General Correspondence Files, Registry 01 Corporate Management Division
||1987 - cont
||Series in Custody
||1987 - 2003
||By 1980 - 2006
|Format of Records:
|Agency which created this SeriesAgency which created this Series|
|Agency currently responsible for this SeriesAgency currently responsible for this Series|
|Description of this SeriesDescription of this Series|
- How to use the Records
1. Consult VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files. Note the file numbers of any files of interest.
2. Consult the consignment details to determine if the files are in Public Record Office custody.
3. Request files using the unit number(s) and file number(s) shown on the Records Description List.
- Function / Content
This series consists of the correspondence of the Department of Justice Corporate Management Division. The Division is responsible for the provision of departmental management oversight and strategic guidance, general policy formulation, and the provision of a central framework for the control, maintenance and support of the Department's programs. The series represents a significant proportion of the correspondence generated by the Department of Justice in the course of administering the Justice function in Victoria.
The series was initially recorded by the Corporate Resources Division of the Attorney-General's Department. When the Attorney-General's Department was abolished in 1992 and replaced by a newly created Department of Justice, the division was transferred from the one department to the other. The Division's responsibilities appear to have remained relatively constant over the period 1987 to the present (as at 2000).
The series was established when the Attorney-General's Department implemented a computerised file management system within its central correspondence registry in 1987. It is the subsequent series to VPRS 266 Inward Registered Correspondence 1857-1986.
- Recordkeeping System
The files in this series were controlled by a computerised file management system known as RCMS, or Records and Correspondence Management System. Its functions included: file number allocation, control of file titling, file tracking and file search. RCMS also provided for the registration and control of individual items of correspondence. In 1992, when the Attorney-General's Department was replaced by the Department of Justice, RCMS was selected as the new Department's central file and correspondence management system.
Over time, correspondence series created by different administrative areas within the Department, and sub-agencies under the Department's control, have been incorporated into the system. Each area is known as a Registry within RCMS. For purposes of file registration and thesaurus control, the Registries are more or less independent of each other. Each Registry is denoted by a simple sequential number, which is incorporated into the file number of files registered within that Registry, creating distinct file number sequences for each Registry. The Department's Corporate Management Division was denoted by Registry 01.
File numbers consist of an annual single number combined with the Registry number. File number 92/01-1500/1, for example, denotes the 1500th file (Part 1) created in Registry 01 Corporate Management Division in 1992.
Inclusion of Top-numbered files:
The series includes files top-numbered from several correspondence registries that operated within the Law Department during the 1980's. These are as follows:
Central Correspondence Registry (the registry that was replaced by this series):
Files continued to be created in the central correspondence registry during 1987 but it appears that all 1987 files were eventually re-registered on RCMS. The Registry number (01) was added to the existing file number and a new file cover was created.
Note that these files may be identified by reference to VPRS 7739 Registry Cards to Inward Correspondence (VPRS 266), as well as VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files. It may be worthwhile checking both series when looking for 1987 files.
Over time, certain files created prior to 1987 were also top-numbered into the RCMS system. These files have been allocated new file numbers based on the year they were incorporated into RCMS. The original file number is shown in the "Additional File Information" column in VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files.
Courts Management Division Correspondence Registry:
Several files were top-numbered from this registry in 1992, the files apparently having been inactive since 1989. The files were originally numbered with an annual single number preceded by the prefix "CD" eg. CD 83/0001. They were allocated new Registry 01 file numbers in 1992. The original file number is shown in the "KWOC 3" and "KWOC 4" columns in VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files. Files that were not top-numbered may be located in VPRS 12705 General Correspondence Files, Courts Management Division.
Buildings and Property Division Registry:
Some files were top-numbered from this registry in 1992. New RCMS Registry 01 numbers were allocated at this time. The original file number was simple sequential with an alpha prefix "BP" eg. BP 1, BP 2 etc. The original number is shown in the "KWOC 4" column of VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files. A number of "BP" files that were not top-numbered are in PROV custody awaiting serialisation at time of writing.
Human Resource Management Correspondence Registry:
Possibly all files from this registry were top-numbered in 1992. New RCMS Registry 01 numbers were allocated at this time. The original file number was multiple number with an alpha prefix "HRM" eg. HRM 1.5.1, HRM 20.2.1. The record keeping system is subject to further research. The original number is shown in the "KWOC 4" column of VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files.
Registry 02 Courts and Tribunals Division:
Only a small number of files appear to have been top-numbered from this registry. The original registry 02 file number is shown in the "KWOC 3" and "KWOC 4" columns in VPRS 12606 List of Registry 01 Corporate Management Division Correspondence Files. A number of Registry 02 files that were not top-numbered are in PROV custody awaiting serialisation at time of writing.
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