Series VPRS 8859
Trace System [Keyword Index to Correspondence Files : Computer Output] [Records Not Transferred]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1985 - cont
  Series in Custody -
  Contents -
Public Access: Not Applicable
Location: Other
Format of Records:
 
Agency which created this SeriesAgency which created this Series
Display entries per page
Date Range Agency Title Agency Number
1985 - 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
Display entries per page
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
    This index can be used to access all files created by the Public Service Board (VA 886) and the Office of the Public Service Commissioner (VA 3088) from 1980 (VPRS 8857) and some policy and subject files created by the Board during the period 1968 to 1979 (VPRS 774).

    Step 1

    Consult this index to get your file reference number. Look either under the appropriate keywords which could be part of the title of the file you require e.g a file titled Education Department : Computer Development would be indexed under Education Department and under Computer Development.

    Step 2

    Refer to the Records Description Lists for VPRS 8857 and VPRS 774 to locate the file you want and request the appropriate unit.
    System of Arrangement/Control

  • Function / Content
    This Keyword Index to Correspondence Files (Computer Output) was generated from the application of the TRACE system. It indexes all files created by the Public Service Board (VA 886) and its successor the Office of the Public Service Commissioner (VA 3088), from 1980 and some earlier files.

    This index provides an alphabetical listing of selected keywords extracted from file titles. Following each keyword entry, the file title(s) and the file number(s) are recorded. A file was indexed under all keywords which appeared in the title of the file.

  • Recordkeeping System
    File level control

    To 1980 correspondence files were created by the top-numbering of individually registered correspondence.

    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 were 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. Registration of correspondence prior to 1980 was undertaken through a dual registration system (see VPRS 770 and 772). "Files" were built up through the process of top-numbering. From 1980 to 1985 files were registered using File Registration and Movement Cards (VPRS 8860). From 1985 the file registration numbers were allocated from the computerised system (TRACE).

    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 the retrieval of correspondence is managed using a List of Authorised File Classification 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 to 1985 when the registration and indexing of files was computerised. It is likely that the Subject Card Index was disposed of when the computerised system (TRACE) commenced because all files from 1980 to 1985 were indexed in the TRACE system. A selection of files dating back to 1968 were also indexed in the computerised system.

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
Controlled SeriesControlled Series
Display entries per page
Date Range Series Title Series Number
Previous SeriesPrevious Series
Display entries per page
Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
Display entries per page
Transfer Date Series Title Series Number
List/s of records in this seriesList/s of records in this series
Display entries per page
Consignment Number Contents Date Range Public Access No. of Units
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
More research resourcesMore research resources