Record series
General Correspondence Files, Single Number System
VPRS 16351
1977 - 2004
Open
North Melbourne
Agencies
This record series was created by:
Chief Secretary's Department ( VA475 ): 1977 - 1979
Victorian Electoral Commission ( VA4196 ): 1996 - 2004
Agencies responsible for this record series: Victorian Electoral Commission ( VA 4196 ): 1996 - present
Date Range
Series date range: 1977 - 2004
Series in custody:
1977 - 2004
Contents in custody:
1900 - 2004
Function / Content
This series comprises correspondence files maintained by the Victorian Electoral Commission and its predecessors. Many of the documents on file have been top-numbered from files belonging to record keeping systems maintained by the Chief Secretary's Department. (For previous series refer to VPRS 4723 Inward Registered Correspondence IV).The sequential number filing system within which these files were created appears to have commenced circa 1977.
The correspondence files comprise: inward letters, copies of outgoing letters, internal memoranda, working notes, and related papers. The contents of the series derive from the functional responsibility of the Chief Electoral Officer and the State Electoral Office, (operated within the Chief Secretary's portfolio until 1979 and from 1979 to 1989, within the Property and Services portfolio).
How to use the records
The files are identified by a single number. Researchers may obtain a relevant file number by:(1) Consulting the Indexes to General Correspondence Files. These indexes provide access by subject, VPRS 16353 and by name of correspondent, VPRS 16354. Refer to the series text for these series for instructions regarding use.
(2) Scanning the File Registration and Movement Cards in VPRS 16352. These cards record the file number, the subject and title of the file. The cards are arranged in file number order.
(3) Consulting the list for this series which provides the file title, file reference number and the relevant unit number required for retrieval of the file.
Note: Item Level, Description 3 is the VEC box no.
Recordkeeping system
The files were registered sequentially with a single number in a card based register, VPRS 16352, and indexed in VPRS 16353 under subject headings and under names of individuals or organizations in VPRS 16354. File titling was based on a classification system which is documented in the List of Indexable Headings and Guide to List, VPRS 16355.The unregistered files are located in VPRS 16359.
