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General Correspondence and Subject Files

Description

Unique IDAS-0326Start dateBetween 1st January 1979 and 1st August 1997Start date qualifiercircaFormatRegistered FileShort descriptionThis series consists of the main correspondence files of Council's administration. Content covers 1979-1997. It was controlled by a keyword based numbering system.DescriptionThis series consists of the main correspondence files of Council's administration, 1979-1997. It s. They are controlled by a keyword-based numbering system and distinguished in appearance by colour-coded number tabs on the top edge of the file cover (for lateral storage). The files are registered in a computerised system (RCS- Records Control System), which is linked to a bar-code location system.

Problems with the cumbersome multiple number classified system used to control the files in AS-0116, Central Activity files, 1979 - 1987, led to a substantial review of the file system and records-keeping practices in 1986. It was decided to replace it with a keyword-based classification system and to address the problems of recording the movement of files by introduction of a computerised, bar-code location system. Computerisation of the file control system took place at the same time as the Information Services Section was reorganised on functional lines to form the Records and Archives Services Branch of the Information Systems Department at the end of 1987.

A software package was purchased from the Port of Melbourne Authority, called the Records Control System (RCS). A thesaurus of keywords was drafted by a working party and adopted in October 1987 (AS-0251). Each keyword has a number of primary, secondary and tertiary descriptors for imposing a measure of control over file titles. The keywords were given alpha-numeric codes made up of the initial of the keyword and a running number for each keyword beginning with that letter: for example, S01 stands for ‘Salaries’(first keyword beginning with S), S02 stands for ‘Signs’, S03 for ‘Sister Cities’. Files within each keyword classification are given running numbers which are automatically generated by the RCS program as files are registered. There are approximately 83 keywords.

The keywords denote broad areas of Council’s activities such as ‘abandoned vehicles’, ‘development’, ‘libraries’, ‘streets’, and ‘welfare’, which the descriptors refine for the precise matter to be recorded. They keywords are registered as part of the Records Control System and are added to, after written consultation with the relevant area of Council’s administration, through on-line access. The descriptors, guides and abbreviations are added or amended after discussion in the File Creation Section in a separate sub-system on a word processor. This prints out updates to the Thesaurus as it is amended.

Files are raised when correspondence without a file reference is received in the File Management Section. The correspondence is passed to File Creation who classify it according to the relevant keyword. A file registration application form (REC5) is completed, checked and approved and the data is then entered on-line through the Records Control System. The program generates the file number and after verification, prints the file label which is stuck onto the file cover. The correspondence is then attached to the file and sent to File Management to be forwarded to the relevant action officer. The barcode is recorded in the RCS file when the keyword is entered and the barcode label immediately stuck onto the file cover. Thus the unique barcode number is linked to the file number from the point of registration.

There are some exceptions to the use of alpha-numeric code for the keyword classification. Two of the keywords refer to development applications and building applications. The Planning and Building Department receives development and building applications for registration in its DABA computer system. The registration system consists of two separate annual single number systems with either a DA or BA prefix. These application numbers are incorporated into the RCS file numbers for the files raised to hold the applications, correspondence, reports and approval. The keyword code for development applications is ‘Z’ and the year, and for building applications until the end of 1993, ‘X’ and the year. From the beginning of 1994, building applications were classified under the keyword ‘A’ for Approvals, and the year, in line with the Local Government Act 1993.

Building compliance certificate files were similarly treated to DA and BA files. Their keyword was ‘V’ and the year.

The other general exception to the classification system is the group of files from the previous series, CRS 116, which were converted to the Records Control System. These files are controlled by the Y01 to Y05 keyword codes and fall into two categories.

All development applications, building applications and building compliance certificate files which had uncompleted business at 1 January 1988 were converted to the new system. The code ‘Y01’ designated development applications, ‘Y02’ building applications and ‘Y04’ compliance certificates.

All other files in the old series were closed on 31 December 1987 (a blue sheet stamped ‘Closed’ was placed on the top of the file), regardless of whether all matters were completed or not. All new papers were placed on new files and cross reference to papers on the old file was made as part of the registration process. If those old files were then requested they were converted to the Records Control System. Conversion consisted of registering the old file in the new keyword system (whole files only were re-classified, there was no splitting of papers) and recording the former file number as part of the registered title. All these files were registered as Y03 or Y05 files. Y03 was used until technical obstacles emerged, thereafter Y05 was used. Because the former file numbers were incorporated in the file titles, the files could be called for by both the former file numbers and the new system numbers.

The main access to the series is through the computerised control systems. Primary access for general users is through the Records Control System, which is on-line but limited. Files can be sought by number or precise title, but the RCS program will only find a file if the title is entered in exactly the same way as it was registered. There is a second level of access available to certain officers of the Records Section through the STATUS file. This provides on-line, free text searching of titles entered on the Records Control System, and of the additional text on subject matter which can be entered when registering a new file. All the file titles from the previous series, CRS 116, have also been entered into STATUS.

Both STATUS and RCS will retrieve a file number, but the user has to go to another screen in the Records Control System to find out where the file is. The location screen also gives the history of the file’s last ten locations. There is a pending computer diary which is a sub-system of the location system in RCS. There is also provision for recording (and therefore retrieving) the previous and related file numbers when registering a file. This facility has most often been used to show the former file number when files from CRS 116 have been converted to the new series.

The facility is also used to record related file numbers and previous file numbers. This information can be retrieved through the File Enquiry Screen, which provides file numbers only. It is necessary to go to other enquiry screens (e.g. Location) to check the file titles and locations.

This series controls all significant correspondence generated by Council’s activities, with the exception of the personnel and workers compensation matters which have their own, separate file series. There is a certain amount of routine correspondence which is not placed on file - primarily relating to financial issues - and normally destroyed after a couple of years. The file series is therefore concerned with the whole range of Council’s activities. Any matter which is referred to Council is presented on a file from this series, the file reference being quoted in the Minutes of Council.

In December 1988, the Sydney City Council was split under the City of Sydney Act 1988 into two Councils, Sydney City Council and South Sydney City Council. The split was geographic and functional. The new South Sydney City Council included all of the area of the former South Sydney Municipal Council plus the eastern residential areas of Woolloomooloo, Kings Cross, and part of Surry Hills, Darlinghurst and Chippendale. The functions of maintenance and management of parks and engineering work were transferred (with their workforce) to the new South Sydney City Council, with provision for contracting services back to Sydney City Council.

On the other hand, the cleansing function remained with the City of Sydney, cleansing services to be contracted to the City of South Sydney. Other functions such as town planning, building inspection, health and community services, were split geographically between the two Councils. A large number of files from this series were transferred to the Council as a result of the split. Attribution of ownership and control of files was based on geography (in case of files dealing with premised) and/or functions. Files of joint interest were retained by Sydney City Council and the photocopied contents were forwarded to South Sydney. The files sent to South Sydney were listed under the location system in RCS on a printout which was signed by the Deputy Town Clerk to authorise the transfer. The lists have been placed on file.

At the end of 1988, a tape of the RCS files, all file data and the operating programs were made to hand over to South Sydney to set up their own general correspondence computerised system. A new set of keyword codes was registered, so that South Sydney keywords are readily distinguishable from City ones (South Sydney’s code numbers start with 50), in the event of future reamalgamations. The City of Sydney’s computer service continued to provide the necessary computer services for running South Sydney’s Records Control System, until cross-servicing finished in 1993.
Start Date qual:
Start Date: 01/01/1988
End Date qual:
End Date: 01/08/1997
The files were created by the following agencies:
• Living City Services AG-0177 (01/01/1996)
• Client Services AG-0176 (01/01/1996)
• City Projects Division AG-0136 (01/01/1993)
• City Development AG-0135 (01/01/1993)
• Audit and Review AG-0134 (01/01/1989)
• Cultural and Community Services AG-0112 (01/01/1993 to 01/01/1996)
• Business Undertakings AG-0110 (01/01/1993 to 01/01/1993)
• Office of the Lord Mayor AG-0109 (01/01/1991)
• Finance AG-0108 (01/01/1993)
• Office of the CEO and Councillor Support AG-0107 (01/01/1993)
• Legal and Governance AG-0106 (01/01/1993)
• City Solicitor AG-0074 (01/01/1988 to 01/01/1994)
• Civic Affairs AG-0030 (01/01/1989 to 01/01/1992)
• Human Resources AG-0029 (01/01/1989)
• City Engineers Department II AG-0028 (01/01/1989 to 01/01/1992)
• Treasury II AG-0027 (01/01/1989 to 01/01/1992)
• Secretariat AG-0015 (01/01/1988)
• Industrial Relations Department AG-0013 (01/01/1988 to 01/01/1988)
• City Treasury Department I AG-0012 (01/01/1988 to 01/01/1988)
• Properties II AG-0011 (01/01/1988 to 01/01/1992)
• Parks and Recreations Department AG-0010 (01/01/1988 to 01/01/1988)
• Civic and Public Affairs Department AG-0009 (01/01/1988 to 01/01/1988)
• Planning and Building Department AG-0008 (01/01/1988 to 01/01/1992)
• Sydney City Library AG-0007 (01/01/1988 to 01/01/1996)
• Health and Community Services AG-0006 (01/01/1988 to 01/01/1992)
• City Engineers Department I AG-0005 (01/01/1988 to 01/01/1988)
• Administration Department AG-0003 (01/01/1988 to 01/01/1988)
• Medical AG-0002 (01/01/1988 to 01/01/1994)
• Cleansing Department II AG-0001 (01/01/1988 to 01/01/1992)
• Corporate Services AG-0111 (01/01/1997)
• Information Services AG-0004 (01/01/1988 to 01/01/1996
• Urban Services Division AG-0137 (01/01/1993 to 01/01/1996) PRECED.

The series was preceeded by:
• Parking Station Licence Files AS-0137 (01/01/1989)
• Streets Openings Conference Correspondence AS-0768 (01/01/1988)
• Central Activity Files AS-0116 (01/01/1988).
Relationship summaryRELATED TO: Sydney New Years Eve AY-126 (31/12/1996 to 31/07/1997)
RELATED TO: Interim Building Classification Cards AS-1034 (01/01/1988 to 04/11/1993)
RELATED TO: Sydney Olympic 2000 Bid Records AS-0918
RELATED TO: Public Relations Photograph Library AS-0904 (01/06/1989 to 31/07/1997)
RELATED TO: Records of the Sydney Traffic Committee AS-0856 (01/01/1988 to 31/12/1994) - T02-00004 & T02-00047
RELATED TO: Deeds Registers AS-1085 (01/01/1988 to 15/03/1991)
RELATED TO: New Years Eve Records AS-1004 (by 01/01/1996 to 31/7/1997) - Records of NYE events
RELATED TO: Cook and Phillip Park Project Files AS-0999 (18/12/1995 to 31/12/1997)
RELATED TO: Minutes of the Japan Week Management Committee AS-0778
RELATED TO: Audit Investigation Working Papers AS-1031 (04/02/1990 to 31/07/1997)
RELATED TO: Street Furniture Replacement Project Records AS-1015 (12/09/1997 to 30/04/1999)
RELATED TO: Records of the Hyde Park Project AS-0770 (01/01/1988 to 01/08/1997)
RELATED TO: Minutes of the Sydney/Guanghzou Sister City Committee AS-0976 (01/01/1988 to 01/01/1997)
RELATED TO: Minutes of the Sydney/Portsmouth Sister City Committee AS-0977 (01/01/1989 to 01/01/1997)
RELATED TO: Central Sydney Planning Inquiry - Submissions, Hearing Tapes and Reports AS-0730 (01/01/1991 to 01/01/1992)
RELATED TO: Photographs of Town Hall Restoration AS-0712 (01/01/1990 to 01/01/1991) - Files relatng to Restoration project
RELATED TO: East Circular Quay Redevelopment Project Records AS-0540 (01/01/1989 to 01/01/1996)
RELATED TO: Letter Register AS-0705 (01/01/1988)
RELATED TO: Records of Town Hall Restoration AS-0729 (01/01/1988)
RELATED TO: Community Employment Development Officers Papers AS-0773 (01/01/1979 to 01/01/1987) - Files 17.40.0031, 17.40.0035, 19.02.0047
RELATED TO: Records of the City Parks Project AS-0771 (01/01/1988)
RELATED TO: Deed Packets II (Computerised Registration System) AS-0340 (01/01/1989)
RELATED TO: Capitol Theatre Reconstruction and Extension, Project Managers Working Papers AS-0837 (01/01/1988 to 01/01/1995)
RELATED TO: Capitol Theatre Reconstruction and Extension, Architects Working Papers AS-0841 (01/01/1993 to 01/01/1994)
RELATED TO: Job Analysis Records AS-0851 (01/01/1988)
RELATED TO: Records of the Parking Advisory Committee AS-0855 (01/01/1988) RELATED TO: Insurance Register AS-0859 (01/01/1988 to 01/01/1991)
RELATED TO: Building Inspectors Cards AS-0135 (01/01/1988 to 21/04/1997)
RELATED TO: Development Application Plans AS-0132 (01/01/1988 to 01/08/1997)
RELATED TO: Building Application Plans AS-0126 (01/01/1988 to 30/06/1997) - Files with X and A prefix only
RELATED TO: Lord Mayor Sartors Subject Files AS-0923 (03/10/1991 to 01/08/1997)
RELATED TO: City Projects Display Panels Drawings and Artwork AS-0938 (01/01/1988)
RELATED TO: Deed Packets I AS-0050 (01/01/1988 to 31/12/1988)
RELATED TO: Aid to homeless persons AY00-91 (01/01/1988)
RELATED TO: Meals on wheels AY00-41 (01/01/1988)
RELATED TO: Development and Building Application Photographs AS-0544 (01/01/1989) - Development and building application files
RELATED TO: Statutory reporting AY-0100 (01/01/1993)
RELATED TO: Sydney Olympic Games 2000 AY-0099 (01/01/1994)
RELATED TO: Business planning and management support services AY-0098 (01/01/1988)
RELATED TO: Depots management AY-0097 (01/01/1988)
RELATED TO: Training and education of staff AY-0096 (01/01/1988)
RELATED TO: Grants by Council to external bodies AY-0095 (01/01/1988)
RELATED TO: Land use, employment and related statistical surveys AY-0094 (01/01/1988)
RELATED TO: Heritage planning and preservation AY-0093 (01/01/1988)
RELATED TO: Membership of external committees AY-0090 (01/01/1988)
RELATED TO: Administrative services to external committees AY-0089 (01/01/1988)
RELATED TO: Architectural and engineering design and drafting AY-0087 (01/01/1988)
RELATED TO: Historical research and writing AY-0086 (01/01/1988)
RELATED TO: Management of administrative change AY-0085 (01/01/1988)
RELATED TO: Management of parks and reserves AY-0084 (01/01/1988)
RELATED TO: Risk and insurance management AY-0083 (01/01/1988)
RELATED TO: Licensing and inspection of barber shops AY-0082 (01/01/1988)
RELATED TO: Licensing and inspection of boarding and lodging houses AY-0081 (01/01/1988)
RELATED TO: Sister City relationships AY-0080 (01/01/1988)
RELATED TO: Assisted employment AY-0079 (01/01/1988)
RELATED TO: Contractual arrangements for the supply of goods and services AY-0077 (01/01/1988)
RELATED TO: Management of public monuments and artworks AY-0075 (01/01/1988)
RELATED TO: Regulation of noxious trades AY-0074 (01/01/1988)
RELATED TO: Internal audit AY-0073 (1/01/1988)
RELATED TO: Financial management AY-0071 (01/01/1988)
RELATED TO: Personnel and employee management and services AY-0070 (01/01/1988)
RELATED TO: Information technology management AY-0069 (01/01/1988)
RELATED TO: Records and archives management AY-0068 (01/01/1988)
RELATED TO: Legal services AY-0067 (01/01/1988)
RELATED TO: Skin penetration licenses and inspections AY-0064 (01/01/1988)
RELATED TO: Food preparation licenses and inspections AY-0063 (01/01/1988)
RELATED TO: Boundary changes AY-0061 (01/01/1988)
RELATED TO: Meetings of Council and Committees AY-0060 (01/01/1988)
RELATED TO: Secretarial services to Council and committees AY-0059 (01/01/1988)
RELATED TO: Provision of public entertainment AY-0058 (01/01/1988)
RELATED TO: Ceremonial events and civic occasions AY-0056 (01/01/1988)
LanguageEnglish (eng)

Series

South Sydney General Correspondence and Subject Files

General Correspondence and Subject Files

Lord Mayor Sartor's Subject Files

Deed Packets II (Computerised Registration System)

Development Application Plans [City of Sydney / South Sydney Municipal Council]

Access

Public access statusRestrictedPublic access noteAccess Notes:
Restriction Category:[c] Less than 7 years old

Identification and Arrangement

Source system ID326System of arrangementAlpha-numeric

Disposal

Disposal statusArchived

Data Quality

Legacy dataRegistered by: Anne Picot
Registered date: 28/07/1989
Amendments: Angela McGing 7 April 1997
Last amendment date: 07/04/1997
Other Disposal Instruments:
Bridging aids:
System of arrangements: Alpha-numeric
Series control status: Record items in this series are listed in the Council's electronic records management system
Repository:
UpdatedDate: 14/07/2014
UpdatedUser: Jul 14 2014 1:29PM

Relationships

Source systemBusiness operation system (BOS); Archives investigatorPreceding seriesCentral Activity FilesStreets Openings Conference CorrespondenceParking Station Licence FilesRelated seriesDevelopment and Building Application PhotographsDeed Packets I [Municipal Council of Sydney / City of Sydney]City Projects Display Panels Drawings and ArtworkLord Mayor Sartor's Subject FilesBuilding Application (BA) Plans [Municipal Council of Sydney / City of Sydney]Development Application Plans [City of Sydney / South Sydney Municipal Council]Building Inspectors' CardsInsurance RegisterRecords of the Parking Advisory CommitteeJob Analysis RecordsCapitol Theatre Reconstruction and Extension, Architect's Working PapersCapitol Theatre Reconstruction and Extension, Project Manager's Working PapersDeed Packets II (Computerised Registration System)Records of the City Parks ProjectCommunity Employment Development Officer's PapersRecords of Town Hall RestorationLetter Register [Microfilm and Microfiche of Incoming Correspondence]East Circular Quay Redevelopment Project RecordsPhotographs of Sydney Town Hall RestorationCentral Sydney Planning Inquiry - Submissions, Hearing Tapes and ReportsMinutes of the Sydney / Portsmouth Sister City CommitteeMinutes of the Sydney / Guanghzou Sister City CommitteeRecords of the Hyde Park ProjectStreet Furniture Replacement Project RecordsAudit Investigation Working PapersMinutes of the Japan Week Management CommitteeCook and Phillip Park Project FilesNew Year's Eve RecordsDeeds RegistersRecords of the Sydney Traffic CommitteePublic Relations Photograph LibrarySydney Olympic 2000 Bid RecordsInterim Building Classification CardsCreating agenciesUrban Services DivisionInformation ServicesCorporate ServicesCleansing Department IIMedicalAdministration DepartmentCity Engineer's Department IHealth and Community ServicesSydney City LibraryPlanning and Building DepartmentCivic and Public Affairs DepartmentParks and Recreations DepartmentProperties IICity Treasury Department IIndustrial Relations DepartmentSecretariatTreasury IICity Engineer's Department IIHuman ResourcesCivic AffairsCity SolicitorLegal and Governance Office of the CEO and Councillor SupportFinanceOffice of the Lord MayorBusiness UndertakingsCultural and Community ServicesAudit and ReviewCity DevelopmentCity Projects DivisionClient ServicesLiving City ServicesRelated activitiesMeals on wheelsAid to homeless personsConstruction and maintenance of buildings and structuresManagement, policy planning and allocation of public housingRemoval of waste from streets, public places and premisesFreedom of Information administrationDisposal of waste by punting, tipping or destructionPrevention of unauthorised waste disposalPublic Officer statutory requirementProperty valuation and assessmentLevying and collection of ratesRefurbishment and restoration of heritage buildings, structures and sitesPurchase and sale of land and buildingsManagement of Council propertyProvision of welfare and relief servicesFundraising for charityPublicity and public relationsProvision of street lightingResumptions of landSupport services to the Mayor/Lord MayorBuilding applications inspection and approvalDevelopment applications inspection and approvalStrategic town planningPlanning for public spacesImmunisation against infectious diseasesHealth inspections of premisesDrafting of By lawsHealth education and promotionsLibraries managementManagement of sports facilities, swimming pools, recreation and community centresIssue of general administrative instructionsProvision and management of public toiletsProvision and management of aged care and welfare centres and servicesProvision and management of child care centres and playgrounds and servicesSurveyingRoad construction and maintenanceConstruction and repair of bridges, overpasses and tunnelsStreet openingsAllocation and changes of street names and street numbersAdministration of municipal electionsTraffic regulation and controlParking regulationOrdinance and by-law enforcement, abatement of nuisancesCeremonial events and civic occasionsProvision of public entertainmentSecretarial services to Council and committeesMeetings of Council and CommitteesBoundary changesFood preparation licenses and inspectionsSkin penetration licenses and inspectionsLegal servicesRecords and archives managementInformation technology managementPersonnel and employee management and servicesFinancial managementInternal auditRegulation of noxious tradesManagement of public monuments and artworksContractual arrangements for the supply of goods and servicesAssisted employmentSister City relationshipsLicensing and inspection of boarding and lodging housesLicensing and inspection of barber shopsRisk and insurance managementManagement of parks and reservesManagement of administrative changeHistorical research and writingArchitectural and engineering design and draftingAdministrative services to external committeesMembership of external committeesHeritage planning and preservationLand use, employment and related statistical surveysGrants by Council to external bodiesTraining and education of staffDepots managementBusiness planning and management support servicesSydney Olympic Games 2000Statutory reportingSydney New Years Eve

Registration

Date registered5th December 2018Registered byData Migration UserRegistration statusApproved

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General Correspondence and Subject Files