VPRS 9894 Name Card Index to General Correspondence Files, Multiple Number System I

This index was created for the quick retrieval of correspondence by name of the correspondent (individual or organisation). The correspondence received was filed on files located in VPRS 7614.The information recorded includes the name of the correspondent, address, date of the letter, subject content of the letter, and file reference number to which the letter was attached.System of Arrangement/ControlIn 1972 a multiple number filing system was introduced to replace an annual single number system which had existed since 1883. The series of files created and maintained within the previous system are registered as VPRS 1163.The multiple number system which was introduced involved the classification of files. A number of primary classifications were established and each classification was allocated a number code (eg. Aboriginal 20, Abortion 25, Accidents 40, etc.). The primary classifications were allocated number codes in alphabetical order. Large gaps were left in the sequence so that additional classifications could be added. Primary classifications were often further divided into a number of secondary classifications, each of which was allocated a secondary number code (eg. Road Accidents 40/1). Specific files were established as required within the classification scheme and were allocated a sequential number. File titles allocated to specific files were not controlled. Files could therefore be identified by either a two part or three part number. For example the first file created within the classification 25 Abortion was 25/1 Abortion - Legislation while the fourth file created within the classification 1590/3 Victorian Public Service - Salaries was 1590/3/4 Victorian Public Service - Salaries - Salaries by cheque.A list of the authorised primary file classifications was maintained to control the classification of files (VPRS 9893). The list includes authorised classifications and their corresponding number codes as well as rejected subject terms that give a cross reference to an authorised classification (eg. Ambulance see Health, Adoption see Social Welfare, etc).A list of files created within each classification was also maintained (VPRS 7612) in the form of a strip index. This list was maintained in number order. As file classifications and specific files were created new strips were added so that there was always an up-to-date list which could be checked before new files were created.A subject index (VPRS 7613) was created on cards to provide access to the files. The subject index provides access to files by file classification, file title or keywords in the file title.Although correspondence was accumulated within files item level control continued with the registration and indexing of inward correspondence. The register of inward correspondence (VPRS 7615) was created to record the attachment of correspondence to files. A name index of correspondents (individuals and organisations) (this series) was created to provide additional access to the files.