Series VPRS 8373
General Correspondence Files, Year and Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1987 - ? 1992
  Series in Custody 1987 - 1992
  Contents 1890 - 1994
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
1987 - 1992 Ministry for the Arts VA 1025
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - cont Creative Victoria (formerly known as Arts Victoria from 1992 to 2014) VA 4416
Description of this SeriesDescription of this Series
  • How to use the Records
    The files were arranged in numerical order based on the year of creation of the file and the number of the file within the straight numerical sequence. Researchers will need to scan the Consignment Details to identify files of interest.

  • Function / Content
    This series comprised correspondence files maintained by the Ministry. The files contain inward and copies of outward correspondence relating to all functions undertaken by the Ministry.

    The P1 consignment contains one file relating to the Footscray Mechanics Institute and includes papers from 1890-1891 regarding grants sought by the Institute for building purposes.

    Funding of groups such as Mechanics Institutes was originally a function of the Chief Secretary's Department (VA 475). The contents of this file can be traced through the Chief Secretary's Office Inward Correspondence Registers (VPRS 3994). The final entry in these registers provides a cross-reference indicating that the file was top-numbered into the filing system in use at the Chief Secretary's Department in 1974. The Chief Secretary's Department received some correspondence regarding the Institute in 1974 and recalled the file from the PRO where it had been archived. The file was duly retrieved and given to the Ministry for the Arts which had just become responsible for funding such organisations as the Footscray Mechanics Institute. It is then clear from correspondence and notes on the file cover that the file was renumbered several times as the Ministry for the Arts changed its general filing system.

    The P2 consignment consists of files relating to Australia's Bicentenary.

    Prior to 1987 the Ministry maintained a multiple number category filing system but this system was largely abandoned save for the financial grants files which retained their pre-1987 file numbers, ie. 17/3/*. These files were not top-numbered into the new system.

    All other files current at 1987 were given a consecutive number beginning at 1 with each file having a yearly prefix, eg. 89/1711 which refers to the 1711th file registered in the system and indicates that it was registered in 1989. Note that the Ministry did not allocate new numbers each year.

  • Recordkeeping System
    The files were registered with a two part number with the prefix being the year of creation of the file and the suffix being the next number in the straight sequence of numbers. The Ministry maintained a manual register that was used to allocate the next sequential number. A word processing document also listed files that could be searched using the title or number.

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Indexes and RegistersIndexes and Registers
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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
0 - 1987 General Correspondence Files, Multiple Number System VPRS 12827
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1991 General Correspondence Files, Single Number System VPRS 13158
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 1890 - 1978 Open 1
P0002 1983 - 1994 Open 401
P0003 1979 - 1989 Open 10
Indexes and RegistersIndexes and Registers
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