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Record series

Subject Index Cards to General Correspondence Files, Single Number System

VPRS 16353
1977 - 2004
Open
North Melbourne
About Record items Record groupings Related record series Related functions

Agencies

This record series was created by:
Chief Secretary's Department ( VA475 ): 1977 - 1979
State Electoral Office [Department of Property and Services 1979-1988] ( VA1061 ): 1979 - 1996
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: 1977 - 2004

Function / Content

This series comprises a card based subject index to correspondence files maintained by the Victorian Electoral Commission and its predecessors. The cards are coloured. Blue cards represent primary headings. Pink cards represent secondary headings. Cream cards include tertiary headings. White cards were used to record the file number, the date of the first document on the file and a description of the subject. Entries were made on one side of the card only. In many instances the date on the card predates the creation of the file to which it relates. This is because the files contain documents top-numbered from record keeping systems maintained by the Chief Secretary's Department. In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM.

How to use the records

The subject index provides access to the general correspondence files located in VPRS 16351. Researchers should consult the index for subjects of interest. Once you identify the required file number/s refer to the list for VPRS 16351 to retrieve the required unit.

Recordkeeping system

The cards were arranged alphabetically by Primary Heading, then Secondary Heading and then Tertiary Heading. File titling was based on a classification system which is documented in the List of Indexable Headings and Guide to List.

AS part of the recordkeeping system the following series were created:

- VPRS 16351 General Correspondence Files, Single Number System.
- VPRS 16352 File Registration and Movement 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.