Series VPRS 11082
General Correspondence Files, Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 1985 - 1995
  Series in Custody 1986 - 1995
  Contents 1966 - 1997
Public Access: Part Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1985 - 1992 Ministry of Consumer Affairs VA 1026
1992 - 1995 Consumer Affairs Victoria (1992 - 2000 Office of Fair Trading and Business Affairs; 2000 - 2002 Consumer and Business Affairs Victoria) VA 3084
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - cont Consumer Affairs Victoria (1992 - 2000 Office of Fair Trading and Business Affairs; 2000 - 2002 Consumer and Business Affairs Victoria) VA 3084
2002 - cont Department of Justice VA 3085
Description of this SeriesDescription of this Series
  • How to use the Records
    Files in this series were identified and retrieved using an automated records management system. Neither the system nor any outputs from it provide access to records that have been transferred. Researchers should refer to the consignment details.

    The P1 consignment contains records relating to the administration of the weights and measures function until 1992.

  • Function / Content
    This series consists of files created by the Ministry of Consumer Affairs (VA 1026) from 1985 to 1992 and the Office of Fair Trading and Business Affairs (VA 3084) from 1992 to 1995. This series includes general correspondence, policy, administrative and financial records. The records document the full range of functions of the Ministry and the Office.

    The records in the P1 consignment all relate to the weights and measures function. In 1992 that function was transferred from the Ministry of Consumer Affairs to the Department of Business and Employment. These files were transferred to PROV custody from the Department of Business and Employment.

    This series superseded the multiple number system operated by the Ministry of Consumer Affairs in 1985. (See VPRS 8890 General Correspondence Files, Multiple Number System.)

    This series ceased in 1995 when Fair Trading and Business Affairs Division of the Department of Justice VA 3085 began to register and track files using the Department's computerised Records and Correspondence Management System, a RCMS Registry 6, See VPRS 14801 General Correspondence Files, Registry 6 Fair Trading and Business Affairs.

  • Recordkeeping System
    Files were created in an annual single number sequence. File numbers as they appear on the files included the letter M, a prefix which stood for Ministry.

    Written paper documents and files were controlled by an electronic records management system. The software used was called PARADOX.

    PARADOX consisted of a number of databases which held data associated with various records management functions. The major databases were:

    Core Database: This database contained name and address data on every individual or organisation that corresponded with the Ministry.

    Mail Database: This database registered all correspondence received.

    Filing Database: This database registered and contained subject details of all files.

    KWOC: A keyword out of context database which linked file numbers with file classification keywords.

    Location: This database contained file location and movement information.

    Bring-Up Database: This database contained details which allowed files to be activated at a future time.

    Additional minor databases included code tables containing officer identification, keyword and branch (authorised location) codes.

    PARADOX allowed officers to identify files of interest by querying the database. Reports could also be generated and viewed on screen or printed. Some reports which may have been routinely printed were:
    - Register of surnames or organisations in alphabetical order,
    - Register of correspondence in correspondence number order,
    - File register by date of file creation,
    - Alphabetical keyword index.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1985 Central Correspondence Files, Multiple Number System VPRS 8890
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
List/s of records in this seriesList/s of records in this series
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Consignment Number Contents Date Range Public Access No. of Units
P0001 1984 - 1991 Open 3
P0003 1988 - 1995 Closed 718
P0004 1966 - 1997 Closed 82
Indexes and RegistersIndexes and Registers
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