Series VPRS 8322
Legal Branches' Case Files [RECORDS NOT TRANSFERRED]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1986 - cont
  Series in Custody -
  Contents -
Public Access: Closed
Location: Other
Format of Records:
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1986 - cont Office of the Victorian Government Solicitor (previously known as the Office of the Crown Solicitor) VA 667
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1986 - cont Office of the Victorian Government Solicitor (previously known as the Office of the Crown Solicitor) VA 667
Description of this SeriesDescription of this Series
  • How to use the Records
    System of Arrangement and Control

    Series: Arranged sequentially in block allocated registration number order.

    Finding the records

    These files may be accessed using/via the records description list.

    Brief description of record-keeping system

    Since 1986 the Information Services Branch of the Victorian Government Solicitor's Office (VGSO) has maintained a filing system across its 5 legal branches: litigation, personal injury, administrative law, advisory and property & commercial.

    This system is controlled by a personal computer network which accesses a database using a software package called "Dataflex". As well as allocating file numbers the system features an on-line search facility. Each file registered in the system has the following details recorded against it: case file number, legal officer, entry date, main and other parties, keywords, descriptions, legislation and sections involved, status and target date. Each of these entries can be used to produce reports. Thus the system administrator is able to provide a report on all files for a particular client, year, target date etc.

    This database generates a sequential number within set number blocks, eg: the Property and Commercial Branch is allocated numbers 4001 - 8000 and thus the file created for the 1991 sale of the Ryan's Estate has a file number: 91/4105/01. The first two numbers mean it was the 105th file for the Property and Commercial Branch for the year 1991. The last part of the number is a government agency code and for this particular file the 01 refers to the Rural Water Commission. All conveyancing files are generated by the Property & Commercial Branch. All litigation files are numbered 1 - 2000 each year.

    All files current at the start of 1986 were top numbered into the new block numbering system. Files maintained by these five branches consist of legal documents and correspondence.

    Series Description

    This series comprises the files of the 5 legal branches of the VGSO. The only files proposed for transfer to PRO custody are a sample of the conveyancing files of the Property and Commercial branch and a sample of litigation on files in accordance with PRO standard 88/004. As at March 1993 the permanent sample proposed for transfer to archival custody has not yet been accessioned.

    Portion in Custody

    NB: There are no records yet in custody because the agency has not yet finished the transfer work required. (8/9/92)

    This subsequence comprises the permanent sample of conveyancing files created to document property transactions of government clients managed by the VGSO. (Conveyancing refers to the transfer of property and property rights).

    The Victorian Government Solicitor acts as solicitor to the Executive Government, government departments and government instrumentalities. The Property and Commercial Branch conducts property transactions for government clients.

    Each sale generates a separate conveyancing file with a file cover upon which the list of parties was written as well as the block number allocated by the VGSO computer file management system. Within the file cover the following documents can be found: inwards and copies of outwards correspondence, certificates of title, draft conveyances, requisitions of title and indentures.

    Sample Only Retained

    These files are subject to a PRO disposal schedule (PROS 88/4) and these files are of temporary value due to the fact that they only contain the Crown Solicitor's copy of various documents. In assenting to their temporary status the PRO required the retention of 50 files, chosen at random from each tenth year ie: 1860, 1870, 1880, 1890...1970, 1980 etc.. It should be stressed that these files are retained to demonstrate the workings of the VGSO not because of the intrinsic value of the information contained therein. Thus this series will only provide fortuitous access to information on particular land sales and vendors. It may be worth consulting records of the various agencies referred to as land purchasers in the records description list for their view of such transactions.

  • Function / Content


  • Recordkeeping System


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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1986 Conveyancing Files: II [SAMPLE ONLY RETAINED] VPRS 8321
- 1986 Litigation Files [SAMPLE ONLY RETAINED] VPRS 8664
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
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