Series VPRS 12831
List of Registry 02 Courts and Tribunals Division Correspondence Files
About this Series Related Series Accessing the records in this Series
Date Range: Series 2001 - 2001
  Series in Custody 2001 - 2001
  Contents 1989 - 2000
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
2001 - 2001 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
2001 - cont Department of Justice VA 3085
2014 - cont Court Services Victoria VA 5027
Description of this SeriesDescription of this Series
  • How to use the Records
    Use this series to access VPRS 12830 General Correspondence Files, Registry 02 Courts and Tribunals Division. It contains a list of Registry 02 files in file number order (VPRS 12831/P1) and a list arranged alphabetically by file title (VPRS 12831/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 12830 General Correspondence Files, Registry 02 Courts and Tribunals Division, to determine if the files are in Public Record Office Custody. Not all Registry 02 files have necessarily been transferred.

  • Function / Content
    The series consists of a list of files registered on the computer-based Records and Correspondence Management System (RCMS), under Registry 02 Courts and Tribunals Division. 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 (PROV), to provide access to VPRS 12830 General Correspondence Files, Registry 02 Courts and Tribunals Division.

    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 02 Courts and Tribunals Division.

    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 term is used to describe the principle subject area of the file but for the most part simply contains the term 'Courts and Tribunal Services' or 'Courts Management Division'.

    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, there is considerable variation in the use of terms and in the structure of file titles.

    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 12831/P1 is a list of files in file number order. It is a copy of the original data export file. No data has been altered or erased.


    VPRS 12606/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. No data has been altered or erased.

    VPRS 12606/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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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Date Range Series Title Series Number
1989 - 2000 General Correspondence Files, Registry 02 Courts and Tribunals Division VPRS 12830
Previous SeriesPrevious Series
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Subsequent SeriesSubsequent Series
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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
Indexes and RegistersIndexes and Registers
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