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.

本索引旨在通过通信方（个人或组织）的姓名快速检索往来函件。所收纳的往来函件均归档于VPRS 7614项下的档案盒中。记录的信息包括通信方姓名、通信地址、信件日期、信件主题内容，以及该信件所附着的档案参考编号。
整理与管控体系：1972年，多编号归档系统正式启用，以替代自1883年起沿用的年度单编号归档系统。此前体系下创建并维护的档案系列被登记为VPRS 1163。
新引入的多编号归档系统采用档案分类机制：彼时设立了若干一级分类，并为每个分类分配数字代码（例如：原住民事务20、堕胎议题25、事故类40等）。一级分类的数字代码按字母顺序分配，序列中预留了大量空档，以便后续新增分类。一级分类通常会进一步划分为若干二级分类，每个二级分类亦被分配二级数字代码（例如：道路事故40/1）。后续可根据需要在分类框架内创建专属档案，并为其分配连续编号。专属档案的标题未受统一管控，因此档案可通过两部分或三部分编号进行识别。例如，在堕胎议题分类25下创建的首个档案为“25/1 堕胎-立法”，而在维多利亚州公共服务-薪酬分类1590/3下创建的第四个档案则为“1590/3/4 维多利亚州公共服务-薪酬-支票薪酬”。
官方授权的一级档案分类清单用于管控档案分类工作（VPRS 9893）。该清单包含授权分类及其对应数字代码，同时收录了被弃用的主题术语，并为其标注至对应授权分类的交叉引用（例如：救护车服务 参见 卫生健康领域、收养事宜 参见 社会福利领域等）。
此外，还维护了各分类下创建的档案清单（VPRS 7612），以条形索引的形式呈现，并按编号顺序排列。随着档案分类与专属档案的新增，会同步添加新的索引条，以确保清单始终处于最新状态，便于在创建新档案前进行核查。
研发团队还制作了卡片式主题索引（VPRS 7613）以实现档案的多维度检索。该主题索引可通过档案分类、档案标题或标题中的关键词实现档案查找。
尽管往来函件均归集至档案盒中，但仍需对入档函件进行登记与索引，以维持条目级管控。入档函件登记簿（VPRS 7615）用于记录函件与档案的附着关系。本系列为通信方（个人与组织）姓名索引，旨在为档案检索提供额外的访问路径。