Record series
General Correspondence Files
VPRS 2500
1856 - 1986
Open
Ballarat, North Melbourne
Agencies
This record series was created by:
Agencies responsible for this record series: Ballarat II (City 1994-ct) ( VA 3731 ): 1994 - present
Date Range
Series date range: 1856 - 1986
Series in custody:
1856 - 1986
Contents in custody:
1856 - 1986
Function / Content
This series consists of correspondence received by the Ballarat Council. These records deal with the full range of activities provided or overseen by the council. Copies of correspondence sent by council officers in response was increasingly added to the files as the 20th Century, and the ease of making copies, progressed.How to use the records
Browse through the online listings to determine whether there are any files of interest.Recordkeeping system
Three different systems of arrangement and control are apparent within this series and the possibility exists that in the future, this series will be split accordingly. These systems are:Period 1856 - 1913
Correspondence is arranged within, mostly monthly bundles according to either subject or author although individual items were not filed until the Council has no further use for each document. Then each item was folded into a standard size and placed with others in the bundle for the period and tied. The tied bundles were then placed in specially marked shelving units. Some bundles marked miscellaneous were also utilised. No indexes would have been created has part of this system and items were not numbered. Each bundle now resides within a bag to which it must be returned after use in our Reading Room.
Period 1914 - 1969
Correspondence was placed, unfolded, within a tied bundle using a subject or author heading that was arranged alphabetically within each year. Unlike the previous system, it appears that the Council tried to use the same headings each year. Some folders marked miscellaneous were also utilised.
1970 - end of period in custody
Correspondence in this era was arranged in a more formal basis through the placement of items within file covers and the numbering of files according to a multiple number system. Under this system, each file was allocated three numbers (for example, 403/6/4). In such cases, the first number cited represents the broad heading (for example 403 stands for Town Planning) and the remaining numbers refine that heading into a specific related topic and issue.
