VPRS 3994 Register of Inward Correspondence III

Full description

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 3992 Inward Registered Correspondence III

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 1892 was given the number 92/123.

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 the P.A (put away) or a subject classification which indicate that the letter has been filed and its location.

Introduction of File Level Registration

The practice of registering "General Files" at the start of each year appears to have been in use from at least the mid 1950s. At the start of each year files would be raised, allocating the earliest annual single numbers from the registers, for commonly recurring documents, ie. office memos/instructions to staff, employment forms, insurance claims etc. As these documents were received during the rest of the year they would not be registered individually, merely placed on the General File.

Top Numbering

A 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 95/725 on the same transaction as 95/123, that earlier letter would be filed with the later one and there would in fact be no correspondence filed under 95/123.