Series VPRS 8857
General Correspondence Files, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1980 - cont
  Series in Custody 1980 - 1994
  Contents 1980 - 1994
Public Access: Part 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
1980 - 1992 Public Service Board (known as Public Service Commissioner 1901-40) VA 886
1992 - cont Office of the Public Service Commissioner VA 3088
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
1998 - 2005 Office of Public Employment VA 4268
2003 - cont Department of the Premier and Cabinet VA 1039
2005 - cont State Services Authority VA 4781
Description of this SeriesDescription of this Series
  • How to use the Records
    The correspondence files in this series are arranged in annual single number order.

    Step 1

    Consult the Keyword Index (Computer Output), VPRS 8859. This is a list of file titles arranged alphabetically by keyword. Each file was indexed under all keywords which appeared in the title of the file, e.g. a file titled Property and Services, Review : Role and Structure would be indexed under Property and Services, under Review and under Structure. Look for the appropriate keyword under which the file you require could be listed. Note the file reference number from this index.

    Step 2

    Refer to the Records Description List for VPRS 8857, Correspondence Files to locate the file you require and request the appropriate unit.

  • Function / Content
    This series consists of general correspondence files maintained by the Public Service Board (VA 886) and the Office of the Public Service Commissioner (VA 3088). For the period covered by this correspondence series, the agency was responsible for the following functions:

    - determination of organisation and administrative structures for the public service, particularly with respect to the classification of public servants,

    - determination of equitable and fair employment provisions for public servants, particularly through the establishment and maintenance of systems (including appeal mechanisms) for the appointment, termination and promotion of employees on the grounds of merit, and

    - determination of general staffing and management arrangements through the determination of uniform conditions such as leave arrangements, the Public Service Regulations and penalties for breaching regulations.

    The files document the Board's role as the central personnel service agency of the Victorian Public Service.

    The series includes files documenting the hearing process which was introduced by the Board in August 1981 to provide an avenue for the consideration of grievances arising from Board or departmental decisions. The hearing process involved the review of decisions made by the Board, or made by departmental management. A new Regulation, 107A (5), provided for officers and employees seeking Hearings to approach the Board directly.

    Most requests for decisions arose from the following matters :

    - Selection and Appointment
    - Leave
    - Allowances (including Gratuities)
    - Classification and
    - Discipline

    The case files resulting from the hearing process include applications for review, and transcripts of hearings. Audio tapes of the hearings were detached from the files at the time of this transfer and retained by the agency.

  • Recordkeeping System
    File level control

    To 1980 correspondence files were primarily created by the top-numbering of individually registered correspondence (see VPRS 774).

    Following the review of the Public Service Board's registry functions in 1979 the system of document level control was superseded by a system of file level registration.

    Files are registered within an annual single number system. Files are allocated a number from 1 to infinity. The number is prefixed by the year of creation. The file registration number reverts to one at the beginning of each calender year. File numbers were allocated from File Registration and Movement Cards VPRS 8860 to 1985. Although the file registration numbers were allocated from a computerised system (TRACE) from 1985, the agency has continued to create registration cards.

    File Classification and Indexing

    A three-level classification system was used to control the creation of files and the subsequent retrieval of information. Creation of files and retrieval of correspondence is managed using a List of Authorised File Classifications and Index Headings. All primary headings are listed in alphabetical order with secondary headings under each primary heading e.g.

    Primary Headings
    Administration


    Secondary Headings
    Accommodation
    Accounts
    Cleaning
    Leave

    Further Primary and Secondary headings were added as required. The List would be consulted by the OIC registry who would read and classify the subject matter of each letter received by the agency. The officer would endorse each letter with the classification code (obtained from the List) and hand this to the indexing clerk. As at 1994 the list could not be located.

    The indexing clerk would then consult the Subject Index, a set of cards arranged in alphabetical order by subject headings as allocated by the Authorised List. All files on the one subject are listed on the cards in the following manner:

    File Number/Subject

    Appeals (Primary Heading)
    Promotion (Secondary Heading)
    80/2896 Policy

    80/2986 Appeal by ----

    The indexing clerk used this index to ascertain whether a file was already in existence for that specific aspect of the subject. If there was one, the letter would be placed on that file. If not, a new file would be raised, the letter indexed on that card and a file number allocated. As at 1994, this index could not be located.

    It appears that the Subject Card Index was in use from 1980 until 1985 when the registration and indexing of files was computerised. The computerised system was used to generate a Keyword Index (Computer Output) VPRS 8859. The Keyword Index is a listing of file titles arranged alphabetically by keyword. A file was indexed under all keywords which appeared in the title of the file.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1980 - cont File Registration and Movement Cards VPRS 8860
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
- 1980 Inward Registered Correspondence, Annual Single Number System VPRS 774
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
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 1980 - 1992 Closed 1363
P0002 1980 - 1992 Open 25
P0003 1987 - 1994 Closed 3
P0004 1990 - 1992 Closed 11
P0005 1986 - 1986 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1980 - cont File Registration and Movement Cards VPRS 8860
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