Record series
Inward Registered Correspondence
VPRS 19
1839 - 1851
Open
North Melbourne
Agencies
This record series was created by:
Superintendent, Port Phillip District ( VA473 ): 1839 - 1851
Agencies responsible for this record series: Department of Premier and Cabinet ( VA 1039 ): 1992 - present
Date Range
Series date range: 1839 - 1851
Series in custody:
1839 - 2012
Contents in custody:
1839 - 1852
Function / Content
This series consists of the correspondence received by the Superintendent of the Port Phillip District.All local correspondence and returns intended for the Governor of New South Wales (of which the Port Phillip District was a part) were addressed to the Superintendent who then forwarded those letters or extracts from those which he thought necessary to the Colonial Secretary of New South Wales, often with comments or minutes. The Superintendent was entitled to communicate with the heads of departments in Sydney only in regard to the detail or fulfilment of instructions previously conveyed through the Colonial Secretary.
The Superintendent was the immediate head of all civil officials in the District, those whose appointments were purely local received all their instructions through him. Those, like the Surveyor-in-Charge, who reported to officials in Sydney received separate instructions but were obliged to communicate the nature of their instructions and the measures they proposed to the Superintendent and to assist him in any way he required. In matters to do with the preservation of the peace or enforcement of convict discipline the Superintendent was entitled to call for assistance from the Military, but could not interfere in purely military matters.
How to use the records
In a volunteer project commencing in early 2010, the records in VPRS 19 are being digitised, and data captured on the contents of each letter. The descriptions of the letters were derived from the original registers of correspondence (VPRS 18). Commencing in June 2012, the digital images are being gradually made available online and data is finalised.Records contained in the P2 consignment were found during processing, and unable to be attributed to an existing file in VPRS 19.
Researchers with a specific subject or searching for correspondence from a particular official or person should first consult the Index to Inward Registered Correspondence (see VPRS 2138 microfilm copy of the Index) to identify the registration number of the correspondence. Remember that the subject classifications used reflect 19th century ideas, values and attitudes and will not necessarily be analogous with current terminology.
Having identified a relevant entry in the index note the correspondence registration number given. Refer to the Registers of Inwards Correspondence (see VPRS 2139 microfilm copy of the registers).
Once the entry for that letter has been located in the register the final filing location (and therefore the registration number to search for in the Records Description List) should be identified by tracing any links to subsequent correspondence usually marked in the far right hand column of the registers.
It is important to follow the chain of correspondence till no higher registration number is listed against the entry as correspondence was filed under its final or last registration number. Having followed the chain of correspondence and identified the last registration number the researcher should identify the unit in the Records Description List that corresponds with the registration number of the last letter within a top-numbered sequence.
Recordkeeping system
Each inward letter was, on receipt and registration given a distinctive number for identification. This consisted of an annual single number, that is a sequential number prefixed by the last two figures of the year, with the numbering sequence recommencing at 1 at the start of each year. Thus the one-hundred and twenty-third item received in 1841 was given the number 41/123. The inward correspondence appears to have been arranged in annual single number order in pigeon-hole cabinets/presses.The annual single number was allocated from Registers (VPRS 18), which recorded the name and location of sender, date of receipt, and a precis of the letter. The registers also note the registration number of related outward correspondence. The correspondence was indexed alphabetically by general subject and by surname of " persons", the index also recording a precis of the letter, date received, and the registration number, see VPRS 17. No such index is extant for the period 1844 - 1851.
Before being sent to action officers, correspondence would be folded lengthways with a blank page outside on which a precis of the letter, and the registration number is noted. Minutes and memos referring the correspondence between action officers are also noted on the docket.
TOP NUMBERING
While the annual single number registration of correspondence continued, the use of top-numbering of correspondence was developed. This meant the practice of grouping together items of inward correspondence which referred to the same transaction to create files. The method adopted was that of placing earlier correspondence under later ones. Thus if there were a later letter registered 41/725 on the same transaction as 41/123, that earlier letter would be filed with the later one and there would in fact be no correspondence filed under 41/123.
RELATED SERIES
Some correspondence registered in this registry system is located in VPRS 1226 Supplementary Inward Correspondence:
1841-1848 correspondence re. Henty's land at Portland Bay, unit 94
1841 returns from Melbourne Gaol, unit 97
1842-1854 correspondence re. execution of bonds of civil servants, unit 93
1850-1851 estimates, unit 95
A previous statement in this description indicating that correspondence from 1849 regarding the Native Police Corp orginally held in unit 92 and missing since 1982 has since proven to be incorrect. Research undertaken during 2016 established that the records were reprocessed as a new series (VPRS 4466) during 1982 when it was concluded that the records in question were not part of the record keeping systems that made up either this series (i.e VPRS 19) or VPRS 1226.
PREVIOUS SERIES
See VPRS 4 Inward Registered Correspondence.
SUBSEQUENT SERIES
All letters received by the Superintendent's Office were entered in one register until October 1847 when a separate Land Registry which registered correspondence relating to lands and immigration matters was maintained, see VPRS 2877 and VPRS 47.
After the establishment of the Colonial Secretary's Office a new registry system was begun, see VPRS 1189 Inward Registered Correspondence.
