Series VPRS 7615
Register of Inward Correspondence, Multiple Number System I
About this Series Related Series Accessing the records in this Series
Date Range: Series 1972 - 1975
  Series in Custody 1972 - 1975
  Contents 1972 - 1975
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 - 1975 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
    How to Use the Record

    Search the register by date of receipt of correspondence and identify the number of the file to which the item was attached. The files are located in VPRS 7614.

    Function/Content

    This series comprises a register of inward correspondence received by the Premier's Department from 1972 to 1975.

    Each item of correspondence received was registered in an annual single number sequence and then attached to a classified general subject file. Details recorded in the register include:

    date of letter
    registered number
    from whom letter received
    a short description of the nature of the correspondence
    the number of the file to which the correspondence is attached.

    The previous series is VPRS 10374 Registers of Inward and Outward Correspondence.

    System of Arrangement and Control

    In 1972 a multiple number filing system was introduced to replace an annual single number system which had existed since 1883. 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 (this series) 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.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1972 - 1975 General Correspondence Files, Multiple Number System I VPRS 7614
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1972 Register of Inward and Outward Correspondence Part 1 VPRS 10374
Subsequent SeriesSubsequent Series
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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 - 1975 Open 4
Indexes and RegistersIndexes and Registers
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