Series VPRS 8893
Inward Correspondence Register, Annual Single Number Sequence
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1919 - ? 1971
  Series in Custody 1919 - 1971
  Contents 1922 - 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
    This series may be used to locate correspondence in VPRS 8892 General Correspondence Files and File Registration Cards. It will only be of use in a situation in which a researcher has a file or correspondence registration number, or approximate date of correspondence, but lacks the relevant subject classification headings.

    Step 1

    Consult the Records Description List for this series and call up the appropriate volume. Look for your registration number (an annual single number) and take note of primary and secondary subject classification headings recorded against the relevant number.

    Step 2

    Consult the Records Description List for VPRS 8892, General Correspondence Files. Identify the appropriate subject classification heading and first call up the unit which holds the file registration cards for the year in which the correspondence of interest was registered.

    Note : As this series provides document registration number only, to identify final location of files it is necessary to consult the file registration cards.

    Step 3

    Scan the file registration cards to identify the entry for the letter of interest. Correspondence in this system was filed by top-numbering so it may be necessary to track correspondence through several transactions over several years to locate a final file number. The file registration cards in VPRS 8892 will indicate if a particular piece of correspondence has been filed under its own number or attached to subsequent papers. If a subsequent papers reference is given, then the card that contains registration information for the subsequent transaction should be consulted, and so on, until a final number is located. When a final number is found, go to step 4 below. If the letter was attached to subsequent papers, go to entries on the card for the later correspondence number/s. If necessary repeat step 2. When a final correspondence number is found, go to step 4.

    Step 4

    Identify files listed on the records description list for VPRS 8892 and call up the units that contain the relevant files.

  • Function / Content
    This series was created to allocate registration numbers to every piece of inward correspondence received by the Electricity Commissioners/State Electricity Commission of Victoria (SECV) (VA 1002). The series appears to have commenced in 1919 and ended in 1971 when the SEC introduced a multiple number filing system.

    The headings of the primary and secondary group under which the letter was filed were recorded against the document number when it was registered. The general correspondence files in which these letters were filed and the file registration cards which recorded details of top numbering of documents are located in VPRS 8892.

  • Recordkeeping System
    The volumes in this series are foolscap sized bound books. Some books contain registration information for a single year while other volumes, those created up to 1949, cover more than one year. Each volume has marked on its spine the year or range of years to which it relates.

    Within the volumes, registration numbers appear as single numbers printed by metal stamp at the left margin of each page in a running sequence commencing from 1 on the first page. At the centre of each page appears the subject headings or numbers to which the correspondence registered related. At the right margin may appear a date which presumably is the date the registration activity took place. The date appears to have generally only been written once for each days activity.

    It appears that until 1950 items to be registered were registered in the order they came before the registration officer. From 1951 a block allocation of numbers appears to have been reserved for at least one group of items, namely specifications. The numbers reserved for specifications varied from year to year but the block allocation of numbers continued until the recordkeeping system ceased in 1971.

    Each item to be registered was allocated a registration number for identification. Registers provide the letter registration numbers and the Primary and Secondary headings under which the letter was filed. For specifications, the specification number was recorded rather than a primary and secondary subject classification heading.

    This series was created as part of the recordkeeping system which included the general correspondence files and the file registration cards in VPRS 8892 and the nominal index cards in VPRS 8894.

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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
1919 - 1971 General Correspondence Files and File Registration Cards VPRS 8892
Previous SeriesPrevious Series
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Subsequent SeriesSubsequent Series
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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 1922 - 1971 Open 9
Indexes and RegistersIndexes and Registers
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