Series VPRS 770
Numerical Register of Inward Correspondence (General ?1883-1980 and Applications for Employment ?1883-1962), Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1883 - ? 1980
  Series in Custody 1900 - 1977
  Contents 1900 - 1977
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
1883 - 1980 Public Service Board (known as Public Service Commissioner 1901-40) VA 886
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - 1998 Office of the Public Service Commissioner VA 3088
2005 - cont State Services Authority VA 4781
Description of this SeriesDescription of this Series
  • How to use the Records
    How to Use This Series

    This series can be used to locate full registration details for correspondence registered in VPRS 772 Self-Indexing Register of Inward Correspondence. Use this series only if you know the registration number of the item you require. This series will give you the volume and folio (page) number of the entry in the Register. Consult the Records Description Lists for VPRS 772 to locate the appropriate volume.

    Function/Contents

    This series was created to allocate registration numbers to inwards correspondence received by the Public Service Board (VA 886) and to identify the volume in which the full registration details were entered (in VPRS 772).

    The volumes extant cover the period 1900 to 1977. It is assumed that the series commenced with the start of the registry system, assumed to be in 1883, and continued until the system was superseded in 1980.

    System of Arrangement and Control

    Document and file level control 1883 - 1980

    It is not known when the Public Service Board, established in 1883, first began registering inward correspondence. By 1889, however, a system was in place in which each item of correspondence received by the Board was registered within an annual single number system. In an annual single number system each registered item is allocated a sequential number which is prefixed or suffixed by the year of registration. The numbers commence from one at the beginning of each year. For example, the twenty-third item registered in 1895 would have been allocated the number 95/23.

    In the annual single number system established by the Board a distinction was made between applications for employment in the public service and other general inward correspondence. This distinction was primarily made during the two part registration process. The first part of the registration process simply involved the allocation of the registration number. The second part of the registration process involved recording full details about when the correspondence was received and registered, the name of the correspondent (corporate or individual), the subject of the correspondence, referral of the correspondence to other offices and the attachment of correspondence to subsequent papers. Until 1962 there were always two volumes maintained simultaneously for recording full registration details: one for applications for employment (marked Applications for Employment on the spine) and one for all other correspondence (marked General on the spine). These volumes were numbered in a single sequence. From 1962 applications for employment were registered and indexed under a separate system (see VPRS 9708 and VPRS 9854) and hence only the General register continued through to 1980.

    Although separate volumes were used for registration the numbers were allocated from a single sequence. This was done from the Numerical Register (this series) which comprises a list of sequential numbers against which are recorded, in two columns, the volume and folio (page) numbers of the full registration. The left hand column lists the entries in the volumes used for Applications for Employment and the right hand column list entries in the volumes used for General correspondence.

    The volumes comprising the Self-Indexing Register of Inward Correspondence (General and Applications for Employment) (VPRS 772) are self-indexing. This means that the volumes are divided into sections according to predetermined categories. In the volumes used for Applications for Employment the sections are identified by letters of the alphabet (A, B, C etc.). Entries were made in these volumes under the surname of the applicant. A separate index to these volumes was also maintained (see VPRS 771). In the volumes used for General correspondence the sections are identified by the names of organisations (mostly Government departments) or subject areas. Entries were made in these volumes under the name of the correspondent or the subject of the correspondence.

    The correspondence received was filed in annual single number order - see VPRS 774 Inward Registered Correspondence. If a subsequent item of correspondence related to the same matter as a previous item it was common practice of the Board to attach the items. In this way files were built up. The attached documents were then filed under the registration number of the last or top item. This practice is known as top-numbering. The Self-Indexing Register of Inward Correspondence (VPRS 772) recorded the attachment of documents so that the top number could be identified and the correspondence retrieved.

    By the 1950s file level control was introduced for some files. The files ceased to be top-numbered. Subsequent items attached to the files were not registered in their own right but were allocated the number by which the file was already identified. A card index (VPRS 9709) was created from this time to assist with the retrieval of these files and facilitate the attachment of new papers to them. The Index comprises two alphabetical sequences. One sequence indexes files by subjects and titles and the other sequence indexes files by names of Government departments.

    File level control from 1980

    In 1980 the system of document level control ceased and a file level control system was introduced. The new system comprises Correspondence Files (VPRS 8857), File Registration and Movement Cards (VPRS 8860) and an automated file registration and indexing system known as TRACE (for outputs see VPRS 8859). The new system continues the tradition of annual single number registration.

  • 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
1883 - 1980 Inward Registered Correspondence, Annual Single Number System VPRS 774
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
- 1962 Register of Applications for Employment, Annual Single Number System VPRS 9708
1962 - 1980 File Registration and Movement Cards VPRS 8860
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 1900 - 1949 Open 50
P0001 1950 - 1977 Open 28
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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