General Correspondence Files : Annual Single Number Sequence
||? 1969 - 1993
||Series in Custody
||1970 - 1993
||1970 - 1993
|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
How to use this series
Refer to the alphabetically arranged Keyword Index (Computer Output) VPRS 8867. A file was indexed under a keyword(s) which appeared on the title of a file, for example, a file titled, Department of Labour : Circulars would be indexed under the keywords " Department" "Labour" and "Circulars".
Look under the appropriate Keyword which could be part of the file title.
The entries in the location column tell you whether the files are located in VPRS 6975 General Correspondence Files: Annual Single Number Sequence or in VPRS 6970 Industrial Inquiry Files. The entries for planning files which were transferred to the relevant municipalities in 1993 when the Geelong Regional Commission was abolished read SthGlg/NthGlg.
Write the VPRS/Series, Consignment no and the Box/Unit on PRO 18, the Records Request Form to retrieve your file.
Note : This index also provides access to VPRS 6970 Industrial Inquiry Files.
This series consists of general correspondence files created by the Geelong Regional Planning Authority (G.R.P.A) (VA 2830) and the Geelong Regional Commission (G.R.C.) (VA 426) during the period 1969 to 1993. The files contain inwards and copies of outwards correspondence which document the agencies planning and developmental responsibilities and their role in co-ordinating and assisting public and development in the Geelong region.
The series consists of files which include :
General Policy Files
These files deal with administrative and policy matters covering the activities of the Authority and the Commission such as rural area planning policy, lease/sale agreement policy and insurance policy etc.. Contents include inwards, outwards and internal correspondence, data, submissions and reports.
Files relating to economic development activities
These were created by the Commission's Economic Development Division and included:
- Industrial Inquiry Files
- Property Files
- * Marketing files
- * City By The Bay Project
- * Market Square Project Files
Separate filing sequences were created for each of the categories marked with an asterix (*) until about 1985 when a decision was made to incorporate them into the annual single number central filing system (this series). Accordingly all of the files created upto this date were allocated new file numbers. The Industrial Inquiry Files which were created as part of the single number central filing system which was in operation from 1977 to 1979 continued as a separate system till 1987.
Town Planning Files
The Town Planning Division created files for every rezoning proposal, each amendment to the Geelong Regional Planning Scheme and series of Structure or Outline Development Plans for coastal and rural townships within the region.
Separate filing sequences were created for each of these categories until 1985 when a decision was made to incorporate them into this series. Accordingly all of the files created upto this date were allocated new file numbers.
90% of these planning files were not transferred to archival custody. Most were transferred to the City of Greater Geelong, the Shires of Barrabool and Bannockbum and the Borough of Queenscliff in 1993 when the regional planning function was assumed by these municipalities.
System of Arrangement/Control
Files are arranged under an annual single number sequence. Files were allocated a number from 1 to infinity, regardless of category/subject and the number was prefixed by the year of creation. The file registration number reverted to 1 at the beginning of each calender year. File numbers were allocated from a sequence of Registration Cards (VPRS 8865) until 1985 and from a computerised system for the period 1985 to 1993.
A three - part control mechanism for the creation of files and subsequent retrieval of information was used. To ensure tighter control over the creation of files and the classification of correspondence a List of Authorised Subject Headings was created. The List recorded all primary headings in alphabetical order with secondary headings under each primary heading.
e.g. Primary Heading - Staff
5 Higher Duties
Further Primary and Secondary headings were added as required. This List would be consulted by the OIC Central Registry who would read and classify the subject matter of each letter received by the agency. He would endorse on each letter the classification code (obtained from the List) and hand this to the indexing clerk. This list of Authorised Subject Headings was not located at the time of this transfer (as at 1994).
The indexing clerk would then consult the Subject Index (VPRS 8866), a set of cards arranged in alphabetical order by subject headings as allocated by the Authorised List. This index listed all files on a particular subject. For example, files relating to accommodation would be listed on the one card in the following manner.
File Number Subject
78/9 Accommodation Policy
78/15 Accommodation in new state building
79/3 Accommodation of Computer Operators
The Indexing Clerk used the index to ascertain whether a file was already in existence for that specific aspect of the subject. If there was, the letter would be placed on that file. If not, a new file would be raised, the letter indexed on that card and a file number allocated.
Although the card index was created between the years 1969 to 1985, only the portion of the index covering the period 1969 to 1977 has been identified and transferred into archival custody (refer to VPRS 8865).
The Commission's registry procedures also make reference to the existence of a nominal index which provided access to files by name of the correspondent/place. Every time a proper noun occurred in a file title (e.g. Geelong, City of, Dunlop, Myer, Lara) the file would be indexed on a card headed with that noun. This index was not located at the time of this transfer (as at 1994).
A computerised control system was introduced in 1985 which replaced the manual registers and indexes. This system was used to generate a Keyword Index (VPRS 8867) which was in use during the period 1985 to 1993.
System of Arrangement and Control : Period 1977-1979
During this period the Geelong Regional Commission temporarily abandoned this recordkeeping system in favour of a system in which files were allocated a single number.
In 1979 it was decided to abandon the single number system and revert back to the previous system. Accordingly all of the files created in the single number sequence, which ranged from GRC 1 to GRC 290 were top numbered into this system in the following manner.
- files created during 1977 were allocated file numbers commencing with 1977/42 (1977/41 being the last file created by the Geelong Regional Planning Authority before the single number sequence was established)
- files created during 1978 were allocated file numbers commencing with 1978/1, and
- files created during 1979 were allocated file numbers 1979/1 to 1979/212.
The only files not treated in this manner were Industrial Inquiry Files. The Industrial Inquiry portion of the single number sequence continued as a separate system till 1987. These files are registered as VPRS 6970.
- Function / Content
- Recordkeeping System
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