Series VPRS 15048
General Subject Files, Alphabetical Code Prefix Annual Single Number System
About this Series Related Series Accessing the records in this Series
Date Range: Series 2004 - cont
  Series in Custody 2004 - 2015
  Contents 1887 - 2015
Public Access: Part Open
Location: North Melbourne
Format of Records: Physical/Digital
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
2004 - 2015 Department of Justice VA 3085
2015 - cont Department of Justice and Regulation VA 5038
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
2015 - cont Department of Justice and Regulation VA 5038
Description of this SeriesDescription of this Series
  • How to use the Records
    Consult the list/s of records in this series.

    The P1 consignment of this series contains digital records and are available online. The remaining consignments are physical records.

  • Function / Content
    This series consists of files that were managed within the central records management system of the Department of Justice (VA 3085) and successor Departments. The files document the various functions and activities that the Department had responsibility for.

    Consignment P1 of this series consists of Annual Reports.

    Consignments P2 and P3 of this series consists of general correspondence files covering a broad range of topics.

    Consignment P4 of this series consists of the Justice Human Research and Ethics Committee records.

  • Recordkeeping System
    The records in this series were controlled by an Electronic Document Management System (EDMS). The EDMS used was a configuration of TRIM software.

    Records were arranged by File and Record Type and assigned a unique identifier based on an alphabetical record type code, the year, and then a sequential number.

    The EDMS consisted of a three tier container hierarchy. The top level container was Files, which were represented in TRIM by four record types: Corporate File, Offender File, Corporate Vicses File and HR Personnel File.

    The secondary level configuration consisted of three 'container' record types, being Ministerial Correspondence, Executive Correspondence and Corporate Document Group. Both Ministerial and Executive Correspondence acted as both folders and documents. Inwards correspondence were scanned and registered using the appropriate record type with any responses to the correspondence being captured within the relevant inward item. Very large correspondences were retained in paper form with an electronic bookmark being added to the TRIM system in the appropriate file. Corporate Document Group was used as a means to group documents together, much like a paper clip. Secondary level record types could be contained in any of the File record types.

    The bottom level configuration was the Corporate Document record type. These could be Microsoft Office or Email documents, or any other electronic or hardcopy format. Bottom level record types could be contained in either secondary or top level record types.

    The EDMS used a Classification Scheme based on the major functions and activities of the department to capture and manage the records representative of the transactions underlying each activity. This top down approach to records management was reflected by the three level hierarchy specified by the Classification Scheme. Key terms, used by the top level of the classification scheme, reflected the core functions of the Department as well as common administrative functions. Descriptors, which were incorporated into the second level of the classification scheme, represented the major activities within each function. Free text was used at the bottom level of the classification scheme in order to allocate a more specific definition of the content of the file or folder.

    P1 Consignment - Comprises of digital records. These records were transferred as VEOs (VERS Encapsulated Objects) in accordance with the Victorian Electronic Records Strategy (VERS) Standard.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
2004 - cont Business Classification Scheme [RECORDS NOT TRANSFERRED] VPRS 15074
Controlled SeriesControlled Series
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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
P0001 2004 - 2005 Open N/A
P0002 1989 - 2011 Closed 100
P0003 1887 - 2015 Closed 150
P0004 2003 - 2015 Open 44
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
2004 - cont Business Classification Scheme [RECORDS NOT TRANSFERRED] VPRS 15074
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