Series VPRS 16205
Record Cards, State Wards / Clients, Alphabetical
About this Series Related Series Accessing the records in this Series
Date Range: Series By 1961 - 1985
  Series in Custody 1961 - 1985
  Contents 1960 - 1985
Public Access: Closed
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1961 - 1971 Social Welfare Branch, Chief Secretary's Department VA 2784
1971 - 1979 Social Welfare Department VA 946
1979 - 1985 Department of Community Welfare Services VA 613
1985 - 1985 Department of Human Services VA 3970
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
Circa 1996 - 2014 Department of Human Services VA 3970
Description of this SeriesDescription of this Series
  • How to use the Records
    There are two consignments in this series:
    P1 - Digital copy of record cards (NOT TRANSFERRED)
    P2 - Physical record cards

    P2 Consignment - Physical record cards

    The record cards were arranged alphabetically by the surname of the state ward/clients within each unit/box.

    To locate required card, refer to the record list and retrieve the appropriate unit/box. Take note of the ward/client's most recent registration number from the record card as this number is required to access the client files for the period 1960 to 1981. Once you have obtained the ward/client file registration number, refer to the consignment details for the series of case ward/client files in PROV's custody. As at February 2012, the case ward/client files are located in the following two series:

    VPRS 10071 State Wards/Client Case Files (1920 to 1981), and
    VPRS 8842 Unserialised Records (1960 to 1981).

    [Note: To access client files for the period 1920 to 1960 refer to VPRS 4527 Children/Ward Register.]

    For client files created by Children's Welfare Department (CWD) 1920 to 1960, Family Welfare Division (FWD) of Social Welfare Branch and Social Welfare Department 1960 to 1978, refer to:
    - VPRS 10071 P0 Units 1 to 558 (1920 to 1973)
    CWD/FWD client files (51256 to 80679)

    - VPRS 10071R1 Units 1 to 138 (1927 to 1964)
    CWD/FWD client files (57060 to 78918)

    -VPRS 10071 R2 Units 1 to 746 (1936 to 1978)
    CWD/FWD client files (63301 to 96184)

    - VPRS 8842 SR 13 Units 1 to 39 (1961)
    FWD numbers were used for YWD client files, located within the range, 69578 to 81669.
    (Children turning fifteen, already in Department's care retained their original Family Welfare Division (FWD) sequential number until 1965.)

    - VPRS 8842 SR 14 Units 1 -to226,
    FWD client files 63092 to 96181 (1960 to 1978).

    For Youth Welfare Division (YWD) client files, refer to:
    - VPRS 8842 SR 13 Units 40 to 926,
    A62/3 to A 78/2084 (1961 to 1978)
    (During the period 1961 to 1965 only children over fifteen entering the Department's care for the first time after this age, were issued with Youth Welfare Division (YWD) numbers).

    For Family and Adolescent Services 1978 to 1981 (1003 to 51583) State Ward and Non Ward Youth Centre client files, refer to:
    - VPRS 10071R2 Units 747 to 888 (1978 - 1981)

    - VPRS 8842 SR 14 Units 227 - 505
    Family and Adolescent Division Client Case Files 1010 to 8449 (1978 to 1985) - State Wards.

    - VPRS 8842 SR 14 Units 506 - 595
    Family and Adolescent Division Client Case Files, Non Ward Youth Training Centre client files, 17 to 21 years old, 50020 to 53856 (1978 to ? 1985).

  • Function / Content
    The series documented in summary form the admission and movement of children and youth under state care and protection and under supervision and probation from 1960 up to the introduction of the Statutory Client Information System (SCIS) in 1985.

    The record cards created by the Family Welfare Division (FWD) 1965 to 1978, the Youth Welfare Division (YWD) 1961 to 1978, Family and Adolescent Services Division, 1978 to 1985 and the Correctional Field Services Division, ?1980 to 1985, were apparently intersorted alphabetically by the surname of the state wards/clients in 1997.

    The record cards provided a brief history of each child/youth.

    Information recorded includes:
    - Name, address and religion of client,
    - State ward/ client registration/file number (file reference number from ? 1920),
    - Details of court orders issued,
    - Date of birth,
    - Expiry date of court order, and
    - Client movement.

    From the proclamation of the Social Welfare Act 1960 on 1 July 1961, the Social Welfare Branch dealt with state wards under state care and protection through two Divisions each of which dealt with children of a particular age range. These were:
    - the FWD, which dealt with children (under the age of 14)
    - the YWD, which dealt with young persons (over the age of 14 and then 15 and under the age of 17).

    Types of children were:
    - children and young persons deemed by the Children's Court to be in need of care and protection as defined in the Children's Welfare Act 1954,
    - uncontrollable children or young persons (whose guardian proves to the Children's court that they cannot be controlled),
    - children without sufficient means of support, and
    - juvenile offenders, under the age of 17 years of age and convicted of any indictable offence or punishable on summary conviction for which imprisonment may be awarded.

    In 1978, the Family and Adolescent Services Division superseded the Family Welfare Division (FWD) and the Youth Welfare Division (YWD) and absorbed all their functions, reuniting the child and youth administration within the one division. The Division also became responsible for youth correctional field services including child probation, youth parole and probation. There was a clear separation of the administration of adult and juvenile correctional services. Juvenile correctional services became far more closely linked to the provision of family and child welfare services.

    This series, containing four sequences of record cards, provides access to files relating to state wards (children and young persons committed into State care or guardianship) and non wards.

    The files are located in VPRS 10071 State Ward Case Files and VPRS 8842 Unserialised Records.

    Four different sequences of cards include:

    Sequence 1
    Record Cards, Family Welfare Division (FWD), Sequential Number System 1960 to 1978
    (Note: From 1864 to 1965, ward registration numbers (for children and young persons were allocated from VPRS 4527 Children/ Ward Registers. The series of bound registers (VPRS 4527) was replaced by a register in card form, located in this series.

    Children turning fifteen, already in Department's care retained their original Family Welfare Division (FWD), sequential number until 1965. Entries for these children in the Children/Ward Register, VPRS 4527, were annotated as 'Carded' and a card was created

    Sequence 2
    Record Cards, Youth Welfare Division (YWD), Annual Single Number with A and B prefix with block allocation of numbers 1960 to 1978

    Sequence 3
    Record Cards, Family and Adolescent Division, Sequential Number System
    In 1978, a new sequence of single number system (commencing with 1000) with block allocation of number for state wards and non wards, 1978 to 1985.

    Sequence 4
    Record Cards, Correctional Field Services, Annual Single Number System, ? 1980 to ?1985.

    Subsequent Series (VPRS 16650)
    Statutory Client Information System 100-0-009 to 100-6-600. (1986 to ??1988) replaced this series of a register in card form (sequence three and four of this series).

    For the client case files (in PROV custody) created under the subsequent Statutory Client Information System, refer to VPRS 8842 SR 15 & SR 16.

  • Recordkeeping System
    Registration (of state wards/clients) and Filing (client files)

    1960 - 1978 (FWD)
    On admission into care, each child received a registration/client number from a sequential range commencing at 1 in 1864. Children's histories were recorded in registers from 1864 to 1966, VPRS 4527 State Ward Register and subsequently on cards, (i.e. this series VPRS 16205 Record Cards, State Wards/Clients, Alphabetical.)

    From 1920's each child's history was also recorded in a file, VPRS 10071 Client History Case Files.

    Client numbers were issued from the same sequence (sequential number, from the register until ?1965 and from the record card ?1965 to 1978) for Wards of up to 14 years (until 1970), then 15 until 1978.

    1960 -1978 (YWD)
    Prior to 1960, the history of children over the age of fifteen (entering the Department's care for the first time was recorded in VPRS 4527 State Ward Register.

    In 1961, a new sequence of file numbering was introduced to control the records of clients over the age of fifteen. Children over fifteen entering the Department's care for the first time after this age were issued with Youth Welfare Division (YWD) numbers. However, children turning fifteen, already in Department's care, retained their original Family Welfare Division (FWD) sequential number until 1965. Entries for these children in the Children/Ward Register, VPRS 4527 were annotated as 'Carded' and a record card was created.

    The numbering system of YWD clients was based on an annual single number system with some variations - the numbers were issued sequentially (reflecting the chronological admission of the client to the division) with a year prefix. The year referred to the financial year. An 'A' and 'B prefix was used to indicate the first and second half of the year. The A prefix, therefore, was the first half of the financial year.

    Client numbers were allocated by block allocation:
    - 1 - 999: direct admissions to YWD
    - 1000 - 1999: transfers from FWD and from 1965/6
    - 2000 - 2999: admissions to Youth Training Centres from adult courts
    - 3000 - 3999: transfers to YTC from adult prisons
    - 4000 - 4999: transfers from in/state
    - from 7000 : Commonwealth Protect cases administered by State

    -1978 to 1985 Family and Adolescent Services Division
    In 1978, the Family and Adolescent Services Division superseded the Family Welfare Division and Youth Welfare Divisions and absorbed all their functions, reuniting the child and youth administration within the one division.

    In 1978, a new numbering system commenced for all state wards, the range being 1000 to ? 8136.

    For non wards who were adolescents aged 15 to 21 years sent to YWD from Children's and adult courts and not made wards, the number range was 50,000 to ? 53, 856.

    For children (non wards ?) with either a probation order from Children's Court or from Youth Parole Board, (Correctional Field Services), the supervisions orders were registered under an annual single number system.

    This series comprises several sequences of record cards created by:
    - FWD (1965 to 1978, sequential number system),
    - YWD (1960 to 1978, annual single number system with A and B prefix and block allocation of numbers),
    - Family and Adolescent Services Division, 1978 to 1986, block allocation of number for state wards and non wards, and
    - Correctional Field Services Division, (?1982 to ?1984), annual single number system

    It is possible that the above sequence of record cards originally acted as registration and movement record until they were intersorted alphabetically by surname of the client in 1997.

    Indexing:
    Further research required.

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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
1961 - 1978 State Ward Case Files, all Wards (to June 1961); Family Welfare Division Ward Case Files (July 1961-1978), Single Number System VPRS 10071
1961 - 1978 Client Case Files, Youth Welfare Division (Social Welfare Branch 1961 - 1971; Social Welfare Department 1971 - 1978) VPRS 16747
1978 - 1985 Client Files, Family and Adolescent Services Division, Single Number System VPRS 16749
Previous SeriesPrevious Series
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0 - By 1966 Ward Registers (known as Children's Registers 1864 - 1887) VPRS 4527
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
P0002 1960 - 1985 Closed 59
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