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Record series

List of Primary and Secondary Indexable Headings and an Alphabetical Guide to Subject Index Headings

VPRS 16355
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 - 1995
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: 1977 - 2004

Function / Content

The record keeping system upon which the General Correspondence Files, Single Number System was based is set down in the List of Indexable Headings and Guide to List. This document includes:
- A Glossary of Terms
- The Application of the Registry System, including Classification, Registration, Movements and Indexing of Files
- The Handling of Inwards Mail including Internal Distribution
- The duties and procedure to Classifying Papers
- The duties and procedures for the Registration of Files
- The duties and procedure for the Indexing of Information
- The duties and procedures for Post Action Examination
- The duties and procedure for the Searching of Files
- The Correspondence Registry list of Indexable Headings
- An Alphabetical Subject Index

In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM.

How to use the records

This record should be used as a guide to the record keeping system surrounding the General Correspondence Files, Single Number System.

Recordkeeping system

This document is arranged as described under Function/Content above.

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 16353 Subject Index Cards to General Correspondence Files, Single Number System.
VPRS 16354 Name Index Cards to General Correspondence Files. Single Number System.