Series VPRS 7614
General Correspondence Files, Multiple Number System I
About this Series Related Series Accessing the records in this Series
Date Range: Series 1972 - 1976
  Series in Custody 1972 - 1976
  Contents 1967 - 1976
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
1972 - 1976 Department of the Premier (also known as Premier's Department 1960-1982) VA 2717
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1982 - cont Department of the Premier and Cabinet VA 1039
Description of this SeriesDescription of this Series
  • How to use the Records
    The files are arranged in file number order according to a multiple number system. There are various means of access:

    ...by subject of the file
    The card index (VPRS 7613) of file classifications, file titles and keywords in file titles should be consulted to obtain a file number.

    ...by classification of the file
    The list of authorised file classifications (VPRS 7612) should be scanned to obtain a file number.

    ...by name of correspondent
    The card index (VPRS 9894) of correspondents (individuals and organisations) should be consulted to obtain a file number.

    ...by date of correspondence
    The register of inward correspondence (VPRS 7615) should be consulted to obtain a file number.

  • Function / Content
    This series comprises general correspondence files maintained by the Premier's Department (VA 2717) between 1972 and 1976.

  • Recordkeeping System
    In 1972 a multiple number filing system was introduced to replace an annual single number system which had existed since 1883. The series of files created and maintained within the previous system are registered as VPRS 1163.

    The multiple number system which was introduced involved the classification of files. A number of primary classifications were established and each classification was allocated a number code (eg. Aboriginal 20, Abortion 25, Accidents 40, etc.). The primary classifications were allocated number codes in alphabetical order. Large gaps were left in the sequence so that additional classifications could be added. Primary classifications were often further divided into a number of secondary classifications, each of which was allocated a secondary number code (eg. Road Accidents 40/1). Specific files were established as required within the classification scheme and were allocated a sequential number. File titles allocated to specific files were not controlled. Files could therefore be identified by either a two part or three part number. For example the first file created within the classification 25 Abortion was 25/1 Abortion - Legislation while the fourth file created within the classification 1590/3 Victorian Public Service - Salaries was 1590/3/4 Victorian Public Service - Salaries - Salaries by cheque.

    A list of the authorised primary file classifications was maintained to control the classification of files (VPRS 9893). The list includes authorised classifications and their corresponding number codes as well as rejected subject terms that give a cross reference to an authorised classification (eg. Ambulance see Health, Adoption see Social Welfare, etc).

    A list of files created within each classification was also maintained (VPRS 7612) in the form of a strip index. This list was maintained in number order. As file classifications and specific files were created new strips were added so that there was always an up-to-date list which could be checked before new files were created.

    A subject index (VPRS 7613) was created on cards to provide access to the files. The subject index provides access to files by file classification, file title or keywords in the file title.

    Although correspondence was accumulated within files item level control continued with the registration and indexing of inward correspondence. The register of inward correspondence (VPRS 7615) was created to record the attachment of correspondence to files. A name index of correspondents (individuals and organisations) (VPRS 9894) was created to provide additional access to the files.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1972 - 1975 Register of Inward Correspondence, Multiple Number System I VPRS 7615
1972 - 1976 Index of General Correspondence Files, Multiple Number System I VPRS 7612
1972 - 1976 List of Authorised Primary File Classifications, Multiple Number System I VPRS 9893
1972 - 1976 Name Card Index to General Correspondence Files, Multiple Number System I VPRS 9894
1974 - 1976 Subject Card Index to General Correspondence Files, Multiple Number System I VPRS 7613
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
1934 - 1972 Inward Correspondence Files VPRS 1163
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1976 General Correspondence Files, Multiple Number System II VPRS 8197
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 1972 - 1976 Open 255
P0002 1967 - 1976 Open 3
P0003 1967 - 1972 Open 1
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1972 - 1975 Register of Inward Correspondence, Multiple Number System I VPRS 7615
1972 - 1976 Index of General Correspondence Files, Multiple Number System I VPRS 7612
1972 - 1976 List of Authorised Primary File Classifications, Multiple Number System I VPRS 9893
1972 - 1976 Name Card Index to General Correspondence Files, Multiple Number System I VPRS 9894
1974 - 1976 Subject Card Index to General Correspondence Files, Multiple Number System I VPRS 7613
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