VPRS 6574 Register of 'H' and 'HO' Files

This series consists of the registers of files for 'H' and 'HO' Crown lands correspondence files (see VPRS 441). Details given are the allocated file number, the date of receipt, the name and address of the correspondent, a summary of the matter raised in the initial correspondence and file movements and markings including attachments to other files.This series is part of the recordkeeping system for Crown Land Occupation Files, Correspondence Series (see VPRS 441). In this system, if the correspondence received introduced a new matter or transaction or new aspects of an old matter, a new file would be created being given the letter designation of the register of inward correspondence and the allocated registered number. This file number remained for any subsequent correspondence on the matter with an appropriate notation being made of its attachment to the file. The original file number would be placed on a map or parish plan at the location of the land. Evidence does exist that some pre-existing file numbers might have been converted to an alphanumeric one, possibly when file movement and markings cards were created in c. 1943.The main exception to the process as described above is for the Eastern region of Victoria (the 'H' and 'HO' series). Evidence exists that the development described below was also the case for the area originally designated as 'Z' (the former Horsham, Hamilton and Stawell Land Districts). File numbers are no longer the same as correspondence numbers from c.1919. For the areas covered by the 'H' designation the correspondence was registered as before, but if a new file was required to be raised, it was registered in a file register with an alphanumeric number of originally 'H' and a consecutive number. From c1927 this became 'HO' and a consecutive number. This may be because of the need for consistency and efficiency when the same section of the Occupation Branch of the Department of Crown Lands and Survey (VA 538) was dealing with matters from the Beechworth, Benalla, Seymour and Alexandra Districts and then also the Sale, Bairnsdale and Omeo Land Districts. These latter districts' correspondence was registered in 'T' series registers (see VPRS 14308) rather than in the 'H' series registers, but only one file series was required.Units 4 and 5 of the P1 consignment virtually duplicate the contents of the first two units of the P consignment. It would seem that in 1943, when the file movements and markings details were transferred to cards, the details in these volumes were transcribed from the books to the loose-leaf sheets subsequently used.