VPRS 8193 General Correspondence Files, Single Number System, Ports and Harbours Branch

This series consists of correspondence files maintained by the Ports and Harbours Branch of the Public Works Department although they appear to have initially belonged to a wider Public Works Department correspondence filing system.The sequential number filing system within which these files were created appears to have commenced circa 1963 superseding an annual single number filing system in use since at least the 1940's (see VPRS 8191).It is evident that initially the file numbers were allocated to files relating to Ports and Harbours functions raised throughout the Public Works Department, however, from 1973 the file numbers (at this time in the 166,000's) appear to have been exclusively used for files created by the Ports and Harbours Division. The Division physically relocated to Exhibition Street, away from the Public Works Department Head Office location, around this time.The correspondence files comprise: inward letters, copies of outgoing letters, internal memoranda, working notes, plans and related papers. Other elements of the sequential number filing system include a series of file registration and movement cards (see VPRS 8194) which provide details of the top-numbering of files by referring to "Original Papers"; and an accumulation of indexes which attempt to provide at least three points of access to the files by subject, location, and correspondent (see VPRS 8189).In anticipation of the integration in 1986 of the Ports and Harbours Division with the three Port Authorities at Melbourne, Geelong and Portland, all the files were sorted into four categories and disposed of as follows:1) files which were no longer considered active were stamped "archived" (as was the registration card and index entry) and were transferred to the Port of Melbourne Authority's Document Store;2) active files relating to matters within the jurisdiction of the Port of Melbourne Authority were transferred to the Port of Melbourne Authority registry;3) active files relating to matters within the jurisdiction of the Port of Geelong Authority were sent to the Port of Geelong Authority; and,4) active files relating to matters within the jurisdiction of the Port of Portland Authority were sent to the Port of Portland Authority.(Note: Some of the files within the final three categories will have been top-numbered into the current filing systems in use at the three Port Authorities.)The P1 consignment of this series comprises all the files in the first category and those files from the second category which were not top-numbered into the current alpha-prefixed multiple number filing system in use at the Port of Melbourne Authority.Note: The series also contains files with an alpha prefix, i.e., 'P' for property files related to Ports and Harbours Division which were maintained separately. A separate set of cards which provided access to these files, namely, VPRS 8194 Registration Cards for General Correspondence Files, Single Number System, Ports and Harbours Branch.