Series MS-3046 - Docketed business and client files

Title and statement of responsibility area

Title proper

Docketed business and client files

General material designation

  • textual record
  • graphic material
  • architectural drawing
  • cartographic material
  • object

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  • Source of title proper: Title based on the contents of the series

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Series

Reference code

MS-3046

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Issuing jurisdiction and denomination (philatelic)

Dates of creation area

Date(s)

  • [ca. 1880-1980]; predominantly 1910-1955 (Creation)

Physical description area

Physical description

20 m of textual records and other material

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Archival description area

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Scope and content

The series consists of approximately 2750 business files which made up the main filing system of Pemberton & Son and its successor companies. Most of these files consist of client transaction records, including business and legal documents with accompanying correspondence. A majority of the files relate to the sale, conveyance, mortgage, rent or lease of properties. These files were organized according to the street address of a property, with cross reference to its legal lot description. These legal descriptions usually appear on the original docket covers. Most were housed in the docket format (in reinforced, expandable, heavy envelopes, usually bound with string) with documents folded inside. However, some files were housed in ordinary envelopes. The majority were assigned a file number, which was stencilled or written on the front of the docket or envelope. Because the company was a leading broker of private mortgages, a great many files pertain to mortgages, together with accompanying records such as insurance policies. For these docket files, the name of the mortgagee is written at the top of the cover, and the name of the mortgagor is at the bottom. Names were often updated as changes occurred in the ownership of a property or when the parties to a mortgage changed. Also, a substantial number of the files relate to property management or rental of properties. Record types include but are not limited to: assignment of mortgage and indenture documents; conveyances; deeds; agreements for sale of land; loan applications; releases; title searches; certificates of title; certificates of encumbrance; Land Registry Office records; insurance policies; tax assessments and receipts; invoices from contractors, builders and other service providers; lot plans; blueprints; photographs; maps, plans, diagrams and sketches; inventories; notices of payment due; leases; account statements; power of attorney records; wills and codicils; timber cutting agreements; property appraisals; share or stock information, including stock certificates. The docket file numbers are sometimes referenced in the ledger books, presumably to help a user find the file related to a ledger entry; and at the same time, a corresponding ledger entry sometimes appears written on the front of a docket. However, it has not been possible to establish consistent, useful links between the dockets and the ledgers. Numbers on dockets appear to refer to a ledger, but that ledger cannot be located. Similarly, docket numbers (sometimes called folio numbers) frequently appear in the ledgers, but the docket apparently referenced cannot be located. It appears that many of the docket envelopes were reused, perhaps when the records in that envelope were deemed obsolete. Old docket covers were pasted over with new covers, with different file numbers. If obsolete records were destroyed or moved to a different location, and dockets reused, this may help explain why many dockets referenced in the ledgers are missing. The numbered dockets mostly fall into one of three number systems: a one to four-digit numbering system with no prefix (e.g., 3482); a one to four-digit numbering system with an "A" prefix, introduced in approximately 1926 (e.g., A3482); and a one to four-digit numbering system with a "B" prefix, introduced approximately 1948 (e.g., B3482). While it appears that the date range of the A-prefix group extends later chronologically than the no-prefix group, and the B-prefix group extends later chronologically than the A-prefix group, there is much overlap, and it is unclear why the new groups were implemented or what distinct purpose each numbering scheme might have served in the organization of the files. There are also dockets numbered B1 to B6843, although there are many gaps or missing numbers in the numbering sequence. In addition to the prefixes, letters were sometimes used as suffixes (e.g., 3482c). In addition, the same file number is occasionally used across multiple dockets without a suffix but with distinguishing information added to the front of the envelope, such as the name of a property. Occasionally a handwritten note on the front of a docket refers the user to another docket containing related material. In addition to the predominant groups (no-prefix, A-prefix, and B-prefix groups), a small number of dockets are labelled with four-digit sales numbers rather than with standard file numbers. (They are numbered in the 4000 range). Also, a small number of dockets, which had previously been part of the B-prefix group, have had the standard file numbers crossed out and replaced with a 5- or 6-digit mortgage number. These appear to be files for mortgages released in 1978-1979 and are the newest records in the series. It is possible the docket files were first created about 1910. There are documents dating back to ca. 1880 (or earlier) within the files, but it is possible that clients first brought these documents (their “old records”) to Pemberton & Son after 1910

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General note

The records were originally housed in docket envelopes, and have been rehoused into standard file folders. The front cover of the original docket envelope has been maintained with the file.

General note

Accession number(s): 2012.249.1

Physical description

Includes ca. 200 photographs, 100 maps, diagrams and architectural drawings, 3 objects

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