VPRS 6009 Classified Registration Cards for General Correspondence

Full description

This series appears to have served three recordkeeping functions in relation to correspondence now contained in VPRS 3844 General Correspondence Files (Alphabetically Re-arranged Inactive Portion of VPRS 6008, pre-1928 Files), Single Number System and VPRS 6008 General Correspondence Files, Annual Single Number Systems. Firstly, the series was possibly used to classify correspondence according to a predefined scheme. The classification system was undergoing constant changes throughout its active life with a significant number of additional headings added to the original system over time. The final version of the classification scheme was recorded in VPRS 9471 Lists of Classified Indexable Headings (Refer to Microfiche Copy, VPRS 14727). Secondly, summary information about each item of correspondence received was recorded on the registration cards. Thirdly, by classifying correspondence by subject this series was a means of retrieving correspondence. Although the cards are actually entitled Registration Cards, the series was known by agency officers as a subject index.

An entry was made in this series for every item of correspondence registered by the Records Branch. However, the Records Branch did not register all correspondence. Some correspondence was forwarded directly to the Division concerned without being registered by the Records Branch. For example, at various times correspondence dealing with personnel, water diversion permits and hydrotechnology appear to have been forwarded directly to the respective Divisions. It is not known how that correspondence was controlled by other Divisions.

The following details were recorded for every item of correspondence registered:

- the registration number of the letter [allocated by registers including, by 1954, VPRS 9614 Registration Journals for General Correspondence]
- the date of the letter's registration
- from whom the letter was received
- the sender's address
- the date of the letter
- the subject [i.e., a short summary of the letter's content].