Series VPRS 619
Secretary's Correspondence Files, Alphabetical System [1876-1896]; Correspondence Files, 'A' Series [1901-1929]; Unregistered Inward Correspondence, Minister of Lands [1881]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1876 - 1929
  Series in Custody 1876 - 1929
  Contents 1876 - 1929
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
1876 - 1896 Department of Crown Lands and Survey VA 538
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
2002 - cont Department of Sustainability and Environment VA 4554
Description of this SeriesDescription of this Series
  • How to use the Records
    A. 1. Assuming that the name of a correspondent is known consult the relevant alphabetical register in VPRS 166 Alphabetical Registers of Inward Correspondence to obtain the alpha-numeric registration number.

    2. Consult the Consignment Details for the unit containing correspondence with the appropriate range of alpha-numeric numbers.

    B. 1. Assuming that the name of a correspondent is known consult the relevant alphabetical register in VPRS 14262 Register of Inward Correspondence, Secretary to obtain the alpha-numeric registration number. Note that numbers are also given in this register of previous and subsequent correspondence numbers to which a new letter may have been attached. To find the final number of the correspondence these have to be followed through to their conclusion.

    2. Consult the Consignment Details for the unit containing correspondence with the appropriate range of alpha-numeric numbers.

  • Function / Content
    This series consists predominantly of correspondence dealt with by the Secretary of the Department of Crown Lands and Survey. Correspondence numbers were allocated by the alpha-numerical registers in VPRS 166 Alphabetical Registers of Inward Correspondence. Still retaining that number, correspondence was re-registered in VPRS 14262 Register of Inward Correspondence, Secretary which was a subsidiary register in the recordkeeping system. It is that subsidiary register which gives the details of the final destination of the correspondence.

    The first two units in the series consists of correspondence from the 'A' Series (or Chief Clerk) which has been mistakenly placed here. Matters dealt with include correspondence relating to advances applied for by selectors particularly those involved in closer settlement schemes, correspondence relating to bush fire and flood relief schemes and correspondence from Department employees.

    In Unit 32 there is a bundle of correspondence addressed directly to the Minister of Lands which has not been registered into any system. Persons wrote to the Minister seeking advice and action in relation to Departmental matters.

    Each piece of correspondence, when registered had a face sheet attached to it. Upon this sheet were placed the registered number, a stamp indicating 'Secretary', the date of receipt and the date of the letter and any other file number as well as a summary of the subject of the correspondence. On this same face sheet were placed annotations and notes by officers to whom the correspondence was referred for information, opinion or action. There may also be a draft of a reply to the letter.

    Correspondence registered in this series was all matters other than those directly to do with the occupation of Crown lands. These included matters related to the administration and staffing of the Department, policy matters, correspondence with other Government officials and agencies and matters relating to finance and to other responsibilities of the Department such as vermin.

  • Recordkeeping System
    Each piece of correspondence has an alphanumeric registration number. The letter of the alphabet comes from the name of the correspondent. Correspondence is filed in alpha -numeric number order.

    Correspondence in the P1 consignment which had become separated from the main body of records is in bundles according to year and alphabetical registration.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1876 - 1896 Alphabetical Registers of Inwards Correspondence (Refer to Microfilm Copy, VPRS 228) VPRS 166
1878 - 1896 Register of Inward Correspondence, Secretary VPRS 14262
1901 - 1929 Register of Inward Correspondence, 'A' Series VPRS 14322
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1896 Secretary's Correspondence Files, Numerical System VPRS 865
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
P0000 1876 - 1929 Open 58
P0001 1876 - 1894 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1876 - 1896 Alphabetical Registers of Inwards Correspondence (Refer to Microfilm Copy, VPRS 228) VPRS 166
1878 - 1896 Register of Inward Correspondence, Secretary VPRS 14262
1901 - 1929 Register of Inward Correspondence, 'A' Series VPRS 14322
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