Record series
File Registration and Movement Cards, Single Number System
VPRS 16352
1977 - 2004
Open
North Melbourne
Agencies
This record series was created by:
Chief Secretary's Department ( VA475 ): 1977 - 1979
Victorian Electoral Commission ( VA4196 ): 1996 - present
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:
1955 - 2007
Function / Content
This series comprises a card based register of correspondence files maintained by the Victorian Electoral Commission and its predecessors. The register includes the file number, the date of the first document on file and the file title. In many instances the first document on file predates the register. This is because the files contain documents top-numbered from record keeping systems maintained by the Chief Secretary's Department. The reverse of the card was used to track the movement of those files registered on that card.In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM. However, information in relation to files continued to be recorded in the Register until 2007.
How to use the records
The correspondence files located in VPRS 16351 are registered using a single number system.Researchers can access the files by scanning the registration cards which provide the subject title and the file reference number of the files.
Once the file numbers for the required files are selected from the registration cards, refer to the list for correspondence files (VPRS 16351) to retrieve the appropriate unit/s that holds the required file.
Note: Researchers can also consult one of the two indexes VPRS 16353 ( subject index) or VPRS 16354 (name index) to access relevant files.
Recordkeeping system
The files were registered sequentially with a single number in a card based register. New files were allocated the next sequential number.As part of the recordkeeping system the following series were created:
- VPRS 16351 General Correspondence Files, Single Number System
- VPRS 16353 Subject Index Cards to General Correspondence Files, Single Number System
- VPRS 16354 Name Index Cards to General Correspondence Files, Single Number System
- VPRS 16355 List of Primary and Secondary Indexable Headings and Alphabetical Guide to Subject Index Headings
