VPRS 8898 List of File Registration Groups and Authorised Subject Index Headings, Multiple Number Sequence

This single volume series contains lists that controlled the registration and indexing of files created under the multiple number filing system that was in operation from 1971 to 1987. Two separate sequences of multiple number were used, one for file registration and another for indexing of files. The lists include:1 List of Subject Index Primary Headings (six white pages)This list is arranged alphabetically by primary subject heading and shows the headings with corresponding primary heading numbers adjacent to the headings on the left margin. The primary numbers are concealed by the volumes binding. This list acted as an index by primary heading to either subjects, and thus the subject index cards, generally, and to the List of Subject Index Headings (see point 3 below).2 a document describing how the subject index system operated (two white pages)This two page document was presumably produced to explain the workings of the system to registry and other SECV staff.3 List of Subject Index Headings (82 white pages)This Alphabetical List of Primary and Secondary Subject Headings was originally designed for use in the Central Registry of the State Electricity Commission VA 1002. Its purpose was to outline the physical arrangement of the Subject Index Cards (located in VPRS 8900) which was created to provide a quick method of locating file numbers if the subject matter of the correspondence was known.The above list provides four classes of information. The first is the number allocated to primary headings, the second is the primary headings and a list of terms for subjects not allocated a primary heading but included elsewhere in the index. The third class is the secondary headings arranged under each appropriate primary heading and the fourth contains instructions that were designed to facilitate indexing or the subsequent searching of the index.The primary headings are shown in upper-case block type and are underlined. Each of these primary headings has been allocated a number which is shown adjacent to the heading on the left margin.The alphabetical list of words not in block type were included as a reference guide to assist selection of appropriate primary and secondary index heading.The secondary headings listed under each primary heading are in alphabetical order with the exception that the first secondary heading is always "General".The instructions on the right hand side of the page were designed to facilitate both indexing and searching. The abbreviations used are explained as:"NP" - No Posting : Indicates that the subject or word listed alphabetically is not the primary heading, provides the primary and secondary heading under which it will be indexed."SEE also" - where the subject may have more than one appropriate secondary heading, the other relevant headings are list to aid indexing.4 Numerical List of Primary File Registration Headings. (seven orange pages)This list provides the number allocated to each primary file registration heading and the corresponding number allocated to each primary subject index heading.5 Alphabetical List of Primary File Registration Classifications (six green pages)This list acts as an index of both primary and secondary file registration headings. It provides references by primary registration number to the appropriate section of the List of File Registration Headings (see point 6 below).6 List of File Registration Headings (46 green pages)This list sets out the hierarchy of primary and secondary file registration headings and records the corresponding numbers, from which the file titles and file numbers were to be derived. This list was created to control the creation of files registered under this system. This list outlines the physical arrangement of File Registration Cards located in VPRS 8899.The list is arranged similarly to the List of Subject Index Headings (see point 3 above). It does not, however, include any entries which are not a primary or secondary registration heading.Date rangeThe multiple number recordkeeping system of which this series is a part must have been designed before it was implemented. The contents of this volume must have existed for the system to have been implemented. This series commencement must therefore predate the creation of files in the system in VPRS 8897 and is determined to be by1971. The lists in this series have hand written annotations, crossings-out and corrections which indicate that they were subject to amendment for the life of the system. The end date is therefore determined to be 1987. Both contents and series date ranges are determined to be the same.FILE NOTE: CONSERVATION REPORTThis volume comprises a firmly bound loose-leaf volume approximately 2.5 cm thick. Pages are foolscap sized and are printed on one side in black duplicator ink. Some pages have biro or pencil annotations. Some pages have amendments made using whiteout corrector fluid. There are white, yellow/orange and green pages and six photcopied pages. The photocopied pages may be chemically treated paper.The volume is well used but pages are generally in good condition. The paper is, however, probably of fairly poor quality for long term survival. As this series is an essential part of the SECV Central Registry multiple number system - without this series files would be inaccessible by subject - it may be necessary to create a copy of the record on acid-free paper or microform.