Series VPRS 11347
Complaint Files (General Jurisdiction)
About this Series Related Series Accessing the records in this Series
Date Range: Series 1973 - cont
  Series in Custody 1974 - 1998
  Contents 1974 - 2002
Public Access: Closed
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
1973 - cont Office of the Ombudsman (Ombudsman Victoria) VA 1037
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1973 - cont Office of the Ombudsman (Ombudsman Victoria) VA 1037
Description of this SeriesDescription of this Series
  • How to use the Records
    The files in this series that were created during period 1973 to 1985 were managed by paper based indexes. From 1985 onwards a computer database has been used to manage the files.

    For consignments P1 to P5 and units of P8 that fall within date range 1973 to 1985, consult VPRS 11348 Index to Investigation Files (General Jurisdiction) or VPRS 11349 Card Index to Investigation Files (General Jurisdiction) in order to obtain the relevant file number if the name of person or organisation making the complaint is known. As these indexes only identify the name of person making the complaint, it is necessary to consult VPRS 11346 Register of Investigation Files (General Jurisdiction) to identify files relating to particular types of complaints for the period 1973 to1985.

    For consignments P6, P7 and P8 refer to the Records Description List to locate the file you are after.

    The P6 list details the file numbers only.

    The P7 consignment list details the name of the complainant only.

    The P8 consignment list details the name of the complainant and provides a description of the complaint.

  • Function / Content
    This series consists of files created by the Office of the Ombudsman (VA 1037) in the course of investigating complaints in its general jurisdiction. This jurisdiction relates to complaints received by it concerning administrative actions taken in Victorian Government Departments, statutory bodies or by officers and employees of municipal councils.

    The complaint files contain the original signed complaint as received by the Office, reports and other documentation collected by the Ombudsman's staff in the course of the investigation and the results of the investigation. Files also contain, in some cases, responses by complainants or State Government bodies to new information and to provisional findings by the Ombudsman.

    This series does not include complaints made in relation to Victoria Police or the administration of the Freedom of Information Act. These complaints are contained within VPRS 13960 Complaint Files (Police) and VPRS 14627 Complaint Files (Freedom of Information) respectively.

    Until November 1981, the series contained files relating to general jurisdiction complaints that were received but deemed not to be within the jurisdiction of the Office of the Ombudsman to investigate under the provisions of the Ombudsman Act 1973. After 1981 such files were incorporated into the Office's general subject correspondence series. The general subject corresponence series has not been transferred to PROV.

    Between November 1981 and June 1993 the general subject correspondence system also incorporated files relating to either anonymous complaints, resolved complaints or complaints which were referred to other agencies for investigation. These files were identified in the system by primary number 128. Prior to November 1981 and after June 1993, files for such cases were maintained within this series.

    Culled and Missing files

    A number of files which were originally part of this series have not been transferred and have been destroyed in accordance with authorised disposal action. The files destroyed relate to general jurisdiction complaints which were received and:

    deemed not to be within the jurisdiction of the Office of the Ombudsman

    made the subject of a preliminary enquiry after which the case did not proceed to a full investigation. In such instances the case was considered to be finalised because the complaint was either withdrawn, deferred (and not subsequently taken up), discontinued, clarified, resolved or the Ombudsman deemed that the complaint was either not sustained, sustained but not remediable or sustained with action to be taken.

    For both no jurisdiction and preliminary enquiry cases, all files which had been identified as containing a precedent relating to the duties of the Office have been retained for permanent retention. All of the remaining preliminary enqiry and no jurisdiction files have been destroyed 10 years after action was completed by the Office.

    Additionally, the first 600 files were not located for disposal action at the time of the transfer of the first consignment of this series.

  • Recordkeeping System
    Each file in this series was allocated a single number by the Office upon receipt of the initial complaint.The method of allocating file numbers has changed in 1985 although there is an overlapping period of approximately 2 years in which information was recorded within both control systems.

    For the period 1973-1985 files were controlled by paper based records. A register (VPRS 11346) was used to allocate file numbers, summarise details about each case and to track file movements and an index (VPRS 11348) was used to provide users with a means of identifying files. The index is arranged alphabetically by name of the complainant. The original index was replaced by a card index (VPRS 11349) in May 1977.

    Since 1985 a computerised system has been used to control these files. This system records summary information about each case and complainant and was also used to classify all complaints received (and thus files created) according to the status of the complaint/preliminary enquiry or investigation. (The identification of cases relating to investigations, preliminary enquiry, no jurisdiction and precedent cases was facilitated through use of these classifications.) An annual register and index is to be generated from the computerised system for transfer to the Public Record Office. The computer generated register lists all cases in file number order and the index lists all cases in alphabetical order by the name of the complainant.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1973 - 1977 Index to Investigation Files (General Jurisdiction) VPRS 11348
1973 - 1987 Register of Investigation Files (General Jurisdiction) VPRS 11346
1977 - 1990 Card Index to Investigation Files (General Jurisdiction) VPRS 11349
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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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 1974 - 1982 Closed 98
P0002 1983 - 1987 Closed 250
P0003 1988 - 1988 Closed 45
P0004 1989 - 1989 Closed 20
P0005 1990 - 1990 Closed 35
P0006 1991 - 1991 Closed 36
P0007 1991 - 2000 Closed 37
P0008 1974 - 2002 Closed 55
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1973 - 1977 Index to Investigation Files (General Jurisdiction) VPRS 11348
1973 - 1987 Register of Investigation Files (General Jurisdiction) VPRS 11346
1977 - 1990 Card Index to Investigation Files (General Jurisdiction) VPRS 11349
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