Record series
Subject Index to Town Clerk's Correspondence Files
VPRS 8904
1913 - 1983
Open
North Melbourne
Agencies
This record series was created by:
Agencies responsible for this record series: Melbourne (Town 1842-1847; City 1847-ct) ( VA 511 ): 1913 - present
Date Range
Series date range: 1913 - 1983
Series in custody:
1913 - 1983
Contents in custody:
1913 - 1983
Function / Content
This series may have been created to provide ready access to VPRS 8907. The structure of VPRS 8907 makes it difficult to locate individual pieces of correspondence. This series, being arranged alphabetically, ensures that specific correspondence (and correspondence on an obscure topic) can be identified within a particular page.All correspondence is listed under its particular main heading, or in an obscure case under the miscellaneous section for the subject matter's particular alphabetical code. For example, letters on the subject of clocks may be found among the "miscellaneous" subject heading for the letter C.
Examples of subject headings include:
Abattoirs
By-Laws
Buildings
Complaints
Committees
Drains and Drainage
Electricity
Employees
Health
Lord Mayor
Markets
Parks
Roads
How to use the records
This series has been digitised and is available online. Access to the digitised records is available via the physical records details pages.This index is used to find references to inward correspondence received by the Town Clerk's Office and provides access to Town Clerk's Register of Inward Correspondence II (VPRS 8907) and Town Clerk's Correspondence Files II (VPRS 3183).
To use this index you must first know approximately what year the correspondence you require may have been received. Check the Consignment Details for the year(s) you require and either immediately view the online image or request the volume to brought into the Reading Room.
In most cases this series is comprised of a number of years consolidated within one volume (one volume may, for example, include subject indexes for the years 1946 to 1948).
Scan the relevant volume, or images, for the subject heading that corresponds to the information you are seeking. The index is arranged alphabetically by subject heading although each alphabetical division begins with a miscellaneous section (i.e. A Miscellaneous is followed by Abattoirs; B Miscellaneous is followed by Bridges etc). The entry under the subject heading will give a brief prcis of the letter followed by an annual single number and (from 1946) the page number of the entry in the register (VPRS 8907).
Once you have located a reference to a particular subject you are interested in, note that reference and refer to VPRS 8907 to see if there was any further correspondence received on this matter.
Researchers should be aware that this series begins in 1913. It is not known why this series did not begin in 1910.
Recordkeeping system
Entries are arranged chronologically within each subject heading. Since the volume may contain entries for a number of years, each year occurs within the subject heading. For example if the volume covers the years 1946 to 1948, entries under the heading Bridges would be 1946 Bridges, followed by 1947 Bridges and so on.Each entry has a brief prcis of the letter followed by a number written above another separated by a line. The top number denotes the annual single number allocated to that particular letter.
The bottom number (which appears after 1946) denotes the page number in the relevant register in VPRS 8907 that the letter is registered.
Sometimes numbers are written in red ink. This is to indicate that the entry has been carried forward. The number in red ink is the number of the previous correspondence.
Related Records
This series is the first part of a two part process to gain access to VPRS 3183. The second part of this process is VPRS 8907. Once researchers have found and noted any relevant references they must use VPRS 8907 to check if top numbering of correspondence has occurred.
Subsequent Series
In 1983 this series was replaced by a card index system. This card index was still in the custody of the Corporation of the City of Melbourne as at November 1994.
