VPRS 16353 Subject Index Cards to General Correspondence Files, Single Number System

This series comprises a card based subject index to correspondence files maintained by the Victorian Electoral Commission and its predecessors. The cards are coloured. Blue cards represent primary headings. Pink cards represent secondary headings. Cream cards include tertiary headings. White cards were used to record the file number, the date of the first document on the file and a description of the subject. Entries were made on one side of the card only. In many instances the date on the card predates the creation of the file to which it relates. This is because the files contain documents top-numbered from record keeping systems maintained by the Chief Secretary's Department. In 2004 the Commission replaced the manual record keeping system with an electronic record keeping system known as TRIM.

本系列为维多利亚州选举委员会（Victorian Electoral Commission）及其前身所维护的信函档案构建了一套卡片式主题索引。该套索引卡片通过配色区分层级：蓝色卡片代表一级主题标题，粉色卡片代表二级主题标题，米黄色卡片代表三级主题标题，白色卡片则用于记录档案编号、档案内首份文档的创建日期以及主题描述信息。所有索引条目仅书写于卡片的单面。
在多数情况下，卡片上标注的日期早于其关联档案的实际创建时间，这是由于该档案收录的文档均源自首席秘书部（Chief Secretary's Department）所维护的档案管理系统，且文档带有预先顶置的编号。2004年，该委员会将手动档案管理系统替换为名为TRIM的电子档案管理系统。