VPRS 18 Registers of Inward Correspondence [Refer to Microfilm Copy VPRS 2139]

Full description

This series consists of a register of inward correspondence received by the Superintendent, Port Phillip District. For more information regarding the registry system these registers are a part of refer to the series description for VPRS 19 Inward Registered Correspondence.

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 1839 was given the number 39/123.

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, with the registration number of any related previous correspondence marked in red
the day and month received
the name/position and address of sender,
the date sent
precis of letter,
referred to
"past papers", that is, former letters dealing with the same transaction were attached and filed with the latest paper on the matter. Reference in the relevant column gave the number of the last related file to be registered.

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 41/725 on the same transaction as 41/123, that earlier letter would be filed with the later one and there would in fact be no correspondence filed under 41/123. Top-numbering of related correspondence appears to have commenced after 1841/42.

After 1844 the registers also include references to "B.C" or "Blank Cover Reference". This type of entry indicates a communication to the Superintendent of Port Phillip from His Excellency the Governor, the letters "B,C" substituting for the registration number of the letter received.