VPRS 11741 Register of General Correspondence Files, Annual Single Number System

This series consists of file registration and movement cards which were used to register the creation and movement of files which may be located in VPRS 9458.VPRS 9458 comprises files created in an annual single number system. That system commenced in 1984. Prior to1984 Treasury operated a filing system in which generally each piece of correspondence was registered and the records were controlled at the individual document level. If a later piece of correspondence on a subject was received, it would be registered and previous papers were attached to the new correspondence; the new correspondence number was the number under which all the correspondence was filed. From 1984 only files were registered (with the exception of ministerial correspondence) with all relevant correspondence being added to the file.This series was created, definitely from 1984 and possibly during 1985. No cards for 1985 are extant. Probably at the beginning of 1985 the Registry introduced an electronic recordkeeping system in which all registration and tracking activities were provided by the computer software known as RMS (Records Management System). Prior to 1984, a set of correspondence registration and movement cards (see VPRS 11739 Register of General Correspondence, Annual Single Number System) were created which, in addition to registration and tracking of correspondence, were used to record the top numbering of correspondence to subsequent correspondence numbers.When a file was to be raised it was registered using the next available number on the cards in this series. If papers registered in the previous series (VPRS 11739) were to be added to the file, then the previous correspondence registration number was placed in the first column on the card. The second column contained the new file registration number. The third column, which was reserved for references to subsequent papers was not used because the cards, which were pre-printed, had been printed to accommodate registration of correspondence under the previous system. The fourth column contained one or more classified subject headings under which the file was classified. These headings correspond to headings of cards in VPRS 9310 to which the file number registration was also posted. The final column was used for pencilled notes on file movement between action officers and the registry. An entry may also have been made in the Precedent Index Cards in VPRS 11755. It is not clear what criteria was used to determine if an entry in that index would be made. It appears that key-words from a description of the file may have been used to provide a place of entry to that index.