VPRS 16575 General Correspondence, Multiple Number System

The General Correspondence series consists of the Gas and Fuel Corporation's Central Executive File. A memo created by the Executive Officer that appears to date from circa 1971 formalises the establishment of the Central Executive File and outlines the implementation process.Responsibility for the system was to be handled by the Secretary's Department. It was to combine all material more than five years old directed to or originating from the following executives:* Chairman and General Manager* Associate Directors* Secretary* Executive Officer* Chief AccountantLists were created showing the location within the Central Executive File of all papers and files forwarded for retention. This was to assist in locating material that originated from the individual executive file systems. In December of each year, the Secretary was to arrange for files held by the various executive secretaries to be examined and all correspondence dated in excess of five years was to be removed and incorporated into the Central Executive File.Content of the file was to date from the inception of the Corporation and files classified according to subject were to be stored in numerical sequence on open shelving. A 3-part multiple number system was used - the first two numbers relating to primary and secondary headings from a list of subject classification headings (VPRS 16597) and the third a single consecutive number.ContentContent includesBoard papers and agendasProject contractsGas industry reform filesGas company recordsThe degree of implementation and maintenance of the system is subject to further research. Information from previous Gas and Fuel Corporation employees indicates that the system was not necessarily implemented as planned. The inconsistencies of the application of the Central Executive Filing System were highlighted when the Gas and Fuel Corporation's records were processed for archiving in 1996. The files were split into three main categories - Corporate/Secretarial Archive (CorpSec), ArchCity (records from Gas and Fuel offices other than Corporate and Secretarial) and Historic Archive (records from gas companies pre Gas and Fuel and early Gas and Fuel Corporation records which may be of historical interest).

本通用信函数据集由燃气与燃料公司（Gas and Fuel Corporation）的中央执行档案构成。一份由执行官员（Executive Officer）撰写、约创作于1971年的备忘录正式确立了中央执行档案的设立，并概述了其实施流程。该档案系统的管理职责由秘书部门（Secretary's Department）承担，其负责整合所有收自或发往以下高管且留存时长超过五年的档案材料：
* 主席兼总经理
* 副总监
* 秘书
* 执行官员
* 总会计师

工作人员编制了各类清单，标注所有待留存文件与档案在中央执行档案中的存放位置，以辅助查找来自各高管个人档案系统的材料。每年12月，秘书部门需安排人员对各高管秘书保管的档案进行核查，将所有留存时长超过五年的信函移出并归入中央执行档案。

该档案的内容需涵盖公司成立以来的全部档案，按主题分类的档案需以数字顺序存放于开放式书架。档案采用三段式复合编号系统：前两段编号对应主题分类清单（VPRS 16597）中的一级与二级类目，第三段为连续单一编号。

档案内容包括：
* 董事会文件与会议议程
* 项目合同
* 燃气行业改革档案
* 燃气公司档案

该系统的实施与维护程度仍有待进一步研究。来自前燃气与燃料公司员工的信息显示，该系统并未完全按计划落地。1996年对燃气与燃料公司档案进行归档处理时，中央执行档案系统应用中的不一致性问题被充分暴露。此次归档将档案划分为三大类别：企业/秘书档案（Corporate/Secretarial Archive，简称CorpSec）、ArchCity档案（来自燃气与燃料公司除企业与秘书部门外的其他办公场所档案）以及历史档案（来自燃气与燃料公司成立前的燃气公司档案，以及可能具有历史价值的早期燃气与燃料公司档案）。