Series VPRS 12631
General Correspondence Files, Registry 10 Police and Corrections Directorate
About this Series Related Series Accessing the records in this Series
Date Range: Series 1994 - cont
  Series in Custody 1994 - 2003
  Contents 1958 - 2007
Public Access: Closed
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
Display entries per page
Date Range Agency Title Agency Number
1994 - cont Department of Justice VA 3085
Agency currently responsible for this SeriesAgency currently responsible for this Series
Display entries per page
Date Range Agency Title Agency Number
1994 - cont Department of Justice VA 3085
Description of this SeriesDescription of this Series
  • How to use the Records
    To access this series refer to VPRS 12630 List of Registry 10 Police and Corrections Directorate Correspondence Files. Use the list to identify files that may be relevant to your research. Note the file numbers of the files and then consult the consignment details for this series to determine if the files are in Public Record Office Victoria custody. Call up the files using the unit number(s) and file number(s) shown on the consignment details.

    Not all files have necessarily been transferred and certain files of temporary value were culled by PROV in accordance with PROS 96/13 Common Administrative Records General Disposal Schedule - Version 2000.

  • Function / Content
    This series consists of correspondence relating to the administration of the Police, Emergency Services, and Corrections functions. Its contents are varied and wide ranging. An idea of the subjects likely to be covered by the series may be obtained by referring to the Agency Text for VA 421 Ministry of Police and Emergency Services, and VA 3085 Department of Justice, the agencies which created and maintained the records. The texts provide information about the responsibilities of the agencies in relation to administration of the Police, Emergency Services, and Corrections functions.

    The series is the subsequent series to VPRS 4723 Inward Registered Correspondence 1964-1994 and includes files that were originally created as part of that series for the period c1983-1994. The files were created by the Ministry of Police and Emergency Services, and after 1992, the Police, Emergency Services and Corrections Directorate within the Department of Justice. They were top-numbered in 1994 - the process is explained below.

    The top-numbered files appear to relate primarily to police and emergency services. They are contained in the series consignments P1 and P2.

  • 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.

    The system was first established within the central correspondence registry of the Attorney-General's Department in 1987. It was initially used to control the Department's central registered 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 it. In 1994, the Police, Emergency Services and Corrections Directorate within the Department of Justice began to register its correspondence files on RCMS, giving rise to this series.

    Each administrative area or sub-agency is known within RCMS as a registry. 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 the files registered within it. This creates a distinct file number sequence for each registry. Files relating to police, emergency services and corrections were registered under Registry 10 Police and Corrections Directorate.

    RCMS File Numbers

    File numbers consist of an annual single number combined with the Registry number. File number 94/10-500/1, for example, is the 500th file (Part 1), created in Registry 10 Police and Corrections Directorate, in 1994.

    Files Top-numbered from VPRS 4723

    The file numbering system of VPRS 4723 was sequential, eg. 1, 2, 3 etc. The files were incorporated into the RCMS system in the sense that a record was created for each file within RCMS, and an RCMS file number allocated - on the computer. However, it appears that only files that were active at the time or files actioned post-implementation of RCMS, actually had the RCMS number physically added to the file cover, typically handwritten in biro or texta. Hence, some files in this series are physically numbered with a VPRS 4723 file number only, whilst others have both the VPRS 4723 number and the RCMS file number on the file cover. The top-numbered files are within the range 94/10-1 to 94/10-6987. The VPRS 4723 file number range is 28000 to 35524. Files with a six-digit file number (eg 290862) indicate that the item is a subsequent part of a file (in this example the second part is indicated by the 2 at the end of the file number).

    Arrangement

    Files are arranged in file number order. Those files that originated in VPRS 4723 but NOT physically top-numbered with an RCMS file number have been processed separately, in VPRS 4723 file number order. Files that were physically top-numbered have been processed in RCMS file number order.

    The consignment details for P1 only detail the VPRS 4723 file number. Consignments P2 to P5 are listed in RCMS file number order but many are also described with the VPRS 4723 file number.

More research resourcesMore research resources
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1994 - cont List of General Correspondence Files, Registry 10 Police and Corrections Directorate VPRS 12630
Controlled SeriesControlled Series
Display entries per page
Date Range Series Title Series Number
Previous SeriesPrevious Series
Display entries per page
Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
Display entries per page
Transfer Date Series Title Series Number
List/s of records in this seriesList/s of records in this series
Display entries per page
Consignment Number Contents Date Range Public Access No. of Units
P0001 1976 - 1997 Closed 576
P0002 1958 - 1998 Closed 123
P0003 1992 - 1995 Closed 6
P0004 1989 - 2001 Closed 85
P0005 1986 - 2002 Closed 52
P0006 1994 - 1996 Closed 77
P0007 1994 - 1997 Closed 61
P0008 1994 - 2001 Closed 191
P0009 1994 - 2007 Closed 207
P0010 1994 - 2006 Closed 27
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1994 - cont List of General Correspondence Files, Registry 10 Police and Corrections Directorate VPRS 12630
More research resourcesMore research resources