Summary heading
Series note for A13329
Function and purpose
This series
documents the activities and functions of the Australian government post in Saigon. It
commenced in 1974 and was meant to replace series CRS A4531, which covers the
period 1957-1975. However, due to the
defeat of South Vietnam in
April, 1975, both series were still concurrent when Saigon
fell and the embassy closed. This series
is small - 4 items only. Please
see the series note for A4531 for a more extensive description of the Saigon embassy records.
The
functions of the post included:
- Representation of the Australian
government
- In country administration of Australian
government policies, programmes and procedures relevant to an overseas
post
- Reporting to the Australian government
about political, economic and other developments in the country
represented and in the region
The range
of activities involved in carrying out these functions was wide ranging and
included post administration, monitoring of political and economic
developments, immigration services, economic and trade relations,
administration of aid projects, and consular services to Australian citizens
travelling or residing in the country or countries covered by the post.
Documentation
of these activities and the correspondence associated with them provided
evidence for accountability purposes via records of negotiations, and records
of projects and programmes run by the embassy.
It also provided ongoing analysis of political, economic and security
information.
System of arrangement and control
Multiple
number system
The series is
controlled by a multiple number system.
The control symbol or record number for each file will usually consist
of at least two number elements and may contain up to 4 or 5 number
elements. The first number represents
the broad subject area, and subsequent numbers break the subject down into more
specific subjects. Multiple number
systems usually have an index or some other form of filing guide to ensure that
the correct file number is used for a particular subject. In this case, guidance is provided by the
second uniform post system and the file list or index for the Saigon
post.
Second
uniform post system
The second
uniform post system was trialled in 1971 and was introduced to most posts by
1975. It superseded the first uniform
filing system for overseas posts that was introduced by the Department of
External Affairs (CA 18) in 1956. Both
systems provided a loose structure of primary numbers for all the functions
likely to be performed at an overseas post. The first system used numbers 1-490 with gaps
and the second 500-999. The numbers used
in the 2nd system are set out as follows:
|
Primary
numbers
|
Broad
subject area
|
Unallocated
numbers
|
|
500-534
|
Administration
|
535-539
|
|
540
|
Protocol
|
541-549
|
|
550-565
|
Consular
|
566-600
|
|
601-611
|
Aid
|
612-799
|
|
800-806
|
Host
country
|
807-809
|
|
821-822
|
Bilateral
relations
|
829-839
|
|
840-899
|
Third
countries
|
900
|
|
901-906
|
Multilateral
matters
|
907-909
|
|
910-919
|
International
conferences
|
|
|
920
|
International
organisations
|
|
|
921-959
|
United
Nations organisations
|
|
|
960-999
|
Non-United
Nations organisations
|
|
The
unallocated primary numbers existed for the convenience of individual posts
enabling different emphases on principal functions, according to the
circumstances of the post. Other
Australian government departments with staff attached to diplomatic missions
overseas were normally allocated filing numbers within the External/Foreign
Affairs system.
The primary
numbers were broken down into specific file subjects with the addition of
further number elements. At this point,
the record keeping system became more tailored to the particular post, and was
controlled by the individual post file list that provided an index to file
numbers and their file titles. The post
file list was regularly updated to provide an index to current files only –
closed files were removed from the list, top-numbered files were shown under
their new number and new files were added[i].
Relationships with other records
Finding aids
Access conditions
Series history
Provenance
Immediate source of acquisition
Custodial history
Quantity in agency custody
Disposal history
Publication note
Additional information
End notes
V
Burns, Displaced persons guide: DFAT’s uniform post systems document, p.1
(unpublished manuscript, last printed
16/2/2006)[i]