Series VPRS 7458
Policy Files (Multiple Number 2)
About this Series Related Series Accessing the records in this Series
Date Range: Series By 1977 - 1983
  Series in Custody 1962 - 1983
  Contents 1946 - 1983
Public Access: Closed
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
1977 - 1979 Social Welfare Department VA 946
1979 - 1983 Department of Community Welfare Services VA 613
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1983 - 1992 Office of Corrections VA 1063
1992 - 2003 Department of Justice VA 3085
2003 - cont Corrections Victoria VA 4819
Description of this SeriesDescription of this Series
  • How to use the Records
    This series consists of correspondence files relating to the Victorian prison system. The system was established by the Prisons Division of the Social Welfare Department and was continued by the Correctional Services Division of the Department of Community Welfare Services. The files were maintained by the Office of Corrections prior to their transfer to archives in 1987. "Policy Files" was the term used by the agencies to describe these records.

    This series consists of three consignments. The P2 and P3 consignments consist of files which were considered to be non-current and which had been progressively removed to secondary storage up to 1986. The P1 consignment are files which were maintained by the Office of Correction's Head Office prior to their transfer to archives. Files within each consignment are arranged in file number order.

    Under the multiple number filing system, each file number consisted of three numbers; a primary, secondary and tertiary number.

    The primary number classified the file subject into main headings of which there were three basic types:

    - Establishments (primary numbers 30-50) which deal with specific prisons, other correctional institutions, and the Divisional Head Office.

    - Prisoner Client Files (primary number 2) which are general correspondence files relating to individual prisoners held in the prison system (these are not the only client files created, the most significant being held by the actual prisons).

    - the remainder (primary numbers 3-20) not every number in this range was allocated.

    The secondary number classified the file subjects of the primary headings. A set sequence of ten secondary numbers was utilised for each establishment and differing sets for the remainder. Twenty-six secondary numbers were utilised for the prisoner client files, each one representing a letter of the alphabet reflecting prisoners' surnames. The tertiary number represents a further breakdown of the secondary headings.

    This series was primarily controlled by a card index which has been retained by the Office of Corrections. The cards are arranged according to a combination of the primary and secondary numbers and detail those numbers; tertiary number; date file opened; file title and file movement history. Pending actual transfer of these cards, a copy of the file classification index which lists primary and secondary numbers for all categories and tertiary numbers and for classifications other than the prisoner client files, has been registered as VPRS 7665. A copy of the relevant pages of the index has been boxed with the records.

    This is the second of two multiple number policy file systems created by the Social Welfare Department. The creation of this system, around 1977, seems to represent an attempt to create a more manageable method of arrangement by reducing the number of primary and secondary classifications available. The previous system utilised about 70 primary numbers ranging from 1 to 400 whereas this system utilised 35 primary numbers ranging from 2 to 50.

    Some of the primary numbers in this series however, (notably "2" client files) were retained from the previous system. All other files from the previous system which were considered active at the time were top numbered into the new system. Consequently, although this system dates only from about 1977, contents of individual files may date from at least 1962, the date of creation of the previous system. Files belonging to the previous system and considered inactive in 1977 were located at the Office of Corrections secondary storage facility in Macarthur Street, Melbourne in 1987.

    There are a few files in VPRS 7458 with primary numbers greater than 50. These files were part of the previous system. They were retained for reference purposes but were not top numbered into the subsequent system.

    This system was used by the Correctional Services Division until just prior to the creation of the Office of Corrections in 1983 when a computer based system commenced operation. The computer system allocated file numbers under an annual single number system. Files from VPRS 7458 considered active at the time were incorporated into the new system and top numbered. The relevant controlling index cards were annotated with the new number.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1977 - 1983 Multiple Number File Classification Index VPRS 7665
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
- 1983 General Correspondence Files, Annual Single Number System VPRS 12698
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 1962 - 1983 Closed 84
P0002 1962 - 1983 Closed 137
P0003 1962 - 1983 Closed 8
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1977 - 1983 Multiple Number File Classification Index VPRS 7665
More research resourcesMore research resources