VPRS 8189 Indexes to General Correspondence Files, Single Number System, Ports and Harbours Branch

Full description

This series comprises an accumulation of various indexes which together provide alternative points of access to the general correspondence files maintained by the Ports and Harbours Branch of the Public Works Department. The two correspondence series controlled are VPRS 8191 and VPRS 8193.

The cards comprising each index are generally of a standard format although they have been used to record different details about the files depending on the nature of the index. It is believed that the various indexes were created simultaneously, beginning sometime after the cards were printed in 1967, and were maintained through to 1986 when the correspondence series ceased. Although the cards were not printed until 1967, they record details of files created prior to that date.

References in the index to 'previous papers' provides evidence of the top-numbering of files from the annual single number sequence into the sequential number sequence.

The following indexes are included within this series:

Subject Index

The subject index consists of a sequence of cards arranged in alphabetic order according to the first letter (A to Z) of the subject which is written at the top of each card. Within each alphabet division (i.e., A to Z) the cards have been numbered sequentially, to reflect the sequential arrangement of the file number entries on the cards, and are arranged in reverse number order so that the card which has entries for the most recent files always appears first within each alphabetic division, e.g. A7 - A1, B5 - B1, etc.

Files may have been indexed under several subject headings. The letter/s under which the file was indexed was often recorded on the file registration cards - see VPRS 8190 and VPRS 8194.

Correspondent Index

The correspondent index consists of several sequences of cards arranged according to the name or title of the correspondent sending in the letter:

Correspondent groups in alphabetical order, e.g. Associations, Board, Clubs.

Government departments divided according to whether
. Victorian Government
. Other State Governments
. Commonwealth Government
. Foreign Governments

Personal correspondents in alphabetical order by surname
maritime authorities, e.g. Marine Board/Melbourne Harbour Trust, Commissioners, etc.

Like the subject index, the cards are numbered sequentially within each division, reflecting the sequential order of the entries from earliest files to most recent files.

Locality Index

The locality index comprises cards arranged in alphabetic order according to the locality of the subject of the letter, and are also numbered sequentially and arranged in number order within each alphabetic division. Some common localities have a separate sequence of cards although most are entered in a miscellaneous sequence, e.g. Altona 1-3, Miscellaneous 'A' 1 - 3.

Additional minor Indexes

The following indexes usually only comprise of a couple of cards and follow the system of arrangement noted:

* Floating Plan - Alphabetical by vessel name

* Moorings - Chronological by date of letter

* Permits to Use Wharves - Chronological by date of letter

* Wharf Managers - Chronological by date of letter

* Zoning - (System not identified)

* Location - Alphabetical by locality (this index also includes Works Administration Branch project file numbers)

* Jetties - Alphabetical by location of jetty.