VPRS 11254 Automated Multiple Number Correspondence System, [Computer Output Reports]

From 1986 the Port of Melbourne Authority used an automated recordkeeping system to manage its correspondence within a multiple number system. The computer output reports which constitute this series provide access to the correspondence files and to items of correspondence. The automated system was initially an RMS database. Subsequently the agency used a system based on TRIM software.Unit 1 of the P1 consignment contains a report arranged alphabetically by keyword which provides correspondence numbers; a report by keyword and synonyms and a report which also includes the addresses of the correspondents.Unit 2 and Unit 3 of the P1 consignment is a report of all files and related data arranged by file classification and then by file number. It records file title, file location, dates of creation and closure of the file and a reference to related files.The P2 consignment is entitles PMA Records Control System History File Details Alphabetically. The data is arranged in alphabetical folders by primary classification and provides file numbers and titles for files within each primary classification e.g.* F30 (Finance) / 10375 (file number) Capital Works Budget (file title).The report in the P3 consignment is entitled Report on All Correspondence for Keyword. It provides the following data:- correspondence number- inward / outward- action folio- date received / sent- file number- FOI- security level- date written- folio number- addressee- action officer- position-action date- precis.

自1986年起，墨尔本港务局（Port of Melbourne Authority）便采用自动化记录管理系统，依托多编号体系开展往来函件管理工作。本系列所涵盖的计算机输出报告，可用于检索往来函件档案及具体函件条目。该自动化系统初期为RMS数据库，后续该机构改用基于TRIM软件开发的系统。
P1货件的单元1包含三份报告：其一为按关键词字母顺序排列的函件编号检索报告；其二为基于关键词及同义词的检索报告；其三则附带往来通信方的地址信息。
P1货件的单元2与单元3为按档案分类、再按档案编号排序的全档案及相关数据报告，记录内容涵盖档案标题、档案存放位置、档案创建与关闭日期，以及相关档案的引用信息。
P2货件的标题为《PMA档案管理系统历史档案详情（按字母排序）》，数据按一级分类划分为字母序文件夹，为每个一级分类下的档案提供编号与标题，例如：* F30（财务（Finance））/ 10375（档案编号）——基建工程预算（档案标题）。
P3货件中的报告标题为《关键词对应全往来函件报告》，提供以下数据：
- 函件编号
- 入件/出件
- 经办卷宗
- 收/发件日期
- 档案编号
- FOI
- 保密级别
- 撰写日期
- 卷宗编号
- 收件人
- 经办人员
- 职位
- 经办日期
- 摘要