Series VPRS 12700
List of General Correspondence Files, Registry 11 Correctional Services
About this Series Related Series Accessing the records in this Series
Date Range: Series 2000 - 2000
  Series in Custody 2000 - 2000
  Contents 1983 - 1984
Public Access: Closed
Location: North Melbourne
Format of Records:
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
2000 - 2000 Department of Justice VA 3085
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
2000 - cont Department of Justice VA 3085
Description of this SeriesDescription of this Series
  • How to use the Records
    Use this series to access VPRS 12699 General Correspondence Files, Registry 11 Correctional Services. It contains a list of Registry 11 files in file number order (VPRS 12699/P1) and a list arranged alphabetically by file title (VPRS 12699/P2).

    Use the lists to identify files that may be relevant to your research. Note the file number of each file of interest. The file number is a combination of the numbers shown in the columns headed "File Year", "Registry", "File Sequence", and "File Part". Then refer to the Records Description List for VPRS 12700 General Correspondence Files, Registry 11 Correctional Services, to determine if the files are in Public Record Office Victoria custody.

  • Function / Content
    The series consists of a list of files registered on the computer-based Records and Correspondence Management System (RCMS), under Registry 11 Correctional Services. It was created by exporting file data from the RCMS system into a Microsoft Excel spreadsheet. It is an artificial series, created by the Department of Justice at the request of Public Record Office Victoria, to provide access to VPRS 12700 General Correspondence Files, Registry 11 Correctional Services.

    The list captured the file number, key-term classification, file title, and certain additional information for each file.

    Organisation of the Data

    The data is organised into 13 columns, or fields, presumably corresponding to discrete fields within the RCMS database.

    The columns, from left to right, are as follows:

    1. FILE.YEAR - The year the file was raised.

    2. REGISTRY - The number of the registry in which the file has been registered on the RCMS system. The files referred to by this series were registered under Registry 11 Correctional Services.

    3. FILE SEQUENCE - The sequential number allocated to each file as it is raised. Numbers start again from one each year.

    4. FILE PART - The part number of the file.

    The FILE.YEAR, REGISTRY, FILE SEQUENCE, and FILE PART fields, taken together, provide the file number.

    5. KEY TERM - In theory, this is term used to describe the principle subject area of the file.

    6. DESCRIPTOR.1, DESCRIPTOR.2 and DESCRIPTOR.3 (Columns 6 to 8) - In theory, these are narrower terms used to break the general subject area into smaller, more specific areas.

    7. KWOC.1, KWOC.2, KWOC.3, and KWOC.4 (Key Word Out of Context) (Columns 9 to 12) - Provide for free text description of the file.

    The KEY-TERM, DESCRIPTOR, and KWOC fields, taken together, provide the file title.

    In practice, many different terms have been used in the key-term and descriptor fields. There appears to have been little control over the creation of new terms and the way in which the terms are used.

    8. ADD.FILE.INFO (Additional File Information) - This field contains useful information about previous and subsequent files, related files, file closure, and so forth.

  • Recordkeeping System
    There are three consignments in the series:

    VPRS 12700/P1 is a list of files in file number order. It is a copy of the original data export file made for reference purposes. No data has been altered or erased.

    VPRS 12700/P2 is a list of files sorted alphabetically by key term. This list is useful because it lists files that relate to a particular subject together. It is also a copy of the original data export file made for reference purposes. No data has been altered or erased.

    VPRS 12700/P3 is the original data export file as transferred to PROV. No re-formatting has been done on the file. The data appears exactly as it was transferred to PROV. The list is arranged in file number order.

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Controlled SeriesControlled Series
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1994 - 1995 General Correspondence Files, Registry 11 Correctional Services VPRS 12699
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Consignment Number Contents Date Range Public Access No. of Units
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