Series VPRS 9503
Correspondence Files [Ministerial Correspondence Unit]
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1982 - ? 1986
  Series in Custody 1982 - 1986
  Contents 1982 - 1986
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
1982 - 1985 Education Department VA 714
1985 - 1986 Ministry of Education and Training (previously known as Ministry of Education) VA 1112
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - cont Department of Education VA 3098
Description of this SeriesDescription of this Series
  • How to use the Records
    How to Use this Series

    At the time of transfer (May 1995) no index to this series was known to exist.

    To access a particular item in this series, the approximate date on which a letter was sent or a specific event occurred would have to be known.

    Simply scan the Records Description List, to determine which unit has correspondence for the required period. Correspondence has been listed by registration number which corresponds to date of receipt.

    If correspondence is not found within this series, the two most likely reasons are:

    1. The file may have been forwarded to the Minister and filed with the Ministers personal files. (Not transferred to PRO)

    2. The file may have been top numbered or forwarded to another section. This can be determined by consulting VPRS 9504 File Movement Books [Ministerial Correspondence Unit]

    Background - The Ministerial Correspondence Unit

    All correspondence was received by the Education Department Central Registry (also known as the Papers Branch)

    Letters addressed to the Minister and Director General were automatically forwarded on to the Ministerial Correspondence Unit (MCU)

    Correspondence received in the Central Registry that was considered to be important, is believed to have also been forwarded to the MCU.

    All correspondence received by the MCU was registered (allocated a number)

    A cover sheet bearing the registered number was attached to the correspondence, and a precis of action taken was written on the cover sheet.

    A response was drafted and a copy attached to the inward letter.

    Letters were put away (filed) sequentially according to registered number within three sets - one set for Ministerial Correspondence, one set for the Director Generals Correspondence and one set known as Education General. Letters were also forwarded to other branches for action and can be found within their filing systems.

    Files were occasionally moved from one sequence to another.

    This series consists of inward (and copies of outward) correspondence received by the MCU. Files contain matters relating to Education Department policy and operations and routine correspondence from the Minister, Educational Institutions or the public.

    System of Arrangement and Control

    It is believed that a computer based correspondence control system operated by the Unit controlled these records. This is believed to have been destroyed.

    Format

    The M.C.U. attached printed yellow cover sheets to each item of correspondence. A registration number was stamped on the coversheet. (The same stamp was also used to register correspondence forwarded to the Minister). Covers included provision for the following information:

    file number and classified heading (neither used),
    correspondence number,
    date of correspondence,
    date received,
    type of correspondence (usually routine or operational)
    writers name,
    subject file descriptors,
    who assigned to (for draft reply),
    date of acknowledgment or interim reply sent,
    reply required by,
    to be signed by (tick box used) Minister of Education or Minister of Education Services, (if a reply was signed on behalf of a Minister the person was specified).
    A blank area followed for recording instructions or action(s) taken followed by another section where the date (received by MCU), amendments and whether a copy was sent to the action officer, final date of reply and put-away date was recorded.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1982 - 1986 File Movement Books [Ministerial Correspondence Unit] VPRS 9504
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
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 1982 - 1986 Open 175
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1982 - 1986 File Movement Books [Ministerial Correspondence Unit] VPRS 9504
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