Series VPRS 8892
General Correspondence Files and File Registration Cards
About this Series Related Series Accessing the records in this Series
Date Range: Series 1919 - 1971
  Series in Custody 1919 - 1971
  Contents 1911 - 1971
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
1919 - 1971 State Electricity Commission of Victoria I (previously known as the Electricity Commissioners) VA 1002
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1997 - cont Office of the Administrator VA 4086
Description of this SeriesDescription of this Series
  • How to use the Records
    The correspondence in this series was registered under an annual single number system and filed within an alphabetically arranged correspondence system. There are several control records and finding aids (indexes, registers and lists etc.) that researchers may need to use to locate records of interest. Researchers should note that one control record, the file registration cards, forms part of this series (VPRS 8892).

    To locate correspondence in P2 or P3, browse the detailed listings for subjects and time periods of interest.

    For other consignments, researchers should follow one of the following methods.

    Method 1: to locate correspondence by subject:

    Step 1 Consult the list of primary and secondary headings attached to this documentation.

    Step 2 Once you choose an appropriate subject heading from the above list consult the Records Description List for this series to determine the box or boxes that contain files and file registration cards for the relevant subject heading,

    identify files with titles listed under the relevant heading on the Records Description List,

    to identify files without titles consult the file registration cards.

    Researchers should also refer to VPRS 8895, Subject Indexes to Correspondence Files. (Refer to the series text for that series for instructions regarding use.)

    Method 2: to locate correspondence by name of correspondent:

    Step 1 Obtain from VPRS 8894, Nominal Index Cards the document registration number (annual single number) and the subject heading of the group where the letter was filed.

    Step 2 Consult the file registration cards (for the appropriate group and the year) to identify top numbering.

    Method 3: to locate correspondence by registration number.

    Step 1 Obtain from VPRS 8893, Inward Correspondence Register the document registration number and the subject heading of the group where the letter was filed.

    Step 2 Consult the file registration cards (for the appropriate group and the year) to identify top numbering.

    Points to note when using this series

    If you cannot find the file you want it may be because:

    Some files from this system were culled (that is, separated out) by the agency and destroyed. Some entries on the file registration cards filed in this series and the nominal index cards, VPRS 8894 have been stamped destroyed.

    When this system ceased in 1971 some active files created under this system were top numbered into the subsequent multiple number filing system. Control records to this series show when this top numbering has occurred.

    Files from this series were transferred to the successor agencies of the SECV (Generation Victoria, Electricity Service Victoria (ESV) and National Electricity (NE)). (Refer to the list of primary and secondary headings attached to the documentation for the this series.)

  • Function / Content
    This series consists of centrally created correspondence files containing inwards and copies of outwards correspondence of the State Electricity Commission of Victoria (SECV, VA 1002). This series commenced in 1919 and ended in 1971 when the SECV introduced a recordkeeping system based on a multiple number system. For subsequent series refer to VPRS 8897, Subject Correspondence Files: Multiple Number Sequence. Although this series formally ended in 1971, the agency continued to create contract files under this system until 1973.

    The correspondence is usually held loose within manilla file covers, on the outside of which was recorded only the year, or within volumes when the volume of correspondence on a particular subject was large.

    This series documents the SECs wide range of responsibilities which included:

    Construction, maintenance and operation of electrical undertakings.
    Development of coal mining and briquette manufacture.
    Development of hydro-electric resources.
    Licensing of electric wiremen.
    Registration of electric contractors and control of installation methods and material.
    Testing and trading in approved electric equipment and appliances.
    Operation of Geelong, Ballarat and Bendigo tramways.

    This series contains both files and the file registration cards. The registration cards have been interfiled with the files which they control. It is not known whether this was the original system of arrangement or one which was subsequently imposed.

    The registration cards record details of top numbering of items and the final physical location of documents. The information recorded on the cards includes:

    File Name (for example, Campbell).
    Registration number of the letter allocated from the Inward Correspondence Register: Annual Single Number Sequence (VPRS 8893).
    Date of letter.
    Previous and Subsequent Papers attached.
    From Whom Received (for example, Claims Officer).
    Referred to (annotated with remarks for example, Destroyed, Put Away, see Multiple Number System or transferred to Personnel Department).
    Subject content of the letter.

  • Recordkeeping System
    Document-level Control and top-numbering of Inward Correspondence

    Each inward letter was allocated a registration number for identification.

    The Inward Correspondence Registers which were created to allocate registration numbers to inward correspondence, also recorded the Primary and Secondary subject headings for example Employment (Primary heading) Draftsman, Typists, Chemical, Electrical (as Secondary headings) under which the letter was filed. These registers are located in VPRS 8893, Inward Correspondence Registers, Annual Single Number Sequence.

    Arrangement of Files

    a) alphabetical by broad subject headings

    The correspondence was filed on subject files which were arranged alphabetically under subject headings.

    b) chronological by year.

    Within an alphabetically arranged subject based system, files are arranged chronologically, for example, Non-Electrical Accidents 1966; Non-Electrical Accidents 1967; etc..

    c) numerical by file registration number.

    File Titling

    -some files were allocated a subject title while others were not
    -files without title/file cover were kept together in a folder for each year.

    Indexing

    Correspondence in this series was indexed by VPRS 8894 Nominal Index Cards.

    The Nominal Index gives the name of the correspondent, date of the letter, registration number of the letter and the subject heading. The proper name card index was created for a quick retrieval of information by the name of the correspondent or organisation corresponding with the SEC.

    Note of Make-up of Some Consignments

    P2 Consignment

    This consignment consists of files created under various secondary headings: strikes, wages, retrenchments, allowances etc. within the primary heading, Employees.

    These files were transferred to the Personnel Department apparently in 1971 when this series ended. Entries for these files on the file registration cards filed in this series are annotated with remarks transferred to Personnel Department.

    As these files were created as part of this series (the central correspondence system) and were not top numbered into the Personnel Departments filing system, it was decided to process these files as a separate consignment of this series at the time of this transfer (in 1994).

    P3 Consignment

    This consignment consists of files created under the primary heading Electric Light and Power Act. The correspondence has been filed under place names. The names range from Alexandra to Yea.

    Much of the correspondence is related to the initial supply of electricity to various localities. The correspondence is from councils and companies seeking approval to supply electricity to townships and districts. The correspondence is also related to the extension of the supply to certain areas, and various problems related to the supply, such as fluctuations in the power supply.

    The correspondence in this consignment appears to be subsequent to that in VPRS 9671, Electrical Supply Undertakings Correspondence Files (Electric Inspector).

    P4 Consignment

    This consignment consists of files created under the primary heading Statistical Returns and Balance Sheets. The correspondence has been filed under place names. The names range from Alexandra to Yea.

    The correspondence in these files consists of statistical returns and balance sheets submitted by local electricity suppliers annually as required under section 18 of the Electric Light and Power Act 1915 (No.2645).

    Information in the reports includes details of plant and equipment for generation and supply of electricity, amount of electricity generated, number of consumers, tariffs, annual revenue, annual expenditure, and profit and loss.

    P5 Consignment

    This consignment consists of files created under the primary heading Bushfires: Organisation; Transline; Emergency Supply Arrangements; and files under the headings Yallourn and Morwell.

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1919 - 1971 Inward Correspondence Register, Annual Single Number Sequence VPRS 8893
1919 - 1973 Nominal Card Index to Inward Correspondence, Annual Single Number Sequence VPRS 8894
1950 - 1964 Subject Indexes to Correspondence Files VPRS 8895
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
- 1919 Electrical Supply Undertakings Correspondence Files VPRS 9671
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
- 1971 General Correspondence Files, Multiple Number Sequence VPRS 8897
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 1919 - 1971 Open 1180
P0002 1919 - 1971 Open 11
P0003 1911 - 1971 Open 94
P0004 1921 - 1971 Open 29
P0005 ? 1944 - 1971 Open 23
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1919 - 1971 Inward Correspondence Register, Annual Single Number Sequence VPRS 8893
1919 - 1973 Nominal Card Index to Inward Correspondence, Annual Single Number Sequence VPRS 8894
1950 - 1964 Subject Indexes to Correspondence Files VPRS 8895
More research resourcesMore research resources