VPRS 6009 Classified Registration Cards for General Correspondence

This series appears to have served three recordkeeping functions in relation to correspondence now contained in VPRS 3844 General Correspondence Files (Alphabetically Re-arranged Inactive Portion of VPRS 6008, pre-1928 Files), Single Number System and VPRS 6008 General Correspondence Files, Annual Single Number Systems. Firstly, the series was possibly used to classify correspondence according to a predefined scheme. The classification system was undergoing constant changes throughout its active life with a significant number of additional headings added to the original system over time. The final version of the classification scheme was recorded in VPRS 9471 Lists of Classified Indexable Headings (Refer to Microfiche Copy, VPRS 14727). Secondly, summary information about each item of correspondence received was recorded on the registration cards. Thirdly, by classifying correspondence by subject this series was a means of retrieving correspondence. Although the cards are actually entitled Registration Cards, the series was known by agency officers as a subject index.An entry was made in this series for every item of correspondence registered by the Records Branch. However, the Records Branch did not register all correspondence. Some correspondence was forwarded directly to the Division concerned without being registered by the Records Branch. For example, at various times correspondence dealing with personnel, water diversion permits and hydrotechnology appear to have been forwarded directly to the respective Divisions. It is not known how that correspondence was controlled by other Divisions.The following details were recorded for every item of correspondence registered:- the registration number of the letter [allocated by registers including, by 1954, VPRS 9614 Registration Journals for General Correspondence]- the date of the letter's registration- from whom the letter was received- the sender's address- the date of the letter- the subject [i.e., a short summary of the letter's content].

本系列对应现归档于VPRS 3844普通通信档案（VPRS 6008 1928年前档案按字母排序的非活跃部分）、单一编号系统及VPRS 6008普通通信档案年度单一编号系统的往来函件，共承担三项档案管理职能。
其一，本系列或可依据预设分类方案对往来函件进行归类。该分类系统在活跃使用周期内持续迭代，随时间推移向原始体系新增了大量分类标题。分类方案的最终版本收录于VPRS 9471《可索引分类标题列表（Lists of Classified Indexable Headings）》（详见缩微胶片副本VPRS 14727）。
其二，每封收讫函件的汇总信息均记录于登记卡（Registration Cards）上；其三，通过按主题对函件分类，本系列亦可作为函件检索工具。尽管该卡片实际标注为“登记卡”，但机构职员通常将本系列称为主题索引。
档案科登记的每一封函件均会在本系列中创建一条条目，但档案科并未对所有函件进行登记。部分函件会直接转交至相关部门，无需经档案科登记。例如，涉及人事、分水许可与水力技术的函件曾多次被直接移交至对应部门，目前尚不清楚其他部门如何管控此类未登记函件。
针对每一封已登记函件，均需记录以下详情：
- 信函登记编号（由登记簿分配，截至1954年已包含VPRS 9614《普通通信登记日志（Registration Journals for General Correspondence）》）
- 信函登记日期
- 函件寄件方
- 寄件人地址
- 信函撰写日期
- 主题（即函件内容的简短摘要）