Series VPRS 8860
File Registration and Movement Cards
About this Series Related Series Accessing the records in this Series
Date Range: Series 1980 - cont
  Series in Custody 1980 - 1992
  Contents 1980 - 1992
Public Access: Closed
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
2005 - cont State Services Authority VA 4781
Description of this SeriesDescription of this Series
  • How to use the Records
    Retrieve the unit for the appropriate year.

  • Function / Content
    This series commenced in 1980 when the system of document level control was superseded by a system of file level registration.

    This series was created to allocate file numbers and to keep a record of the movement of the general correspondence files created by the Public Service Board (VA 886) from 1980 to 1992 and since then by the Office of the Public Service Commissioner (VA 3088).

    The correspondence files located in VPRS 8857 were allocated a number from 1 to infinity and the number was prefixed by the year of creation. The file registration number reverts to 1 at the beginning of each calendar year.

    The cards record the registration of the file on one side. The file movement record was entered on the reverse. It records the date the file was issued and the initials of the officer to whom it was issued. The system of recording file movement was not maintained consistently.

    In 1985, the file registration system was computerised. However, the agency has continued to create and use the registration and movement cards.

  • Recordkeeping System
    File level control

    From circa 1883 to 1980 each item of correspondence was registered.

    Following the review of the Public Service Board's registry functions in 1979 the system of document level control was superseded by a system of file level registration.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 the File Registration and Movement Cards 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 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 Heading
    - 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.

    The TRACE system was used for file registration, indexing, searching and movement etc.. The system was used to generate reports which included the file register in file number order, reports of files on common subjects/transactions and the Keyword Index to Correspondence Files (VPRS 8859).

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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
1980 - cont General Correspondence Files, Annual Single Number System VPRS 8857
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
1962 - 1980 Numerical Register of Inward Correspondence (General ?1883-1980 and Applications for Employment ?1883-1962), Annual Single Number System VPRS 770
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 3
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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