Colonial Secretary: an overview
The long history of the Office of the Colonial (later Chief) Secretary meant that it was responsible for the creation of records of major importance to all researchers
The long history of the Office of the Colonial (later Chief) Secretary, and its close association with all aspects of the administration of NSW, meant that it was responsible for the creation of records of major importance to all researchers. The correspondence of the Colonial Secretary is one of the most valuable sources of information on all aspects of the history of the Colony and the State of New South Wales.
Historical Overview
The powers of the first Governors of New South Wales under the terms of their commissions and instructions embraced almost everything necessary for the exercise of government in a remote and virtually independent command. Thus the scope of the surviving records maintained by their Secretaries is wide, reflecting all aspects of the administration of the infant colony.
From 1788 to 1820 the Secretary to the Governor acted as Secretary to the Colony. In 1821, Frederick Goulburn was the first officer to be officially appointed to the position of Colonial Secretary, although the offices of Secretary to the Governor and Colonial Secretary were not separated until May 1824.
Ten different men served as Secretary to the Governor, or to the colony, or 'to Government', in the 22 years before Governor Macquarie arrived, with an average tenure of office of less than two years, allowing for vacancies. The arrangements were not conducive to good recordkeeping.
The arrival of Governor Macquarie at the end of 1809 brought to the office of Secretary to the Governor probably the ablest and most experienced man who had yet filled it, one who was to hold it for the longest period, and who, as its last occupant under the old style, was to be the link between the older casual system of court appointments and the new method of permanent appointment by commission from the Crown. In his 11 years of office, the methodical John Thomas Campbell greatly improved the situation in respect of the public records of the colony, and the greater part of the surviving records date from this period.
Generally, a new order and regularity was established in the performance of the public business during the 12 years of Macquarie's administration. He was succeeded by Sir Thomas Brisbane on 1 December 1821.
After responsible government in 1856 the Colonial Secretary (at times known as the Principal Secretary, or Chief Secretary) frequently acted as Premier prior to the establishment of the Premier's Department in 1907. The diversity of the functions and duties of the Colonial Secretary are shown in the administrative arrangements published in the New South Wales Government Gazette, No. 155, of 9 October 1856.
In further administrative arrangements, notified by the Governor on 4 October 1859, the Colonial Secretary was referred to as the 'Colonial Secretary or Chief Secretary to the Government'. This was probably the beginning of the use of the title of 'Chief Secretary', which was gradually adopted as the title of the office, although an official ministerial title change did not occur until 1 April 1959 under the Ministers of the Crown Act (No. 4 of 1959).
As government administration expanded during the twentieth century a number of functions of the Chief Secretary's Department were transferred to other departments. The Department was abolished in January 1975 when, under the changes in the Machinery of Government, the Department of Services was established. The Department of Services was abolished in May 1982, and its functions were reallocated to other departments.
Description of the records
As a result of the major re-organisation in the Colonial Secretary's Office in 1826, it is convenient to discuss the records from the time periods
- 1788-1825
- 1826-1982
The Correspondence Guide
This refers to the Colonial Secretary Correspondence Guide, 1788-1982. A hardcopy version is also available in the reading room. The Correspondence Guide provides further details on most of the records listed below, as well as additional information on the Department and its correspondence.
Main series of records, 1788-1825
Index
Title | Dates |
|---|---|
Index to the Colonial Secretary Papers *ARKThe index is arranged alphabetically by surname and subject. |
Letters received
Series | Title | Dates |
|---|---|---|
NRS 897 (Reels 6041-6064, 6071-6072) | Main series of letters received *ARKThis includes letters from Government officials and private individuals; copies of agreements; despatches; general orders; instructions; ordinary regulations; proclamations; memoranda; reports and returns. Letters received from establishments at Bathurst, Moreton Bay, Newcastle, Port Macquarie and Van Diemen's Land are also included. See Appendix B of the interim guide for full details. | 1788-1826 |
NRS 898 (Reels 6020-6040, 6070; Fiche 3260-3312) | Special bundles *ARKThese relate to a particular subject or topic. Government and General Orders and other administrative instruments are included in this category.View the Item list » | 1794-1825 |
NRS 899 (Fiche 3001-3162) | Memorials to the Governor *ARKThese mainly comprise applications for land grants, leases and Tickets of Occupation. Requests relating to other matters such as applications for assigned convicts or to be victualled from the Stores are also included. Memorials frequently contain some background history or other details to support the applicant's case. See the Guide to the Colonial Secretary's Correspondence. | 1810-1826 |
NRS 900 (Fiche 3163-3253) | Petitions to the Governor from convicts for mitigations of sentences *ARKThese are principally petitions from convicts, or from family members or other persons on their behalf, for some mitigation of sentence such as a ticket of leave or a pardon. These documents often contain information as to the convict's general conduct and history including the name of the ship of arrival, colonial employment and family details. For full details see the Guide to the Colonial Secretary's Correspondence. | 1810-1826 |
NRS 938 (Fiche 6016-6017) | Copies of letters sent and received, mainly within the Colony, or 'Document Books Nos.1-3' *ARKThese contain copies of correspondence and enclosures; reports of boards; public notices and proclamations; returns; bonds and specifications and licences. | c.1817-1827 |
NRS 903 (Fiche 3254-3259) | Lists of memorials, letters etc. received *ARKThese comprise nominal lists of memorials, letters etc. received and a memorandum of papers handed over from the Private to the Colonial Secretary at the end of the year 1825. | 1822-1825 |
Letters sent
Series | Title | Dates |
|---|---|---|
NRS 933(Reel 6001) | Copies of letters sent by Lieutenant Governor Foveaux, administering the colony, to the Secretary of State for the Colonies, 4 Sep 1808-7 Nov 1809, and to Governor Bligh, 28 Jul 1808-5 Jan 1809 *ARK | 1808-1809 |
NRS 934(Reel 6001) | Copies of letters sent and received by Lieutenant Governor Paterson *ARKThe correspondence was conducted mainly with persons within the colony. At the opposite end of the volume are copies of letters from Paterson addressed to the Secretary of State for the Colonies. | Dec 1808-Nov 1809 |
NRS 935(Reel 6002) | Copies of letters sent: local and overseas,*ARKCopies of letters addressed to officials, individuals and corporate bodies in and around for example, Sydney, Parramatta, and the Hawkesbury. There are also a few letters to overseas countries. | 28 Dec 1809-28 Dec 1813 |
NRS 936(Reel 6003) | Copies of letters sent to Van Diemen's Land, Newcastle and Norfolk IslandCopies of letters written by the Governor and his Secretary to officials and individuals usually residing at, or intending to go to, these places. | 6 Jan 1810-16 Dec 1813 |
NRS 937(Reels 6004-6016) | Copies of letters sent within the Colony *ARK [1814-25 only]Copies of letters addressed to officials including the Governor, corporate bodies and individuals in the Colony and its out-settlements.Reels cover 1814-1825 | 1 Jan 1814-30 Jan 1827 |
NRS 938(Fiche 6016-6017) | Copies of letters sent and received, mainly within the colony, or "Document Books Nos. 1-3" | c.1817-Oct 1827 |
NRS 939(Reels 6018-6019, 2649, 898-901) | Copies of letters sent outside the Colony, 'foreign'*ARK [1814-25 only]The letters are principally addressed to officials and individuals in England, to officials in India, the Cape of Good Hope, Mauritius and Batavia. The letters to individuals are mainly in reply to enquiries about settlers and convicts. From 30 December 1823 letters to Van Diemen's Land are included. | 17 Jan 1814-21 Oct 1856 |
Main series of records, 1826-1982
About NRS 905: Main Series of Letters Received
Governor Darling and the Colonial Secretary introduced a 'carefully conceived correspondence system' [1] in 1826. Letters received from each Department were filed in separate 'pigeon holes' in a large press, while letters from private persons were filed together alphabetically by name of writer. The letters were registered and the registers indexed.
The registers appear to have been used primarily as an indication that a letter had been received, rather than as an aid to finding it. The in-letters (letters received), after being assigned an annual single number, were filed by provenance (origin) in separate 'pigeon holes' of the press. The indexes to the registers recorded the registered numbers of letters from officers, without giving any indication of the subject. As some departments sent many letters in the course of a year, upwards of a hundred registered numbers might have to be checked — going from index to register — to find a particular letter. Researchers should note that in 1920, as part of a Government project involving these records, the letters received for the years 1826-32 were sorted into registered number order [2]. Previously the arrangement has been similar to that for the period 1833-49 (by provenance).
In 1850 the management of the inwards correspondence system changed. The in-letters began to be arranged primarily in annual single number order within each year. The system of creating 'special bundles' was retained but in most cases the connections between papers placed together in 'special bundles' were not noted in the relevant registers.
In addition, the 'blank cover' system of correspondence became a widely used method of expediting inter-departmental correspondence. The system involved the passing on of a letter received by one department to another department for a report. This method saved the need to make a copy of the original letter and write a covering letter — hence 'blank cover'. 'Blank cover' letters sent by the Colonial Secretary would first be entered in the Colonial Secretary's register of blank cover letters sent and given a 'blank cover' annual single number. The original letter would be forwarded to the relevant department, with the lower right hand corner turned up for the required report to be written thereon. A copy of the Colonial Secretary's minute requesting the report, and a copy of the report in reply would be inserted in the blank cover letter book.
In 1907 the Colonial Secretary's Department adopted an index-register system. The use of index-registers in this way had several advantages. It eliminated the necessity for separate indexing (by making the system self-indexing), and allowed papers of an ephemeral nature to be destroyed 'en bloc' after a cursory examination of subject headings in the index-registers. A further major change took place in the registration of the in-letters in 1922. The new system was based on self-indexing cards and the volumes were used only to record file movements. The file movement registers remained in use until 1966.
[1] Report on the Present Establishment of the Colonial Secretary's Office. Enclosure No. 2 to the Governor's Despatch No. 10 of 27 October 1827. Mitchell Library A1267-11 pp.450-55
[2] NRS 905 A25/496 [9/162]
Ordering copies from the Colonial Secretary's Main Series of Letters Received
If you can provide a full reference to correspondence in the Main Series, including a letter number and a container number we can provide photocopies of records for a fee. An example of a full reference is letter number 89/5470 in container [5/5933].
The Main Series is partly indexed by the Joan Reese Index to Convicts (and others), 1826-1894, which is available for searching on microfiche in our reading room and at other research institutions such as the State Library of NSW. Photocopies of entries in the index can be ordered online here, or via the Colonial Secretary copy order form, as part of our Copy Order Service.
Letters received
The Colonial Secretary's letters received (in-letters) after 1826 are arranged in the following groups:
- Main series, 1826-1982
- Minutes and Memoranda
- Commissioners of Claims, 1832-55
- Telegrams
- Indexes and registers
a. Main series, 1826-1982
Series | Title | Dates |
|---|---|---|
Main series of letters receivedLetters on a particular matter are located with the last letter on the subject. Between 1826-32 the letters are arranged by registered number; from 1833 to 1849 they are arranged in subject bundles, usually according to the last person who handled the matter and from 1850 onwards they are arranged by registered number.For a searchable item listing see the Guide to the Colonial Secretary's Correspondence. | 1826-1982 | |
Special bundlesSee the NRS Item Lists above | 1826-1982 | |
NRS 907(Reels 1081-1200, COD 541-553) | Letters from individuals re landRequests for land - leases and purchases - continued to be received by the Colonial Secretary's office between 1826 and 1856. These letters were separated out of the main series of incoming correspondence. They can be very important because the applicant often provides background information about themselves that is not available in other sources.The letters are indexed and available to search online » | 1826-1856 |
b. Minutes and Memoranda
In addition to reorganising the correspondence system Governor Darling instituted a system of conveying official instructions to the Colonial Secretary through the media of minutes and memoranda. The difference between minutes and memoranda is not clear, although on the whole the latter were brief administrative instructions on minor matters, while the former were fairly comprehensive and dealt more with policy, with detailed plans and proposals of the Governor and with the more important matters of government. Minutes and memoranda and the Colonial Secretary's registered correspondence were linked together throughout the period under review.
To find a particular letter or minute it is often necessary to consult both registers of letters received and registers of minutes and memoranda. For more information on Minutes and memoranda 1826-1915, see the Colonial Secretary Correspondence Guide.
b. Minutes and Memoranda
Series | Title | Dates |
|---|---|---|
Governor's and Colonial Secretary's minutes and memorandaThese form a separate series but have a close relationship with the in-letters with cross-referencing in the registers of each.For further details and to refer to an item listing see the Guide to the Colonial Secretary's Correspondence. | 1826-1927 | |
NRS 910(Reels 2725-2727) | Registers of minutes and memorandaIndexes are located in the front of each volume. | 1826-17 Aug 1927 |
Register of Governor's memoranda received | 2 Jan 1826-22 Jul 1829 | |
Register of Governor's minutes received | 13 Jan 1826-22 Jul 1829 |
c. Commissioners of Claims, 1832-55
The Court of Claims Guide provides a brief overview. For further information about the Court of Claims and the item lists see the Colonial Secretary Correspondence Guide under Memorials and reports received from the Commissioners of Claims, 1832-55.
d. Telegrams
For detailed lists of NRS 1008 through to NRS 1012 see the Colonial Secretary Correspondence Guide, Inventory of Series.
e. Indexes and registers
Series | Title | Dates |
|---|---|---|
Progressive | 3176 | |
Papers* | 2326 | |
When Registered | 29 March | |
From Whom | Bench | |
Residence | Dubbo | |
Date | 22 Mar | |
Nature of appln and representation | Respecting the employment of additional constable | |
Referred To Whom/When | ||
Result of application | Answered 9 April 51/3469 | |
Progressive | 3469 | |
Papers* | 3176 | |
When Registered | 8 April | |
From Whom | A/G | |
Residence | Sydney | |
Date | 5 Apr | |
Nature of appln and representation | Submitting abstracts of the salaries & clothing allowances…Dubbo for February & March 1851 | |
Referred To Whom/When | ||
Result of application | In detail 23 April | |
Skeleton registerWe have prepared a 'skeleton register' for the period 1826-1845, which should be used when searching the correspondence for this period. This is a finding aid designed to assist in locating individual letters. Entries take the form of listings of all the letter numbers for each year (bound into annual folders) with an annotation next to the letter number indicating where it has been filed (the item number). Where no annotation appears next to the number, the letter has not yet been located. The 'skeleton registers' are available in the reading room. If a letter has not been listed in the skeleton register, or is dated after 1845, use the indexes and registers to locate the letter. | 1826-1845 | |
NRS 923[9/2303-2328] | Card indexAnother new system was introduced in 1922 based on self-indexing cards, the volumes being used to record file movements. Files registered on cards A-L were given a registered number preceded by 'A', those M-Z prefixed 'B'. In front of the 'A' section and the 'B' section for each year or group of years are filed cards marked 'Cross References — Subject' (yellow) and 'Cross References — Personal' (blue) which show the registered numbers of the papers. It is necessary to refer to the file movement register to get the card index subdivision number and the number of the card within the particular subdivision upon which the particular letter is registered.(Related series below) | 1922-1941 |
NRS 924[5/2662-2695; 6/5627-5664] | File movement registersThe file movement registersare arranged in registered number order and record the movements of files with references to the card numbers and subject subdivisions in the card register. The cross references are not very detailed for example, personal names, which are the subject of letters, have not been found listed. Researchers can also look directly at the cards, which are filed alphabetically by classification and afterwards refer to the file movement registers to locate the papers.See Appendix E of the interim guide for item lists and further information. | 1922-1966 |
Extracted from the Register of letters received, Jan-Mar, 1851, [5/2439], Reel 2577:
Progressive | 3176 |
|---|---|
Papers* | 2326 |
When Registered | 29 March |
From Whom | Bench |
Residence | Dubbo |
Date | 22 Mar |
Nature of appln and representation | Respecting the employment of additional constable |
Referred To Whom/When | |
Result of application | Answered 9 April 51/3469 |
Extracted from the Register of letters received, Apr-Jun 1851, [5/2441], Reel 2577:
Progressive | 3469 |
|---|---|
Papers* | 3176 |
When Registered | 8 April |
From Whom | A/G |
Residence | Sydney |
Date | 5 Apr |
Nature of appln and representation | Submitting abstracts of the salaries & clothing allowances…Dubbo for February & March 1851 |
Referred To Whom/When | |
Result of application | In detail 23 April |
Letters sent
For a complete listing of the numerous series of letters sent (out-letters) see the Inventory of series in the Colonial Secretary Correspondence Guide. Examples of some of the more useful subjects are: letters sent re convicts, to individuals and organizations, naval and military officers etc. re land and re immigration.
Published indexes
Mrs Joan Reese has compiled the following indexes to the Colonial Secretary's correspondence. These indexes are available in the reading room.
- Colonial Secretary's correspondence: Index to convicts and others, 1826-94
[Fiche 5557-5559; 5736-5738; 5907-5909; 5955-5957; 5966-5968; 6069-6074, 6127-6129, 6433-6435, 6448-6450, 6453-55] - Colonial Secretary's correspondence: Index to letters sent re convicts Oct 1826-May 1855
[Fiche 5912-5914; 5921-5925]