Function and purpose
From
1901-1904: The Minister for External
Affairs was also Prime Minister. This
series records the details of the earliest correspondence of this dual office. The first volume in the series is an index and
record book to the first year of operation while the remaining four volumes are
record books of the subsequent folio system.
All the
volumes were rebound and restored by the Government Printer in 1970. A label to this effect is affixed inside the
front cover of each volume. The label
inside Volume 1 reads:- "This volume was rebound by the Government Printer
Canberra on 24 February 1970. The
materials and lettering used were matched as closely as possible to the
original materials. Other significant
work necessary in the restoration of this volume consisted of, Binding: Books were stripped back to original
sewing; new sections ruled and sewn in; torn sheets repaired; new endpapers, split board and spring
back; rebound in full rough sheep.
Finishing: New lettering pieces on
spine; roll off in black ink."
Labels inside the other volumes are almost identical.
Volume one
is a large book, extremely heavy. The
first portion consists of an A-Z index for sub-headings. This goes to page 654. Following that the folio entries
commence. They are recorded by running
number for each item of correspondence commencing at 1. From left to right the columns are headed: Number;
Departmental papers; Date of
letter, receipt; From whom; Residence; Subject of communication; Referred, to whom, when; Papers, previous,
subsequent; Result of application. All columns are used and top numbering information
is in red crayon using the final column.
Entries cease at entry number 2093 on page 793. The remainder of the book is empty. In the index portion (sub headings)
correspondents names are grouped as the following example from 'G'; Ga; Ge; Gi;
Gi to Go; Go to Gz. Then an entry headed
Sub headings: Gazette, Commonwealth; Governor General; Government printer; Germany. Then under G
Miscellaneous: Gratuities; Goulburn (visit). Against each sub heading is the page number of the appropriate
folio entry.
Volumes 2 to
5 carry the titles of "Department of External Affairs Record
Book". These titles are part of the
original volumes and are lettered in gold on green cloth. As with volume one the remaining volumes
have been rebound, this time in half rough sheep with the original title in a
panel on the front cover and the original label inside the front cover. The format is different. A page number is allocated one subject. The entries start at number 1 and when a
page has been filled with entries a later page is used with the existing page
number being crossed out and the first page number being inserted. An example is, when page 208 was full,
entries continued for that subject (which was flag and seal designs), on page
229. The number 229 was crossed out and
208 written in ink. When this page was
full, entries continued on page 310 which number was crossed out and 208
written in. Column headings are not as
comprehensive as in Volume 1. They are
left to right: Progressive number; Date of - Letter, receipt; From;
To; Subject.
The series
was microfilmed in 1971 as a master negative, reference copy and a duplicating
copy.
Related legislation
Using the series
For preservation and physical reasons the volumes are not
available for use.
Language of material
Physical characteristics
System of arrangement and control
Relationships with other records
Finding aids
Consignment lists exist for this series. As at 10 October 2002, the item has been
registered on RecordSearch as one item.
Access conditions
Series history
Provenance
Immediate source of acquisition
Custodial history
The series
was first transferred to the Commonwealth National Library - Archives Division
in 1954 and registered as accessions CP238/1 and CP238/2. Conversion to the CRS system took place in
1966.
Quantity in agency custody
Disposal history
Publication note
Additional information
End notes
Sources