Series VPRS 8826
Electronic File Register and Index (Computer Output Indexes to VPRS 8827 and VPRS 8828)
About this Series Related Series Accessing the records in this Series
Date Range: Series 1991 - 1994
  Series in Custody 1991 - 1994
  Contents 1991 - 1994
Public Access: Open
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
1991 - 1992 Department of Health II (commonly known as the Health Department Victoria) VA 2695
1992 - 1994 Department of Health and Community Services VA 3092
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - 1996 Department of Health and Community Services VA 3092
1996 - cont Department of Human Services VA 3970
Description of this SeriesDescription of this Series
  • How to use the Records
    How to Use this Series

    The computer outputs of this series can be used to locate items in VPRS 8828 Psychiatric Programs Policy (General Correspondence) Files series, and in VPRS 8827 Psychiatric Services Hospital Administration Files (Head Office) as follows:

    The easiest way to locate records in these series is to search using "keywords". To do this the P3 consignment should be consulted as it forms a keyword listing of all files. For example, if you wished to find a file on "Audit Reports" you should use the keyword index, and look under the terms "Audit" or "Report", in this way the file number, title and series (see below) of the file can be identified. Once the number and title are known, the records description list for the relevant series should be consulted to determine whether the file was transferred to the Public Record Office, and if so, which unit it is in.

    If the file number looks like BGO/002 it is in VPRS 8827
    If the file number looks like 008/316 it is in VPRS 8828

    If preferred, the P1 consignment of this series could be consulted as it forms a numerical file registration and listing. Alternatively, the P2 consignment of this series is an alphabetic index, and could be consulted if desired. These approaches are not likely to be as useful as the keyword index.

    Function

    This series was used to register and index two series of files created by the Office of Psychiatric Services, namely the Psychiatric Programs Policy (General Correspondence) Files (VPRS 8828) and the Psychiatric Services Hospital Administration Files (Head Office) (VPRS 8827).

    System of Arrangement and Control

    This database was used to allocate numbers to newly created files, and to provide an index to those files.

    Numbers were allocated to files in two ways:

    a) Psychiatric Programs Policy (General Correspondence) Files [VPRS 8828]

    Files in this series were created in a multiple number system, with 10 authorised index categories. For example, category 6 was "finance". The first file created in the finance category was given the number 6/1, the second file was 6/2 and so on. Thus the register was used to identify the next available number for files in each category.

    b) Psychiatric Services Hospital Administration Files (Head Office) [VPRS 8827]

    Files in this series were created in an alphanumeric system with a three letter prefix for every hospital eg. BGO stands for Bendigo Hospital. A number of standard categories of files were created for each hospital, eg. category 5 was "health inspections". Therefore the file on health inspections for Bendigo hospital would be BGO/005, the file for Aradale Hospital on the same topic would be ARA/005 and so on. In addition to the standard files created for each hospital, files were created for specific issues - for example, if a hospital had a centenary celebration a special file might have been created and allocated the next available number from the register.

    See series registrations for VPRS 8827 and 8828 for more details on the arrangement and control of these records.

    This electronic file register and index was essentially a database created specifically for the Office of Psychiatric Services on an in-house basis using a package known as "Smartware". Information could be put into the database via several fields. The fields available were:

    file number (controlled numeric field)
    file title (free text field)
    number of parts (controlled numeric field)
    date created (controlled numeric field)
    keywords (free text field)
    other relevant files (free text and numeric field)
    date closed / archived (controlled numeric field).

    Several reports could be generated from this information including:

    file list by alphabetical order
    file list by numerical order
    file list by alphabetical keyword order
    file list by date created
    file list by date closed / archived
    list of keywords.

    Not all records would have to appear in each report, as the scope of the report could be limited by specifying other parameters such as, "file list by alphabetical order A - M only" or "file list by date created 1992 - 1994 only" etc.

    The Office of Psychiatric Services mainly printed and used the file lists by keyword and by numerical order, and to a lesser extent, by alphabetical order for reference by staff who did not have access to the database. The printed reports were regularly superseded, and earlier printouts destroyed. The printed versions of these reports held by the Public Record Office are the final printouts of this database which index these record series (VPRS 8827 and VPRS 8828) as these series have ceased to be created.

    Therefore these printouts are a static picture of the data base at the conclusion of its use by the Office of Psychiatric Services as an index for its record series.

    Previous Series

    Prior to the commencement of this database (March 1991) a typed list was used to sequentially allocate file numbers, with each new file being typed on the bottom of the list, and the file being allocated the next sequential number.

    This list was superseded by the database which incorporates all the files created by the Office of Psychiatric Services as part of the Department of Health and Community Services and its predecessor the Department of Health 2. (See series registrations for VPRS 8827 and VPRS 8828). As this list was replaced by the database, and did not contain any information not available from the database, it was decided not to transfer the list to Public Record Office Custody.

  • Function / Content


  • Recordkeeping System


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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1983 - 1993 Psychiatric Services Hospital Administration Files (Head Office) VPRS 8827
1983 - 1993 Psychiatric Programs Policy (General Correspondence) Files VPRS 8828
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
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 1991 - 1994 Open 1
P0002 1991 - 1994 Open 1
P0003 1991 - 1994 Open 1
Indexes and RegistersIndexes and Registers
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