VPRS 3993 Register of Inward Correspondence II

This series consists of registers of inward correspondence received by the Chief Secretary's Department. For more information regarding the registry system these registers are a part of refer to the series description for VPRS 3991 Inward Registered Correspondence II.These registers were used to record summary details and allocate unique identification numbers (registration numbers) to each letter received. Each inward letter was, on receipt and registration, allocated a number from the registers for identification. This consisted of an annual single number, that is a sequential number prefixed by the last two figures of the year, with the numbering sequence recommencing at 1 at the start of each year.eg. the one-hundred and twenty-third letter received in 1872 was given the number 72/123.The inward correspondence appears to have been filed in annual single number order in pigeon-hole cabinets / presses.The registers record in a column format:* the registration number,* "previous folio", the registration number of any related previous correspondence* the day and month received* the name / position and address of sender,* the date sent* nature of application and representation* the registration number of related outward correspondence.* "action taken, to whom referred and when", ie. to which official the letter was referred to action, date referred to official and when returned.* "Result of Application", or "How Disposed Of". This records the registration number of any related subsequent correspondence received on the same matter, or PA (put away), or a subject classification which indicate that the letter has been filed and its location.Top NumberingA later registration number written in the right-hand column means the letter has been top-numbered. This involved the practice of grouping together items of inward correspondence which referred to the same transaction to create files. The method adopted was that of placing earlier correspondence under later ones. Thus if there were a later letter registered 65/725 on the same transaction as 65/123, that earlier letter would be filed with the later one and there would in fact be no correspondence filed under 65/123.Filing by Subject ClassificationWith the introduction of subject classifications for filing of correspondence the subject classification will be written in this column indicating where this letter has been filed. Within each subject classification letters were filed in registration number order.After 1864 the use of subject classifications to arrange correspondence became more streamlined, broader classifications were introduced and variations / discrepancies reduced through the use of a "Guide to the Office Records" which listed individual subjects against the broader groups they were to be filed under. The broader subject classifications now to be used were:- Agent General (after 1872)- Electoral- Government Departments- Internal Administration- Lunatic Asylums / Lunacy- Other Governments- Parliament- Pastoral- Personal- Police- Prisons- Public and Religious / Related Bodies.See the series description for VPRS 3991 for a reproduction of the "Guide to Office Records" which lists each subject classification and defines how each is to be used.

本系列档案涵盖首席秘书部（Chief Secretary's Department）所接收的外来收文登记册。如需了解此类登记册所属的登记系统详情，请参阅VPRS 3991《外来登记信函II》的系列说明。

此类登记册用于记录收文摘要信息，并为每封收文分配唯一标识编号（登记号，registration number）。每封外来收文在签收并完成登记后，将从登记册中获取专属编号。该编号采用年度单序列格式：即以年份末两位作为前缀的连续数字，每年年初编号均从1重新启动。例如：1872年接收的第123封收文，其编号为72/123。

外来收文似乎按照年度单序列编号顺序，被收纳于鸽笼式档案柜与档案架（pigeon-hole cabinets / presses）中。登记册以栏式格式记录以下信息：
* 登记号；
* “前份卷宗编号”：即相关过往收文的登记号；
* 签收日期（日、月）；
* 发件人姓名/职位及地址；
* 发件日期；
* 申请事项及陈述内容的性质；
* 相关发文的登记号；
* “处理措施、转办对象及转办时间”：即该收文被转交给哪位官员处理、转办日期以及退回时间；
* “申请办理结果”或“处置方式”。此项记录同一事项后续收到的相关收文的登记号，或标注“PA（put away，归档留存）”，亦或标注主题分类，用以说明该收文已归档及其存放位置。

顶编号操作
右侧栏中手写的后续登记号，代表该收文已被顶编号。该操作旨在将涉及同一事务的外来收文归组以组建档案卷宗，具体方式为将较早的收文置于较晚收文之后。因此，若编号为65/725的后续收文与编号65/123的收文涉及同一事务，则较早的收文将与该后续收文一同归档，而编号65/123项下实际上并无收文留存。

按主题分类归档
随着收文归档主题分类体系的引入，本栏将填写主题分类，用以标注该收文的归档位置。同一主题分类下的收文将按照登记号顺序归档。

1864年之后，收文归档的主题分类体系愈发精简规范：新增了更宽泛的分类类别，并通过《办公档案指南》（Guide to the Office Records）减少了分类偏差与不一致性——该指南将具体主题归入其所属的大类。当时启用的宽泛主题分类包括：
- 驻英总代表（1872年起启用）
- 选举事务
- 政府部门
- 内部行政
- 精神病院/精神卫生事务
- 其他政府机构
- 议会事务
- 畜牧管理
- 个人事务
- 警务工作
- 监狱管理
- 公共与宗教/相关团体

如需查阅《办公档案指南》的复刻版（该指南列明了所有主题分类并明确了各类别的使用规则），请参阅VPRS 3991的系列说明。