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Series VPRS
12630
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List of General Correspondence Files, Registry 10 Police and Corrections Directorate
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| Date Range: |
Series |
2000 - 2000 |
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Series in Custody |
2000 - 2000 |
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Contents |
1994 - 1994 |
| Public Access: |
Closed |
| Location: |
North Melbourne |
  | 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
Use this series to access VPRS 12631 General Correspondence Files, Registry 10 Police and Corrections Directorate. It contains a list of Registry 10 files in file number order (Consignment P1) and a list arranged alphabetically by file title (Consignment P2). Use the lists to identify files that may be relevant to your research.
Note the file number of each file of interest. The list shows the RCMS file number and, where a file was top-numbered into VPRS 12631 from VPRS 4723 Inward Registered Correspondence 1964-1994, the file's original VPRS 4723 file number. The RCMS file number is a combination of the numbers shown in the columns headed "FILE YEAR", "REGISTRY", "FILE SEQUENCE", and "FILE PART". The VPRS 4723 file number is a simple sequential number and is shown in the column headed "OLD FILE NUMBER". Take note of both file numbers if applicable.
Refer to the Records Description List for VPRS 12631 General Correspondence Files, Registry 10 Police and Corrections Directorate, to determine if the files are in Public Record Office Custody. Not all Registry 10 files have necessarily been transferred and some files were culled in accordance with PROS 96/13 Common Administrative Records: General Disposal Schedule Version 2000 during processing.
- Function / Content
The series consists of a list of files registered on the computer-based Records and Correspondence Management System (RCMS), under Registry 10 Police and Corrections Directorate. It was created by exporting file data from the RCMS system into a Microsoft Excel spreadsheet. It is an artificial series, created by the Department of Justice at the request of Public Record Office Victoria (PROV), to provide access to VPRS 12631 General Correspondence Files, Registry 10 Police and Corrections Directorate.
The list captured the file number(s), key-term classification, file title, and certain additional information for each file.
Organisation of the Data
The data is organised into 14 columns, or fields, presumably corresponding to discrete fields within the RCMS database.
The columns, from left to right, are as follows:
1. FILE.YEAR - The year the file was raised.
2. REGISTRY - The number of the registry in which the file has been registered on the RCMS system. The files referred to by this series were registered under Registry 10 Police and Corrections Directorate.
3. FILE SEQUENCE - The sequential number allocated to each file as it is raised. Numbers start again from one each year.
4. FILE PART - The part number of the file.
The FILE.YEAR, REGISTRY, FILE SEQUENCE, and FILE PART fields, taken together, provide the RCMS file number.
5. OLD FILE NUMBER - The original file number allocated to those files that were created as part of the record system represented by VPRS 4723 Inward Registered Correspondence.
6. KEY TERM - In theory, this is term used to describe the principle subject area of the file.
7. DESCRIPTOR.1, DESCRIPTOR.2 and DESCRIPTOR.3 (Columns 7 to 9) - In theory, these are narrower terms used to break the general subject area into smaller, more specific areas.
8. KWOC.1, KWOC.2, KWOC.3, and KWOC.4 (Key Word Out of Context) (Columns 10 to 13) - Provide for free text description of the file.
The KEY-TERM, DESCRIPTOR, and KWOC fields, taken together, provide the file title.
9. ADD.FILE.INFO (Additional File Information) - This field contains useful information about previous and subsequent files, related files, file closure, and so forth.
- Recordkeeping System
There are three consignments in the series:
VPRS 12630/P1 is a list of files in file number order. It is a copy of the original data export file made for reference purposes. No data has been altered or erased.
VPRS 12630/P2 is a list of files sorted alphabetically by file title. This list is useful because it lists files that relate to a particular subject together. It is also a copy of the original data export file. No data has been altered or erased.
VPRS 12630/P3 is the original data export file as transferred to PROV. No re-formatting has been done on the file. The data appears exactly as it was transferred to PROV. The list is arranged in file number order.
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