Plan Room has existed possibly from c 1885. Evidence also suggests that it may have originally held only plans created by the Construction Branch, Chief Engineers Branch and Way and Works Branch (Office of the Engineer for Existing Lines).

    It appears that the Plan Room with the control system may have been established in 1937. Plans from other Branches were gradually brought under the control of the centralised system rather than continuing to be held by the creating Branch.

    Not all plans which may originally have been held in the Plan Room were incorporated into this control system. Such as plans that had ceased functional use before the implementation of the Plan Room Record Number control system or collected as reference information after the cessation of the use of the control system.

    All plans were allocated a Record Number recorded on the top right hand corner of the standard record card. This record number, preceded by the letter 'R', was placed on the plan or record book. In the case of plans this was on the top left hand corner; in the case of volumes on the spine or the cover. Record Numbers were consecutive numbers. Initially, it appears that these were allocated in blocks to specific groups of plans or record volumes as they were incorporated into the system.

    The Record Number and the Description (or title) of the plan or volume was entered in the Master Index kept on double sided cards with provision for eight entries on either side (16 per card, location not known). Some entries also included a notation regarding the Branch responsible for that plan or volume. Cards were filed in the Master Index in Record Number order.

    Subsidiary indexes were created for plans and volumes relating to specific groups or belonging to specific Branches. This system is referred to in the Plan Room Manual as the Location / Apparatus Index. These subsidiary indexes are:

    P1 Alphabetical Location Index Cards, Apparatus, Way and Works Branch.

    P2 Alphabetical Location Index Cards, Signals and Communications

    P3 Alphabetical Location Index Cards, Track Design and Planning

    P4 Alphabetical Location Index Cards, Level Books, General Services, Engineering, Way and Works Branch

    P5 Numerical Location Index Cards, Structural Design

    P6 Alphabetical Location Index Cards, Architects

    P7 Numerical Location Index Cards, Electrical Branch

    P8 Numerical Location Index Cards, Plans and Specifications, Estate Office

    P9 Alphabetical Location Index Cards, Notices to Treat, Estate Office

    P10 Numerical Location Index Cards, Planning Office (PN78)

    P 11 Numerical Location Index Cards, Special Works, Level Books, General Services, Engineering, Way and Works Branch

    P 12 Numerical Location Index Cards, Mechanical Services

    P 13 Alphabetical Location Index Cards, Field Books

    Card Index to Plan and Section Books (refer to VPRS 18047)

    Other Records

    Some records found in the Plan Room have not been given a Record Number and are thus not included in the control system. It is hypothesised that these are either older records which were not deemed necessary for the ongoing exercise of functions at the time of the establishment of the control system or records which were transferred from another location, but not included in the active system. The Plan Room Manual (location not known) indicates that these are controlled by the Contract Books (location not known) and by the maps showing line sections, VPRS 18045 Railway Maps of Victoria.

  • Recordkeeping System
    Arrangement in these subsidiary indexes is either alphabetical by geographic location within the State or type of apparatus or in Record Number order. Cards in the subsidiary index provide the full information available pertaining to a particular item.

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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 ? 1937 - 1994 Open 6
P0002 ? 1937 - 1994 Open 23
P0003 ? 1937 - 1994 Open 8
P0004 ? 1937 - 1975 Open 2
P0005 ? 1937 - 1975 Open 5
P0006 ? 1937 - 1975 Open 7
P0007 Circa 1923 - 1975 Open 1
P0008 1957 - 1975 Open 1
P0009 Circa 1937 - Circa 1955 Open 1
P0010 Circa 1937 - Circa 1955 Open 1
P0011 Circa 1937 - Circa 1955 Open 1
P0012 Circa 1937 - Circa 1975 Open 5
P0013 Circa 1937 - Circa 1975 Open 2
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