General Correspondence Files, Annual Single Number System
||1980 - cont
||Series in Custody
||1980 - 1994
||1980 - 1994
|Format of Records:
|Agency which created this SeriesAgency which created this Series|
|Agency currently responsible for this SeriesAgency currently responsible for this Series|
|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.
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.
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
- Allowances (including Gratuities)
- Classification and
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.
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:
Appeals (Primary Heading)
Promotion (Secondary Heading)
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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