Glossary of Terms
Access – Refers either to the process of
providing records for researchers to use in PROV reading rooms, or to the
process of determining if records should or should not be withheld from
researchers for a period of time (see also closed records).
Accessibility (reading room) – PROV aims to
meet the special needs of clients visiting the reading rooms. If you have a
physical or hearing disability, are visually impaired or have special language
needs, please contact PROV before
your visit and we will try to provide any special assistance you require.
Accessibility (web) – Public
Record Office Victoria (PROV) is committed to ensuring accessibility for
people with disabilities and special needs. The majority of the PROV website conforms to World Wide Web Consortium (W3C) Web Content
Accessibility Guidelines 1.0 Level A. Click here for tips
on maximising your use of the online catalogue.
Across all fields – A label on the Simple
Search page. This indicates that the search will look for descriptions of
all entity types in the Archival Control Model, as well as titles of PROVguides.
Agency – See Victorian Agency (VA).
Agency hierarchy – Agencies within a group are
classified by seniority.
Alerts - Alerts provide a way for users to be
notified that a record they want to order is available. If you try to
order a record that is on order by another user, you will be able to place an
alert on it. When the record becomes available for ordering, the alert
will appear in the My Orders: My Alerts page. The record can be ordered
from this page. Alerts do not reserve the record for you; they simply
provide notification that it has become available.
Aperture card – A type of microform in which a
single frame of microfilm is fixed within a window in an oblong card; often
used for copies of plans and drawings.
Archival Control Model (ACM) – Based on the
archival principles of provenance and original order. Consists of
hierarchically related components of information: Functions, Groups, Agencies,
Series, Consignments, Units, Items and Sub-Items. For more information,
see PROVguide
66 PROV’s Archival Control Model.
Archives – Records considered to have
continuing or permanent value that have been, or will be, transferred to the
custody of an archival organisation; also used to refer to the buildings in
which archival records are stored and to organisation that have responsibility
for archival records.
Ballarat Archives Centre (BAC) – The PROV
repository and reading room in Ballarat.
Bookmarking – The process of using web browsers
to remember frequently used web pages.
Catalogue – A tool to assist researchers to
find records using key words, dates or other information about records and
their creators. PROV’s primary catalogue is the comprehensive
online search tool, the online catalogue.
Citation – A formal reference used to identify
a record, or part of a record, within a publication, research or research
notes.
Closed Record – A record closed under the
provisions of any of the three sections of the Public Records Act 1973.
S9 refers to Section 9 of the Public Records Act, and closes
records that contain personal and private information about persons that may
still be living. These records are generally closed for up to 99 years
for children, and 75 years for adults.
S10 refers to section 10 of the Public Records Act,
which says that records may be closed to public access at the discretion of a
Minister, countersigned by the Minister responsible for Public Record Office Victoria.
If you are seeking access to records closed under Section 9
or Section 10 you will need to contact the Freedom
of Information officer of the government department that is responsible for
the particular records and inquire about making a Freedom of Information
request.
In some circumstances researchers can seek special access
through PROV to records closed under section 9. See PROVguide 14
Special Access for more information.
S11 refers to Section 11 of the Public Records Act,
under which records are closed that are too fragile for public
inspection. Records closed under section 11 of the Act may have been
microfilmed or digitised and may be available through PROV Reading Rooms.
Collection – The whole body of records in any
format that have been transferred into the custody and control of the Keeper of
Public Records.
Complex Boolean search – User defined search
across metadata elements of digital records.
Consignment - A consignment comprises record items
belonging to a single record series and transferred to the custody of PROV as
part of the one accession. A Consignment may comprise the whole or only part of
a series.
Each consignment is given an alpha numeric ID number
consisting of an alpha code to indicate the retention status (P =Permanent, T =
Temporary, U = Unappraised) and a sequential number to differentiate it from
other consignments within the series. For example, P00000, P0001, U0002. The
Consignment Id number is quoted in conjunction with the Series Id number. For
example, VPRS0024/P0000.
Content – The actual information in a record
(as distinct from its context).
Context – How a record
relates to other records and how it relates to the environment into which it
was created and where it has been used. Relationships may be explicit (e.g.
explicit linkages such as 'see also' and 'supersedes') or implicit (e.g. by
being placed in the same folder).
Controlling series – A controlling series is a
series specifically created to govern the arrangement of and/or to facilitate
the retrieval of information from, another (controlled) series.
Controlled series – see controlling series
Database – A bank of information stored on
computer, which can be searched through or retrieved using key words, terms or
categories.
Date Range – Groups, agencies, series,
consignments and items all have date ranges. Date ranges for groups and
agencies cover the period that those groups/agencies existed. For series,
consignments and items, the date range can refer to the time during which the
records were created, or the date range of the contents.
Date ranges on Series Details pages:
Series – The date range that the series existed
Series in Custody – Date range of the portion of the
series that PROV holds in custody
Contents – Date range covered by the contents that
PROV holds in custody
Digital images – Electronic reproductions of
pictures, photographs or real items (e.g. letters or documents) that can be
stored on computer or disk, and can be viewed, transmitted, manipulated and/or
printed via computer.
Digital record – Digital records are any
records that are stored electronically. These currently include digital
Items and sub-Items.
Digitised record - A digital record that is a digital
copy of a physical record, such as digital copies of paper files, photographs
etc.
Download – Transfer a copy of a digital record
or document onto your computer, using an Internet or network connection.
Electronic record – A digital record that was
originally created electronically and is stored electronically.
Entries – A row in a list, such a list of
search results. If an entry can be selected for an action, check boxes
will be displayed next to each row. Entries can be selected individually,
or all at once by ticking the ‘All’ check box.
File – An accumulation of documents relating to
the same subject, person, activity or transaction that are kept together.
Documents in a file are usually, but not always, fastened together. Files
are usually arranged in an identifiable sequence (e.g. numerical or
alphabetical).
Finding aid – See Catalogue
Folio – Generally, a double-page spread in a volume;
may also refer to a single document attached to a file.
Forgotten password question – A question and
answer nominated by the user, and used to authenticate users who have forgotten
their passwords. For security reasons, this is not available to
Government Users.
Format – Indicates whether the record is physical
or digital. For Series and Consignments, it indicates the format
of the records they contain.
Freedom of Information – Records transferred to
PROV and closed under sections 9 or 10 of the Act may still be available for
public inspection under section 15 of the Freedom of Information Act 1982.
Requests under Freedom of Information legislation should be referred to the
government agency currently responsible for the records.
Function – See
Victorian Function (VF)
Government user – A registered user from a Victorian
Agency (VA). Government users are able to view closed records
for which their agency is responsible.
Group – See Victorian
Record Group (VRG)
Helpdesk – PROV’s centre for assistance
with queries. The helpdesk can be contacted on 1800 657 452, Monday to
Friday from 9am – 4:30 pm (not including public holidays).
Correspondence can be faxed to (03) 9348 5656 or emailed to ask.prov@dvc.vic.gov.au.
Holdings – See Collection
Index – Usually, an alphabetised or other
sequential list that is used to refer to records that are arranged in a
different, less accessible sequence (see also nominal index, numerical
index and subject index).
Inquest – A court hearing conducted by the
Coroner, in which the circumstances surrounding a death are examined; usually
open to the public.
Item - An item is a single recordkeeping object.
A physical Item could be a group of folios fastened
together to form a file, a single volume, card, map, photograph, film, sound
recording, computer tape or any other document. Within a Series there may be
only one physical record Item or there may be several thousand or more. You can
order physical Items for viewing in one of our Reading Rooms.
The identifier for a physical Item may be a file number, a
name or a combination of both. For example, VPRS24/P0000/478 1885/145 or
VPRS28/P0003/1453 196/612 JANE ADAM.
A digital Item is a logical collection or
accumulation of digital records (a recordkeeping file). A digital Item contains
recordkeeping information about the records linked to it. Within a Series there
may be only one digital Item or there may be several thousand or more. Digital
Items can be viewed online.
A digital Item is identified by an agency-assigned identifier
that is unique within the series to which the Item belongs. A digital Item is
uniquely identified within the PROV collection by the combination of the
Victorian Agency (VA) number of the agency which created or maintained the
Item, and the Victorian Public Record Series (VPRS) number of the series to
which the Item belongs, and the Item identifier.
Location – The repository where the record, or
the records in a Series/Consignment, are held. Open records can be viewed
in the location’s reading room, or closed records can be collected by
government users from the location’s loading bay. The location of
records is displayed in the ‘Location’ display column in lists of
records, and in the ‘Location’ field on Series, Unit and physical
Item Details pages (see also Online).
Metadata (ISO 15489.1 term) – Contextual
information about a record. Data describing context, content, and structure of
records and their management through time. Metadata is structured information
that enables the description, location, control and management of other
information.
Metadata
element – A specific piece of information contained in a VERS
Encapsulated Object.
Microfiche – A microfilmed rectangular
transparency that can contain many reduced pages of text, and can be read or
referred to using a microfiche reader (a reader-printer can also generate print
copies).
Microfilm – A film format in a roll used to
reproduce fragile, bulky or large publications or documents, that can provide
safe access and generate copies.
Nominal index – An alphabetised list of name
(e.g. of people or organisation) that will typically give references to
registers, files or correspondence relating to those people or organisations.
Numerical index – A numerical listing that may
exist in record-keeping systems that use number codes to identify different
subjects under which files may be created.
Online – Indicates that the record or document
can be accessed electronically over the Internet or a network. In the
case of Items, a location of ‘Online’ indicates that it is a
digital record, which can be viewed and downloaded online.
Online index – An electronic or digitised
version of PROV’s indexes or databases. They may
stand alone or may need to be used in conjunction with the online catalogue to
order records for viewing in one of PROV's reading rooms.
Open records – An open record can be ordered
and viewed by any member of the public with an active user account.
Order – Physical records can be ordered for
viewing in PROV’s reading rooms. When a user orders a
record, it is reserved solely for their use.
PDF (Portable Document Format) – A file format
created by Adobe. PROV provides PDF versions of Research Pathways and
PROVguides. Digital records may also contain PDF documents.
Physical record – Physical records are
“hard copy” records, typically paper files, volumes, photographs
etc.
Privacy Act – The Victorian Information Privacy
Act 2000 sets the standard for the way in which government agencies, statutory
bodies and councils in this state handle personal information about
individuals.
Probate – A legal process or document that
validates a will after someone dies, and authorises an executor for their
estate.
PROVguides – A series of A4 information
sheets, describing some of the most frequently used records held at PROV;
available in PROV reading rooms and on the PROV website.
Public access – See Access.
Public records – Information or documents
created as part of the activities of state government departments, agencies and
local government.
Public user – A registered user who is a member
of the public. Public users are able to view and order open records.
Record Description List (RDL) – A list which
contains details of units and items that make up a consignment; usually
provides unit numbers and descriptions of the records in each unit.
Reading Room – Area set aside at PROV centres
for public access to records and research (formerly known as ‘search
rooms’).
Record – Something that documents a particular
event or decision, or a document and its contents that have some evidentiary
value. Records contain form, content and context.
Record Item – See Item.
Record Series – See Victorian Public
Record Series (VPRS).
Recording agency – An agency which
creates a series or adds items to a series.
Reference Officer – Staff member available to
assist researchers at PROV reading rooms.
Register (record) – A record in which
transactions or activities are logged, usually in chronological or sequential
order.
Register (as a user) – The process of creating
a valid Public or Government User account.
Required information – Information that must be
entered in a form in order for the system to process it. For example, a
phone number must be entered in a registration form before a user register.
Required information fields are indicated by a ‘*’.
Research Pathway – A collection of documents,
providing assistance on common research areas or paths; available in PROV
reading rooms and on the PROV website.
Responsible agency – The agency which
currently has responsibility for a record series. It changes as administrative
structure and functional responsibilities change. It is always a currently
operating agency.
Restricted
Records – Access to records transferred from
the Legislative Council and the Legislative Assembly is restricted.
Researchers can access these records subject to the prior approval of an
authorised parliamentary official. You can contact the Clerk of the
Legislative Council or the Clerk of the Legislative Assembly for information
about requesting authorisation: http://www.parliament.vic.gov.au/
Search Room – See Reading Room.
Series – Series information helps you to
understand the context of records – why, when and by whom they were
created. A Series is a group of records which are recorded or maintained by the
same Agency (or Agencies) and which:
·
Are in the same numerical, alphabetical, chronological or other
identifiable sequence; or
·
Result from the same accumulation or filing process, perform the
same function or may be of similar physical shape or information content.
For example, VPRS
24 Inquest Deposition Files.
Status – The ‘Status’ display
column on the user’s list of current orders describes what state the
order is in. An order can only be cancelled if the status is ‘On
Order’.
Sub-Item - A sub-Item is part of an Item.
A digital sub-Item is a single record within a digital Item.
A digital sub-Item may contain one or more documents that together form the
record of an action or event. For example, a digital sub-Item may contain the
agenda, minutes and tabled documents of a meeting. Digital sub-Items and their
content can be viewed online.
A digital sub-Item is identified an agency-assigned sub-Item
identifier that is unique within the series to which the sub-Item belongs. A
digital sub-Item is uniquely identified within the PROV collection by the
combination of the Victorian Agency (VA) number of the agency which created or
maintained the sub-Item, the Victorian Public Record Series (VPRS) number of
the series to which the sub-Item belongs, the identifier of the Item in which
the sub-Item is contained, and the sub-Item identifier.
PROV does not currently maintain information at this level
for physical Items.
Subject Index – An alphabetised list of
subjects used in complex record-keeping systems to assist in identifying
registered file or correspondence numbers. In a typical subject index the
subjects relate to the activities of the agency that created it. In some
systems, subjects may be represented by sequences of numbers (see numerical
index)
Summary Guide to the Public Records of Victoria
– A document that maps out the structure of government administration
since the establishment of Victorian/Port Philip records that can be used to
plan research or locate specific records; provides an update on the collection
previously recorded in the List of Holdings 1985.
Torrens title – System basing legal title to
land on a record of registration, rather than on title deeds; named after Sir
Robert Richard Torrens (1814-84) who, as premier of South Australia, introduced
the ‘Torrens title’ to that colony in 1857.
Type – For each entry in a list of records, the
‘Type’ display column indicates what it is. The value may be
a component of the Archival Control Model, a Research Pathway or PROVguide.
Unit - A Unit is a storage container used by PROV to
store physical records and to provide physical control over them. A Unit may be
a box, bundle, plan press drawer, tube etc, containing individual record Items.
A Unit may also be a single volume. Each Unit has a physical location within a
PROV repository. You can order Units for viewing in one of our Reading Rooms.
The Unit Id number is quoted in conjunction with the Series
Id and the Consignment Id. For example, for Unit 478 from Consignment P0000 of VPRS
24, the Unit Id is quoted as VPRS24/P0000/478.
VERS Encapsulated Object (VEO) – A record which
has been encapsulated using XML as outlined in PROS
99/007 Specification 3 and which conforms to the VERS metadata scheme as outlined
in PROS 99/007 Specification 2 and which contains documents expressed in a long term preservation format.
Victorian Agency (VA) – An Agency is an
administrative unit that has or has had responsibility for the provision of at
least one aspect of government administration. Each Agency generally has an independent
recordkeeping system. Information in the PROV model will help you to understand
the Agency as a creator of records. For example, VA
2807 State Coroner’s Office.
Victorian Archives Centre (VAC) – PROV
repository and joint reading room with the National Archives of Australia at 99
Shiel Street, North Melbourne.
Victorian Function (VF)
Our list of Functions is similar to a subject index or
thesaurus. Functions describe the role and administrative activities of
government. Function information in the PROV model tells you which Agencies
have created records about that Function.
For example, the main Agencies responsible for the function
of registering inquests (VF 43 Inquests (registration)) are:
·
Chief Secretary’s Department (VA
475), until 1869,
·
Registrar-General’s Department (VA
2889), from 1869 to 1873,
·
Office of the Registrar-General and the Office of Titles (VA
862), from 1873 to 1988, and
·
State Coroner’s Office (VA
2807), from 1988 to the present.
Victorian Record Group (VRG)
A Record Group brings together Agencies that have created
records documenting similar functions. They may be Agencies:
·
that are part of the same ministerial portfolio (eg VRG
18 Lands), or
·
have a common function (eg VRG
24 Educational Institutions), or
·
comprise a sector of government (eg VRG
4 Courts).
Victorian Public Record Series (VPRS)
Series information helps you to understand the context of
records – why, when and by whom they were created. A Series is a group of
records which are recorded or maintained by the same Agency (or Agencies) and
which:
·
Are in the same numerical, alphabetical, chronological or other
identifiable sequence; or
·
Result from the same accumulation or filing process, perform the
same function or may be of similar physical shape or information content.
For example, VPRS
24 Inquest Deposition Files.
Viewing location – See Location.
Volume – In PROV’s system, any book of
any size, including very large books (e.g. rate books and court registers),
hard-cover books, soft-cover books (e.g. exercise books) and loose-leaf folders
(e.g. lever-arch, ring and spring binders); may refer to a storage unit, or an
item stored within a storage unit.
Word variants – The Advanced Search can search
for variants of the words entered as search criteria. e.g.
If the user enters ‘book’, the search will also find occurrences of
forms of the word book, like ‘booked’ and
‘booking’. Searching for word variants can not be done for
words with wildcards (‘*’).
XML
(eXtensible Markup Language) – A language standard that defines the
structure of a set of documents using a Document Type Definition.