Function and purpose
This
correspondence file series records the main administrative activities of the
Department of Defence. It is distinguished from series A816, the classified correspondence
file series by the 'O' (ordinary ?) prefix. The activities the series records
are those of general administration in the co-ordinating and policy making
Defence department, excluding matters relating specifically to civilian
personnel and matters specifically in the province of the forces who had their
own departments.
Secret and
confidential files exist in this series. It is a subject classified multiple
number series. The subjects the series covers are listed alphabetically and
numbered 1-224. These numbers form the first element of the file number. These
primary subjects are further sub-divided into secondary subjects which are
numbered, rarely more than four. This forms the secondary element of the
number. The third element is a chronologically assigned running number for
files registered in each subdivision. Files are registered by registration of
the first paper received on a new file subject. The paper is registered - ie
allocated a multiple number in a registration booklet where the name of the
forwarding agency and the subject of the communication are also recorded - on
receipt, and any further papers on the same subject are placed with the
original paper and are logged in the registration booklet against the same
number.
As the system
developed from a folio registration system (in which all incoming papers
received individual numbers and in which related papers were continually
brought forward to the most recent registered paper), the practice of bringing
papers forward was gradually dropped and real files began to be created. This
series seems to have been closed off when the Defence Department moved from
Melbourne to Canberra late 1957 or early 1958.
Related legislation
Using the series
Control records series A4565 consist of subject index cards
of ‘Contributions’ to the National Defence Fund listed in alphabetical order,
under the heading of name of the contributor (which could be private or a
business or body), the date and the amount contributed, followed by the system
of arrangement which is usually 096/1/15. The files so indexed are from
one class, 096/1-Gifts and refer only to two files, 096/1/15 and 096/1/194.
For example, under the heading ‘Country Women’s Association’
are the contributions made by that association: the date 17/9/40; the amount;
096/1/15.
Control series A4524- the subject index to the records-
remain in the custody of the agency.
Language of material
Physical characteristics
System of arrangement and control
Relationships with other records
Finding aids
Consignment lists exist for this series. As at 20 November 2002, 3700 items have been
registered onto RecordSearch.
Access conditions
Series history
Provenance
Immediate source of acquisition
Custodial history
Quantity in agency custody
Disposal history
Publication note
Additional information
End notes
Sources