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Series VPRS
2873
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General Correspondence Files, Annual Single Number System
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| Date Range: |
Series |
? 1979 - cont |
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Series in Custody |
? 1979 - 2011 |
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Contents |
? 1979 - 2010 |
| Public Access: |
Open |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | 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
An electronic register and index have been created for a portion of this series, but they are not in custody as at June 1999. Consult the consignment details to identify files of interest.
- Function / Content
The files contain correspondence, reports, and documents relating to all of the activities and service functions of the Public Record Office Victoria (PROV) in pursuit of its objects of preserving, managing and ensuring the effective utilisation of the public records of Victoria.
The records relate to all functions of the Public Record Office Victoria including the following:
* Management
Includes files containing correspondence and reports relating to policy development and long range planning, legislation, special projects, management liaison with government agencies, publications and publicity, staff training, conferences and seminars, and general financial, personnel, and facilities administration.
* Records Management Services
Files contain correspondence with client agencies on all aspects of records management including disposal scheduling and advice regarding transfers of records into PROV custody. The files include working papers, copies of records disposal schedules, forms/documentation regarding records disposition and destruction authorisations.
* Reference Services
Includes inquiries from the public seeking information contained in the holdings of the PROV. Also includes files concerning public access facilities, special research projects, public use statistics and regional services.
- Recordkeeping System
The correspondence files in this series are controlled in two ways. Firstly, they are allocated an annual single number comprising a year prefix and a consecutive number. For example, file number 84/0012 represents the twelfth file created in 1984. Numbers revert to 1 at the start of each year (so the first file created in 1985 would be 85/0001). The numbers are allocated consecutively as files are opened and without reference to subject or activity.
Secondly, file classifications are controlled through a List of Authorised File Classifications. The classification system specifies a number of primary and secondary headings relating to particular function/activity areas, such as the provision of records management services to client agencies (Client classification) or liaison with other organisations or archives (Relations classification). Actual file titles are not controlled.
Between 1981 and circa 1988, the correspondence files were controlled by the central registry of the Department of Property and Services (VA 430) which was responsible for the PROV. The files remained with the PROV and retained the same classification system, but were registered externally. This accounts for gaps in the file number sequence during this period.
A card index was created for the files registered for 1979 and 1980. The Index is divided into six sections:
- Administration
- Committees
- Organisations
- Programmes
- Publications
- Public Offices.
Each section is further divided into subheadings. File titles and file numbers are entered on the cards under these keyword headings.
In 1981, a system of microfilming files and papers to be filed, was introduced in an attempt to create a paperless office. Each of the resulting microfiche represented a single file which was added to as new documents were received or generated. Staff were expected to refer to the microfiche file. As at 1996 the microfiche files have not been formally accessioned as state archives.
From 1981 to 1987 when correspondence files were registered by the Department of Property and Services, the PROV maintained its own list of files and indexes to files. Some of the indices were microform outputs from the Departmental Registry. Others were created in house by the PROV. See VPRS 12487 Indices to General Correspondence Files, Annual Single Number System.
Not all files are maintained centrally within the PROV. At various times certain groups of files have been physically located within the section of the office vested with responsibility for the functions documented within them. For example, Client Access files have traditionally been maintained with the Context Control section of PROV. The dispersion of the files in this way accounts for the content and arrangement of some of the consignments of this series.
Related Records
Working files created by the first two Keepers of Public Records have been maintained separately (see VPRS 5716, Keepers Working Files).
In 1995 a data base was established (using Microsoft Access software) to control the files. The database is used to search for file titles and to generate lists of active files.
Between 1979 and ?1984 correspondence files were established for each request for genealogical information.
| More research resourcesMore research resources |
| Indexes and RegistersIndexes and Registers |
| Controlled SeriesControlled Series |
| Previous SeriesPrevious Series |
| Subsequent SeriesSubsequent Series |
| List/s of records in this seriesList/s of records in this series |
| Indexes and RegistersIndexes and Registers |
| More research resourcesMore research resources |
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