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Series VPRS
15048
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General Subject Files, Alphabetical Code Prefix Annual Single Number System
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| Date Range: |
Series |
2004 - cont |
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Series in Custody |
2004 - 2005 |
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Contents |
2004 - 2005 |
| Public Access: |
Open |
| Location: |
Other |
| Format of Records: |
Digital |
  | 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
Consult VPRS 15074 Business Classification Scheme and note down the Keyterms and Descriptors relevant to the topic or business unit of interest.
Search the contents of this series using the keyterms and descriptors noted to determine the records of interest.
This series contains records that were born digital, and is available online. Records within this series can be downloaded for viewing in accordance with PROV access policies.
- Function / Content
This series consists of records controlled by the Electronic Document Management System (EDMS) at Department of Justice (VA 3085). The EDMS was implemented in 2004, and was used by the Department of Justice to track and manage all records (both electronic (including email) and hardcopy) received or created by the Department across all functions. Records were transferred to Public Record Office Victoria (PROV) as VEOs (VERS Encapsulated Objects) in accordance with the Victorian Electronic Records Strategy (VERS) Standard.
Good records management as indicated by the Australian Standard on Records Management (AS ISO 15489) promoted the development of Classification Schemes and use of functional analysis in order to determine the core business records of an organisation. Department of Justice followed this methodology when implementing their EDMS in order to ensure their core records were created, captured and organised effectively so that they could be managed appropriately. The classification scheme developed for use in conjunction with the EDMS followed the Australian Standard for Records Management (AS ISO 15489) and was based on Keyword AAA, the classification scheme devised by State Records, New South Wales. Terminology was adjusted to align with Department of Justice functions and terminology.
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. Keyterms, used by the top level of the classification scheme, reflected the core functions of the Department of Justice 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.
Through use of the three container folders, records could be grouped according to type by function, activity, and transaction.
The Department of Justice developed their classification structure so that it would conform to the requirements of VERS as specified by PROV Standard PROS 99/007 Management of Electronic Records. The format of the records, structure of the metadata collated about each record, and other aspects of the records follow guidelines set out by the Standard.
In keeping with the Victorian and Federal Governments' focus on e-governance, more public records traditionally retained in paper format are being created and managed within an electronic environment. VERS was created to address issues concerning best management of electronic records, such as the long term preservation of electronic records in a readable and accessible format, association of the context of an electronic record with the document(s), and the preservation of the evidential quality of electronic records. Centralisation of recordkeeping systems through using methodologies such as DIRKS (Designing and Implementing Record Keeping Systems), which was developed by State Records of New South Wales and endorsed by the Australian Standard on Records Management, provided the best means of approaching management of electronic records in a manner which conformed with ideals of e-governance. Recordkeeping decisions, such as the identification of public records worthy for permanent retention, can be made at the point of records creation, which enables more appropriate metadata to be collated regarding the documents concerned.
Consignment P1 of this series consists of Annual Reports.
- Recordkeeping System
The EDMS used was a configuration of TRIM software produced by Tower Software with a three tier container hierarchy.
The top level configuration 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.
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. Arrangement was in accordance with the classification specifications detailed in the Business Services, Electronic Document Management Classification Scheme document.
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| List/s of records in this seriesList/s of records in this series |
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