VPRS 7712 License Case Files (Sample only retained)

Series comprises files which document the granting and operation of liquor licences for fully licensed premises.Files contain documentation relating to the original licence application and to any subsequent applications. Documents relating to a transfer of licence, change of directors, alterations to premises or surrender/cancellation of licence were also added to the file. Items such as memoranda and articles of association, trust deeds, certificates of incorporation and partnership agreements may also be found.Series and Contents Date RangeThe system of arrangement and control appears to have been imposed on these files by the Liquor Control Commission some time after its creation in 1968. Contents of individual files in custody, however, extend as far back as 1843. Agencies that would have originally created these files or their contents are those which were historically responsible for the liquor licensing function:VA 2870 Licensing Courts 1836 - 1916VA 2955 Licensing Court of Victoria 1917 - 1954VA 2905 Victorian Licensing Court 1954 - 1968VA 1110 Liquor Control Commission 1968 - 1988.Files were top numbered (i.e. given new file numbers) by the Liquor Control Commission by the imposition of a six digit number. The first two digits of this number indicate the licence type. The relevant numbers and licence type are:- 19 Hotels- 20 Retail Bottled Liquor- 23 Cabarets.The remaining digits represent a unique sequential number which identifies the premise.Original OrderThe original order of files prior to top numbering appears to have been by licence type and then alphabetically by name of premises and then by location (for example, Albion Hotel, Geelong followed by Albion Hotel, Lillimur). The numbering system follows the original arrangement of files. Also processed as part of this series are a number of files that were not top numbered. A sample of these files is to be found in Units 59-63 of the P1 consignment. Control symbols allocated to these files are assumed to be the licence application number.Following the introduction of a new Act in 1987, the administration of licences was amended and the arrangement of licence case files was changed. Papers from current files of this series were transferred into the new series.Permanent Sample RetainedThe bulk of files in this series have been destroyed in accordance with the provisions of Public Record Office Standard 88/15 - records Disposal Schedule for the Liquor Licensing Commission. The schedule specifies that these files can be destroyed after a period of 5 years has passed after cessation of the licence.The schedule provides for the construction and retention of a permanent sample. This sample consists of files relating to licences which had run continuously for a period greater than 50 years; and one file of each licence type to be randomly selected from every fifth year.When the schedule was initially applied to files held at the agency during 1988 it was decided to vary the 50 year period to 30 years. (These files are found in the P1 and P2 consignments.) This was done to ensure that a meaningful sample was retained as it appeared that a large number of files had been destroyed, probably in the period prior to the establishment of the Liquor Control Commission. It cannot be therefore guaranteed that the sample contains files relating to every license which has run for more than 30 years. The 50 year requirement will be utilised for all future samples to be created.