Record series
Register of Crown Grants
VPRS 11865
1859 - 1988
Open
North Melbourne
Agencies
This record series was created by:
Department of Crown Lands and Survey ( VA538 ): 1859 - 1983
Agencies responsible for this record series: Date Range
Series date range: 1859 - 1988
Series in custody:
1859 - 1988
Contents in custody:
1859 - 1988
Function / Content
This series was created by the Deeds Branch of the Department of Crown Lands and Survey (VA 538) and the Department of Conservation, Forests and Lands (VA 1034).
This series documents the details of Crown Grants issued between 1859 and 1988. Initially it related to Crown Grants issued as a result of the sale of Crown land by public auction, as well as under pre-emptive rights, selections and for special purposes.
It appears that the passing of the Land Act 1869 which set a statutory limit on the quantity of land to be sold by auction and at the same time further developed a system of conditional licences and leases leading to a freehold title, led to the creation of a separate set of registers for Crown Grants issued to licensees and lessees (see VPRS 11864 Register of Crown Grants). From then on, only Crown Grants issued as a result of sales by auction were registered in this series. This practice continued until 1988 when the department began to record the issue of Crown Grants for lands sold by auction in the register previously used for grants obtained under licence or lease (see VPRS 11864 Register of Crown Grants).
Data in these registers was recorded once the sale by auction had been finalised. When proof of payment of the balance of the purchase money was received, the Deed of Grant was prepared and circulated within the department for action. The details of grants were noted on plans, the deed was sent for registration in the Titles Office and then forwarded to the Grantee. Each action was recorded in the register.
These registers provide the following details:
Date and Place of Sale
Purchasers/Grantees Name
Particulars of purchased land - Town/Parish; Allotment and Section and area
No. of Report of payment of fees
Date of Deed of Grant
When and where forwarded to
This series is arranged numerically by sequential volume number. Entries in the registers were made in chronological order by the date of sale by auction. Each volume has an index by place of sale at the front and an index of grantees at the back, with the exception of volume No.34 which has a separate name index (marked as volume No.35).
This series is arranged in chronological order. Until circa 1870 there were separate registers for sales by auction and lease.
How to use the records
Scan the Records Description List and identify the unit(s) of interest.
Consult the alphabetical index by place of sale located at the front of the volume or the index of Grantees names located at the back and refer to the page relevant to your research.
Recordkeeping system
The Department of Crown Lands and Survey and its successors were responsible for the exploration, survey, alienation, management and use of Crown land in Victoria. The Department administered the sale of land by auction and selection, the issue of occupation licences and leases and the issue of Deeds of Grant for alienated land and for reserves granted for public purposes such as schools and churches.
Initially the sale of land by public auction was the main form of alienation of Crown land. The recordkeeping system governing sales by auction comprises eleven series which document the chain of legal and administrative procedures and processes from advertisement of land for sale to the issue of a Deed of Grant.
The Department prepared lists of lands recommended for sale by officials. Selectors could also apply for land to be made available for sale. Land designated for sale by auction was proclaimed in the Government Gazette and advertised in newspapers. The Land Sales Branch was responsible for the preparation of technical descriptions of the land which were inserted in the Sale Contract Books (VPRS 873) and subsequently inserted in the Deed of Crown Grant.
Between one and three months prior to the auction, the department prepared and distributed Notices of Land Sale by Public Auction (VPRS 11869). The notices gave details of the sale including the size and orientation of each of the allotments offered for sale.
At the auction, after each individual allotment was sold, details of the purchaser were entered in the previously prepared Sale Contract Books (VPRS 873) next to the technical description of the sold allotment. Data recorded included the purchase price and the name and address of the purchaser. Upon signing the contract the purchaser would receive a receipt for the deposit paid.
The officer conducting the auction was responsible for the preparation of the Auctioneers Reports of Land Sales by Public Auction (VPRS 80). These reports were prepared in duplicate. One copy was sent to the Treasury together with the deposits received and the other was forwarded to the Land Sales Branch.
Details of each individual sale, as recorded in the auctioneers report, were then entered in the general Register of Land Sales by Public Auction (VPRS 11862). Upon receipt of the balance of the purchase money, the Deed Branch prepared the Crown Grant and registered its issue in the applicable Register of Crown Grants. See :-
VPRS 11868 - for the period 1837 to 1851
VPRS 11866 - for the years 1851 to 1858
VPRS 11865 - for the period 1859 to 1988 and
VPRS 11864 for Crown Grants issued between 1988 and 1991.
The department created a Name Index to the Register of Crown Grants. See VPRS 11863 and VPRS 11867, for the periods 1837 to 1851 and 1851 to 1858 respectively. Subsequent registers are self-indexing both by parish/town and name of Grantee.
As part of the recordkeeping system governing the sale of land by public auction, the department also prepared a Statistical Summary of Sales by Auction (VPRS 11861), which provided summary information regarding the total area of land alienated from the Crown in this manner and the revenue received from such sales.
In 1988 under the provisions of Administrative Arrangement Order No.58 legal responsibility for the sale of Crown land was transferred to the Department of Property and Services (VA 430). From 1991 Crown Grants were registered in that departments database which was subsequently maintained by VA 3016 Department of Finance. The database contains details of Crown Grants issued between 1991 and 1997. As at December 1998 both this electronic record and subsequent records are held by VA 3745 Department of Treasury and Finance.
Although the Department of Property and Services was technically responsible for land sales, the Department of Conservation, Forests and Lands continued to manage such sales (particularly in rural areas) as a land agent for the Department of Property and Services.
