VPRS 12773 Secretary's Correspondence Action Book, Claims Branch

The Department of Railways was organised into various branches, each with its own separate registry and record-keeping systems dealing with its own activities and administration.Within each branch, an officer was responsible for the maintenance of the record of Secretary's correspondence. He was required to keep a separate record of all files that required reply by a certain date. It was the duty of the officer to check with the action officer (person dealing with the correspondence) by due date to ensure that the file was returned by the appropriate date or alternatively the necessary explanatory memoranda was furnished to the Secretary.This series was created by the Claims Branch of the Victorian Railways VA 2876 during the period 1915 to ? 1975 to keep a track of Secretary's correspondence referred to the Branch for action. The correspondence once actioned was filed within VPRS 421, Secretary's Inward Correspondence Files, Annual Single Number System.

维多利亚州铁路部门下设多个分支部门，各分支均配备独立的档案登记与记录管理系统，用以处理自身业务与行政事务。各分支部门内均设置一名专属文员，负责保管部门秘书往来信函的档案记录。该文员需单独归档所有需在指定时限内完成回复的公文卷宗，其核心职责还包括在截止日期前与经办该信函的文员（负责处理该信函的工作人员）进行核对，确保卷宗按时归还；若无法按时归还，则需向部门秘书提交必要的说明备忘录。本档案系列由维多利亚铁路公司VA 2876号索偿分支于1915年至约1975年间创建，用于追踪移交至该分支办理的部门秘书往来公文。办结后的往来公文将归入VPRS 421号档案：《部门秘书收文档案》，采用年度单编号归档体系。