Property Files (Property Division)
||? 1985 - By 1994
||Series in Custody
||1985 - 1993
||1960 - 1995
|Format of Records:
|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
Scan the Records Description List and select files of interest.
- Function / Content
This series consists of operational and functional files of the Accommodation Branch and the Government Land Group/Asset Management Branch of the Property Division of the Department of Property and Services (VA 430) from ??1985 to 1990 and of the Department of Finance (VA 3016) from 1991 to 1993.
The Government Accommodation Branch is responsible for the assessment, location and fitout of Government Accommodation. The range of accommodation support services included rent review, lease renewals, payments under the leases, provision of caretakers, cleaning staff, and telecommunications services etc..
The Accommodation Branch property files relate to individual properties and contain records relating to the sale, purchase, lease, of the property, and the management aspects of the property, such as caretaking, cleaning, security, rental payments, lease renewals, lease options, etc.. The date range of these files extend back to 1969 and contain correspondence of the Property Division of the Public Works Department.
The Asset Management Branch is responsible for the management of Government owned lands and is the first point of contact for all Crown Land Sales. It is also an advisory authority in respect of leasing and licensing for Crown Land.
The Asset Sales Branch files document the government land sale transactions. The files contain legal documents relating to the sale, as well as expressions of interest in the property, plans of the allotment, surveyors report, shire valuations, and rate notices, copy of the Title, copy of notice of sale in the Government Gazette, Particulars of Sale Document (vendors agent, land measurements, the address, settlement date, and date of sale), letter of sale from the bank, order for delivery of the grant, receipt for the sale, and correspondence about the sale.
The date range of these files extend back to 1970 and contain correspondence of the Department Crown Lands and Survey and of Department of Conservation, Forests and Land.
This series ended in 1993 when all the active property files of the Accommodation and Asset Management Branch created under an alpha-numeric system were top numbered into the Department of Finance central correspondence annual single number filing system. For subsequent series refer to VPRS 2553 General Correspondence Files, Annual Single Number System
The P1 and the P2 consignments of this series contain only those records identified as permanent under the provisions of the standard for Property Records, (refer to PRO Standard 93/04). The Government Owned Property files, the Sale files and the Government Land files are records sentenced for permanent retention.
- Recordkeeping System
The filing system of the Accommodation Branch and later on (from 1987-88) of the Government Land Group was developed in the Department of Property and Services to fit into a property management database called PIMS - Property Information Management System. A TRIM database apparently served as the registration system for the property files from 1993.
The Property Division filing system was an alpha-numeric system. The file number format comprised a letter prefix followed by a sequential number.
R files: request files related to all new requests directed to Accommodation Planning and Audit Group for assessment. These files were created when client departments or other organisations requested accommodation, or the purchase of a property. All the leasing and purchasing negotiations were documented in these R files.
An example would be : a request by the Police Department for new premises for their dog squad in Brunswick.
The file number would be R 123 and the title would be Request For New Premises : Police Dog Squad.
Once a suitable premises was found and either the lease or purchase negotiations were finalised by the Projects and Consultancy Group the file was handed over to the Property Management Section to handle the ongoing maintenance and leasing and purchasing details of the premises. At this stage the letter prefix changed from R to P.
P Files: there were three types of property files: leased property, government owned property and outgoings files. All three types were identified by the prefix P.
Property Lease Files: these files were created to contain all the papers generated by the governments leasing of a property. The P files created for leased premises were used for matters relating to the lease on leased premises - including lease negotiations, correspondence, rental reviews, rental schedules, cleaning and building outgoing scheduling. Legal advice and relevant correspondence was also filed on the P file.
If a property had more than one lease, additional files were created using the same P number with a suffix, eg P1881, P1881A, P1881B etc..
Property Government Owned: these files were created to contain all the papers generated in managing a property owned by the government. These files document the purchase, management and sale of a government owned property.
The files contain documents such as :
those generated by a request, if that was how the government came to own the property.
revenue claim forms
rental expenditure authorities
contract of sale or legal agreement
accounts and internal memo
correspondence between the government and client occupants.
When the property was sold a dummy GL number was created on the database. However, all the sale documents were continued to be filed on the P file.
Outgoings: there are P files with a three letter suffix OG/Z. Outgoing files were used for all payments including legal costs, valuations costs, and periodical payments such as rates and taxes, and other payments for water, gas, electricity, etc, which were the responsibility of the lessee.
O files were used for all correspondence on occupancy matters. This included all works requests, requests for owners consent and correspondence with lessor relating to works. Each P file had one or more occupant files depending on the number of tenants. Occupant files relate to specific requests from the occupant or client department for fitout, works, relocations, etc..
C files relate to contracts for cleaning of property owned or leased by government. Files comprise correspondence, cleaning contracts, informal and official tenders, tender assessment reports, cleaning assessment reports and payment claim forms.
G files: these files were the general information/policy files. The G files were created for any general topic relating to the organisation of the Property Division. The G files were maintained as a separate category from the operational files.
The G files (General Subject/Information Files) were created manually on a listing sheet and kept in the Registry. From 1987 to 1989 the files were created under an alpha-numeric system, ie, G1, G2, & G3 and from 1989 to 1991 the G files were created under an annual single number system. The annual single number files created during the period 1989 to 1991 were top numbered into the central system in 1992 and were given numbers commencing from 10,000. The files are located in VPRS 2553/P3 consignment. From 1992 these property general files were created as part of the same sequence as the central correspondence files of the Department of Finance (VPRS 2553).
Separate sequence of files were created with S and GL prefixes for the Asset Sales and Government Land Group.
The Asset Sales Group created in January 1987 was responsible for the selling and buying of government land and buildings no longer required for government use. The Land Sales group originated with the transfer of staff from the Department of Conservation Forests and Land (in 1987). Land Sales was the sale of Crown Land reclassified as Government Land and was a new function of the Property Division.
S (Ex Government Land Files) stands for Asset Sales files. An S file is an old Asset Sales file. The S files were replaced with GL files. These S files were created at the start of the Assets Sales Programme and cover the following ranges S1 -S1506 and S9000 - S9693.
GL represents Government Land Files which renamed the Asset Sales Files. Each property declared as Government land was given the next G.L. number. These files range from GL 10,000 to GL 20,000.
The Government Land GL files were created to manage government owned land classified as government land. Each property declared Government land was given the next GL number. If that property was later sub-divided and sold as separate lots; A, B, C, suffixes were generated.
The end series date of this series has been artificially extended to allow a previous/subsequent relationship to be entered on the database.
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