VPRS 3993 Register of Inward Correspondence II

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 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 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 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 Classification

With 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.