Series VPRS 18237
Legal and Research Records [Legal Discovery/Case Management System]
About this Series Related Series Accessing the records in this Series
Date Range: Series 2015 - 2016
  Series in Custody 2015 - 2016
  Contents 2015 - 2016
Public Access: Closed
Location: North Melbourne
Format of Records: Digital
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
2015 - 2016 Royal Commission into Family Violence VA 5075
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 the Premier and Cabinet VA 1039
Description of this SeriesDescription of this Series
  • How to use the Records
    Browse or keyword search to identify records of interest.

  • Function / Content
    This series contains material reviewed and analysed by the Royal Commission into Family Violence (RCFV) legal team to support the hearings phase and the research team to aid in the report development. Certain content has been identified in separate series. This series contains the balance of the information managed by the Ringtail system.

    It includes (including known abbreviations):
    - Community Consultation material (COMM)
    - Material provided to and produced under compulsion to the Royal Commission
    - Content from a media intelligence and data technology company known as iSentia (MED)
    - Reports commissioned by the Royal Commission (CSA)
    - Content from a reference and citation manager known as Endnote (END)
    - Material accessed during the hearings phase (EXH)
    - Cover letters for inbound content (LTR)
    - Notices to Appear and Attend (NTA)
    - Notices to Produce (NTP)
    - Material received via informal requests & internally generated by the Royal Commission (RCFV)
    - Material produced pursuant to a Request for Information from the Royal Commission (RFI)
    - Materials produced by the following agencies under a Request for Information: Victorian Government Solicitor's Office (VGSO), Victorian Legal Aid (VLA), Victoria Police (VPOL)
    - Other materials
    Please note that not all abbreviations were known at the time of publishing and may be subject to further research.

    See also:
    - VPRS 18229: Commissioners' Records [Administrative and Investigative Records Collection]. This series contains a more succinct set of records, contained within the Microsoft SharePoint system.
    - VPRS 18231: Legal Team Records [Administrative and Investigative Records Collection]. This series also contains a more succinct set of records, contained within the Microsoft SharePoint system.

  • Recordkeeping System
    The records in this series were created within the Commission's legal discovery / case management system - a proprietary system known as 'Ringtail'. Ringtail is an electronic discovery review system designed for law firms and corporate legal teams. It is Intranet and web-based with a relational SQL backend database. The system allowed users to: view native or Portable Document Format (PDF) files; search on, categorise and tag documents; add metadata and comments fields; make redactions over privileged/sensitive material and then produce the documents in a defensible manner.

    Ringtail e-discovery software operated as an Intranet-based legal application technology for use with a web browser. It provided knowledge management and case preparation through an Intranet repository for litigation document and information management, and collaboration for legal cases. As a scalable, web-based application, Ringtail provided users with a flexible search and delivery framework and allowed them to tailor their research to meet specific information needs.

    Ringtail provided the Commission's legal team with a review and analysis workflow. It enabled a range of metadata to be stored against each submission, as well as management of the redaction process.

    The RCFV had the following two requirements of its document management system:
    - The Royal Commission will maintain an electronic database using Ringtail software that will contain, amongst other things, copies of all material produced to the Royal Commission in response to a Notice or otherwise on a voluntary basis.
    - Documents maintained using Ringtail software will be allocated a document identifier which will be an alphanumeric sequence which uniquely identifies a document within a collection of documents.

    Whilst the Ringtail system itself has not been transferred to Public Record Office Victoria (PROV) an extract of the metadata stored within it can be found in VPRS 18240 Legal Discovery / Case Management System Metadata Export. Refer to the latter series for further details of the system and the metadata maintained within it.

    ARRANGEMENT FOR PURPOSES OF TRANSFER TO PUBLIC RECORD OFFICE VICTORIA

    Legal and Research Records documents are arranged into electronic files - one for each document. Each document is a record within the file. Metadata about the Legal and Research Records has been extracted from Ringtail and recorded against the files and records.

    Occasionally, a document may have more than one part or have been delimited into discrete parts, or have a close relationship to another document. The link is recorded in the Host-Reference metadata field.

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Indexes and RegistersIndexes and Registers
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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 2015 - 2016 Closed N/A
P0003 2015 - 2016 Closed N/A
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