General Correspondence Files, Annual Single Number System
||1978 - 1996
||Series in Custody
||1978 - 1996
||1939 - 2003
|Format of Records:
|Agency which created this SeriesAgency which created this Series|
|Agency currently responsible for this SeriesAgency currently responsible for this Series|
|Description of this SeriesDescription of this Series|
- How to use the Records
For files created in 1978 and 1979 scan the consignment details for the P consignment to identify a relevant file.
Files created in 1980 are not extant.
Files created between 1981 and 1986 existed only in microfiche format, however the microfiche were not located in 1997.
For files created between 1987 and 1992 consult the TRIM Automated Control System Report Outputs (VPRS 11244) or scan the consignment details for this series.
- Function / Content
This series consists of general correspondence files created by the central registry of the Department of Property and Services VA 430 (from 1978 to 1991) and of the Ministry/Department of Finance VA 3016 and Department of Treasury and Finance, VA 3745 (from 1991 until 1996). The files contain information relating to:
- policy and procedures
- financial matters
- major departmental programmes and operations
- routine and miscellaneous matters.
In the early days of the Department of Property and Services most of the functional units joined the department as established entities with their own recordkeeping systems. Hence the early files in this series generally deal with administration matters of the department as a whole.
Some files created by function or division during this time were recorded on the central database but the files were held by the division for which they were created. For example, the files raised for the Public Record Office Victoria were physically located at the Public Record Office Victoria.
- Recordkeeping System
1978 to 1986
The Department of Property and Services established a central correspondence registry at its Head Office shortly after the establishment of the Department in 1978. From 1981 the registry attempted to conduct the Head Office of the Department as a paperless office. During this period, all incoming correspondence, copies of outward correspondence and internal departmental documents were microfilmed and constructed into microfiche files.
The fiche rather than the papers constituted the agencys active recordkeeping system. Once fiched, papers were stored in rough chronological order (by date of copying). No further control system was applied to them. The original paper records were later destroyed.
The microfiche files were registered under an annual single number system. A Keyword Out of Context (KWOC) index was created.
For this period the files existed on microfiche and a record of the files also existed in TRIM.
1987 to 1996
Following a review in 1987, the Head Office registry returned to maintaining hard copy files controlled by an annual single number system. All files created after 1 January 1987 were maintained as hard copy paper files rather than as microfiche.
From 1987, registration and indexing of files was accomplished using an automated records management package known as TRIM.
Previous and subsequent relationship with the Treasury Central Correspondence Files (VPRS 9458)
With the transfer of functions from the Department of the Treasury to the Ministry for Finance in 1991, some files from the central correspondence registry system of the Department of Treasury (VPRS 9458) were top numbered into the Finance registry system, i.e. VPRS 2553.
Following the amalgamation of the Department of Finance and the Department of the Treasury in 1995, current Department of Finance files were incorporated into the recordkeeping system of the new Department of Treasury and Finance (VA 3745) which continued the system established by the Department of the Treasury. VPRS 9458 is thus both a previous and subsequent series to VPRS 2553.
Relationship with the Property Division Files
Although the Property Division of the Public Works Department was transferred to the Department of Property and Services in 1985, it continued to maintain its own alphanumeric recordkeeping system until 1993.
The general correspondence files of the Property Division were created with a G prefix until 1989. From 1989 to 1991 it used an annual single number system.
In 1992, the G files (of the Property Division) created under the annual single number system from period 1989 to 1991 were incorporated into the Finance Head Office (central) registry system, i.e. VPRS 2553. The Property Divisions General Files were renumbered from 10,000, eg 89/00001 became 89/10,001 and so on. Files created under the two different systems were merged onto the one TRIM database in November 1992. However, the file numbers appearing on the files in most cases remained the same, ie 89/1, 89/2 rather than 89/10,0001 and 89/10,0002. The General files created from 1989 to 1991 (10,0001 to ??) are located in the P3 consignment of this series).
From 1992 the general files of the Property Division were created as part of the same sequence as the centrally created files.
In 1994, the active property files (P S GL R O) of the Property Division of the Department of Finance that had been created under an alpha-numeric system were also top numbered into VPRS 2553. The property files created under the (previous) alpha-numeric system are located in VPRS 11243, Property Files: (Property Division).
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