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Series VPRS
8375
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Courtlink Case Management System [Index to Appeal Files; Computer Output Index]
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| Date Range: |
Series |
1989 - cont |
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Series in Custody |
1992 - 1996 |
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Contents |
1989 - 1996 |
| Public Access: |
Open |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | 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
This series comprises outputs of the computer based case management system operated by the Administrative Appeals Tribunal. The series includes indexes to appeal files created by all divisions of the Administrative Appeals Tribunal commencing from July 1989. No outputs, except indexes, have been transferred to the Public Record Office. The appeal files are in VPRS 8347. Indexes are generated annually and there is therefore a separate index to each year's appeal files and separate indexes are produced for the Planning Division and for the General and Taxation Division. Researchers should therefore identify whether it is the Planning or General and Taxation Division indexes they wish to examine and refer to the appropriate section of this series text below.
Planning Appeal Files
The Planning Division hears appeals in several jurisdictions and within each annual index, arranged alphabetically by name of the jurisdiction, there is a separate index to files created under each jurisdiction. The jurisdictions include:
- Alpine Resorts Act,
- Drainage Claim,
- Drainage of Land Act 1975,
- Extractive Industries,
- Environment Protection,
- Health Act,
- Planning Appeals,
- Local Government Act, and
Strata Titles Act.
It should be noted that jurisdictions under which the AAT may hear appeals may be added or removed over time. It should also be noted that an annual index to a particular jurisdiction will only be created when appeals under that jurisdiction have been received.
Entries in the Drainage Claim jurisdiction index may be arranged alphabetically by name of the appellant. Other indexes are arranged alphabetically by name of the municipality in which the property to which the appeal related was located, and by name of street within the municipality. Researchers therefore need to know the municipality and, preferably, the address of the property as well.
The indexes are a summary of information which was recorded on the Courtlink computer based case management system used by the AAT. Entries for all except the Drainage Claim jurisdiction's index are recorded in columns headed on each page:
- No. [number of entry in the index]
- Municipality
- Street No. Lot No.
- PropertyStreet
- Use/Development
- Appeal No.
- Appeal Received [date]
- Decision
Headings on the Drainage Claim jurisdiction index are:
- No. [number of entry in index]
- Appellant [name]
- Street No. Lot No.
- Property-Street
- Respondent [name]
- Appeal No.
- Appeal Received [date]
- Decision
Included in the "decision" entry may be the following codes:
- (W) = written determination with reasons also written; or
- (O) = written or orally presented determination with reasons given orally; and
- P = the appeal file was assessed as permanent; or
- S3 = the appeal file was assessed as temporary, to be destroyed in three years.
When a researcher has located a case file number the file may be accessed by consulting the consignment details for VPRS 8347. It should be noted that temporary records in VPRS 8347 were culled prior to a permanent sample being transferred into archival custody. Approximately 40% to 45% of Planning Division appeal files were identified as temporary and destroyed in accordance with provisions of PROS 91/10. These are identified by the code "S3" in the index. All files relating to appeals in drainage matters or that were successful were retained. These should be indicated by the code "P" in the decision column of the index. In addition a random sample of five files per thousand files identified as "temporary" (code "S3") were retained and are included in VPRS 8347. It will be necessary for researchers who wish to access a file with the code "S3" in the index to examine the lists for VPRS 8347 to determine if that file was included in the random sample retained.
General and Taxation Files
No files or indexes to appeal files of the General or Taxation Divisions had been transferred into custody at the time this registration was prepared. A requirement of PROS 91/10 is that an annual index to such appeal files should be produced. That index is to be arranged alphabetically by appellants' names. The index will include the appeal file or case number, name and address of the appellant, date and venues of hearings, tribunal members, outcome and decisions. It will presumably be comprised, as for the Planning Division index, of separate indexes for each jurisdiction of the General and Taxation Divisions.
- Function / Content
In normal administrative practice the Administrative Appeals Tribunal(AAT) had no need of a manual register or index to appeal files from mid 1989. From that time, all AAT appeal cases were registered and accessed by use of a computer case management system known as Courtlink. All inquires relating to appeal files were undertaken by identifying particular files through the Courtlink system. This series registers the Courtlink system as represented by outputs of the system. At the time of this registration (1993) the outputs consist of indexes generated from the computer system.
In 1991 the Records Disposal Schedule for Records of the Administrative Appeals Tribunal was issued by the Keeper of Public Records as Public Record Office Standard (PROS) 91/10. The indexes in this series were created by the AAT in accordance with the requirements of that standard. The indexes were specified to be produced, primarily to allow access by researchers to appeal files transferred into archival custody. It was not possible to transfer the control records normally created by AAT, that is, the computer system, into archival custody. The standard specified that either a paper or microfiche annual index should be produced.
Previous Series
July 1989 was the time from which the Courtlink system was employed and the files indexed in this series therefore date from that time. Appeal files created before July 1989 were registered and indexed in a manual system, refer to VPRS 8376 Register of Planning Appeals and VPRS 8348 Card Index to Appeal Files, Planning.
Date Range
The first index in this series was produced in 1992. The records to which this series refers, however, have a date range commencing in 1989.
- Recordkeeping System
Conservation Statement
The indexes in this series are computer output onto paper. The paper used (as at 1993 - for at least the P1 consignment) is 380x280mm tractor fed paper. Printing was by dot matrix printer. The quality of the paper and printing is therefore low. The print-outs in the P1 consignment have been placed into plastic/vinyl (type undetermined) binders.
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