21
Online Catalogue – Ordering Records
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here for a PDF version (163k)
This guide outlines step by step how to order physical
records on PROV's Online Catalogue, and how to manage
your Order History, and Alerts. Wherever you go on PROV’s online
catalogue, you can click on the Help icon to see detailed information relating
to the page that you are currently using.
Records can be ordered from the following catalogue pages:
·
Search Results
·
Series, Consignment, Unit and Item Details pages
·
My Orders: History
·
My Orders: My Alerts
·
Direct Order
·
Ordering Wills and Probate
·
Ordering Inquests
You will need to register and log in to order physical
records. See PROVguide
19 for
information on registering as a Public User Account, or PROVguide 12
for information on registering a Government User Account.
See PROVguide 4
for ordering and records collection information for Government users.
See PROVguide 68
for information about ordering Wills and Probate Records.
See PROVguide 8 for
information about ordering Inquest Records.
What Records Can I Order?
Access restrictions are applied to certain classes of
records, in accordance with the Public Records Act 1973. Records
may be closed for various reasons, the most common being personal privacy and
preservation. The access classification of records is displayed in the
Access display column in lists of records, such as a Search Result, and in the
Public Access field on Series, Consignment, Unit, Item and Sub-Item Details
pages on PROV’s online catalogue.
If you hold a Public user account you can view contextual
information about open and closed records in PROV’s collection.
However, you cannot order records that have been closed to public access.
If you hold a Government user account you can view contextual information about
open and closed records, and order closed records for which your agency is
responsible.
You can order up to 20 Units or Items at one
time.
Accessing Your Orders
The location of the repository (either North Melbourne or
Ballarat) will be shown on the Location field of a Search Result on PROV’s
Online Catalogue, and cannot be changed. Government user account holders
are advised to also consult PROVguide 4
Ordering and Collecting Records – Government Access.
Victorian Archives Centre
Records are delivered to the VAC Reading Room on weekdays
and on Saturday
openings (two per month) at the following times: 9.30am, 11.00am, 2.00pm and 3.30pm
To receive records at these collection times, records must
be ordered before:
·
9.30am to make the 11.00am collection time
·
11.30am to make the 2.00pm collection time
·
2.00pm to make the 3.30pm collection time
·
4.00pm to make the 9.30 collection time the next working day.
There are up to four units or items per delivery for each
researcher. Records are held in the Reading Room for 10 working days
before being returned to the repository.
Please note: records held in
cold storage require 24 hours before they can be delivered to a Reading
Room.
Ballarat Archives Centre
The Ballarat Archives Centre is open from 9.30am – 4.30pm on Monday and Tuesday. Records are delivered to the Reading Room at the
Ballarat Archives Centre throughout the day.
Your User Account – Your Records
Records will be issued only to the person who has ordered
them. Written authorisation must be provided to enable someone else to
view the records you have ordered. The person viewing records on your
behalf will need to present photo ID to Reading Room staff when requesting
records for viewing.
How Do I Order from a Search Results Page?
After performing a successful search or browse a Search
Results or Browse Results page will be displayed. (See PROVguide 20
for information about searching online.)
Step 1: Tick the check box next
to the Units or physical Items you wish to order.
Step 2: Click on the Order selected entries button. You will be taken to
your Current Orders page which displays the status
of entries for records that are active on your user account.
How Do I Order from a Details Page?
You can order directly from a Series, Consignment, Unit and
Item Details page. These are pages that contain contextual information
about records held by Public Record Office Victoria. For example when you
are in a Series Details page:
Step 1: Click on the Accessing the Records tab, then click on the blue
heading, Consignments.
Step 2: Select the Consignment
eg. P0000, P0001 or P0002, that you wish to browse.
Step 3: Use the same steps
outlined above for ordering from a Search Result page to order from a Details page.
How Do I Order from a My Orders: History Page?
You can order records directly from your My Orders: History page. This is a page that
contains a list of records that you have ordered, and that have been returned
to the repository. Use the same steps outlined above for ordering from a
Search Result page to order from a My Orders: History page.
How Do I Direct Order?
If you know the Series, Consignment, Unit and Item details
of records you wish to order, you can enter these into the Direct Order
page. Direct Order can also be used to bulk order multiple units from the
same Series.
Step 1: Select Direct Order from the Ordering menu. The Direct
Order page will be displayed.
Step 2: Ordering an
Item: Enter valid numbers for all fields; Series No, Consignment,
Unit and Item, as in the example above.
To order multiple Items from a Unit,
enter the Unit number and the Item numbers. The Item numbers must be
separated by a comma, as in the example above.
Step 3: Click on the Order button.
Ordering a Unit
Use the same steps as above but click on the Unit tab and enter valid numbers for the Series No,
Consignment and Unit fields.
To order multiple Units from the same
Series and Consignment, select the Unit tab, and enter the Series number
and Consignment number, and the Unit numbers. When entering the Unit
numbers, ensure that each number is separated by a comma.
If your request has been successful, the ordered record/s
will be displayed in the Current Orders list at the
bottom of the page. This list displays all the orders that are visible on
your My Orders: Current page.
How Do I Place and Cancel Alerts
and Order From My Alerts?
If you try to order a record that is currently on order by
another user, an Order Status page will be
displayed. From here, alerts can be placed on any records that are
orderable, but currently unavailable. When the record becomes available
for ordering, the alert will appear in your My Orders: My
Alerts page. The record can be ordered from this page.
Step 1: Tick the check box next
to entries for records that you would like to receive an alert about when they
become available.
Step 2: Click on the Place Alerts button. The records that were put on
alert will be removed from the list displayed in the Order Status page.
When a Unit or Item has been placed on alert and it becomes
available, the alert will be displayed on your My Orders:
My Alerts page.
If an alert is displayed on your My
Orders: My Alerts page you can order the record.
Step 1: Select My Orders from the My Details menu.
Your My Orders: Current page will be
displayed.
Step 2: Click on the My Alerts tab, and the My Orders: My
Alerts page will be displayed.
Step 3: Tick the check box next
to alerts to be ordered. Click on the Order selected
Alerts button. The selected alerts will be ordered and appear in
your My Orders: Current page.
Cancelling an Alert
If an alert is displayed on your My
Orders: My Alerts page, but you no longer wish to order the record, the
alert can be cancelled.
Step 1: Select My Orders from the My Details menu.
Your My Orders: Current page will be
displayed.
Step 2: Click on the My Alerts tab, and the My Orders: My
Alerts page will be displayed.
Step 3: Tick the check box next
to alerts to be cancelled. Click on the Cancel
selected Alerts button. The selected alerts will be cancelled and
removed from the list.
For help with ordering records contact PROV’s Help Desk
Tel: 1800
657 452 (toll free in Australia)
Email: ask.prov@dvc.vic.gov.au