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Series VPRS
12699
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General Correspondence Files, Registry 11 Correctional Services
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| Date Range: |
Series |
1995 - cont |
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Series in Custody |
1995 - 2003 |
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Contents |
? 1949 - 2007 |
| Public Access: |
Closed |
| Location: |
North Melbourne |
| Format of Records: |
Physical |
  | 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
To access this series refer to VPRS 12700 List of Registry 11 Correctional Services Correspondence Files. Use the list to identify files that may be relevant to your research. Note the file numbers of the files and then consult the consignment details for this series to determine if the files are in Public Record Office Victoria custody (not all files have necessarily been transferred). Call up the files using the unit number(s) and file number(s) shown on the consignment details.
- Function / Content
This series consists of correspondence relating to the delivery of correctional programs in Victoria.
The series includes files that were created in the period 1983 to 1994 by the Office of Corrections (1983 to 1992) and the Correctional Services Division within the Department of Justice (1992 to 1994). The files were top-numbered into this series when it commenced in 1995 (see 'System of Arrangement and Control' below). Further information about the recordkeeping system from which the top-numbered files originate may be obtained by reference to VPRS 12698 General Correspondence Files, Annual Single Number.
The series contents date range is based on an examination of a sample of files only. The actual date range may vary from that shown.
- Recordkeeping System
Files are arranged in file number order.
The files in this series were controlled by a computerised file management system known as RCMS, or Records and Correspondence Management System. Its functions included file registration, control of file titling, file tracking, and file search. RCMS also provided for the registration and control of individual items of correspondence.
RCMS was first established within the central correspondence registry of the Attorney-General's Department in 1987. It was initially used to control the Department's central registered correspondence. In 1992, when the Attorney-General's Department was replaced by the Department of Justice, RCMS was selected as the new department's central file and correspondence management system. Over time, correspondence series created by different administrative areas within the Department, and sub-agencies under the Department's control, have been incorporated into it. In 1995, the Department's Correctional Services Division (which replaced the Office of Corrections in 1992) began to register its correspondence files on RCMS, giving rise to this series.
Each administrative area or sub-agency is known within RCMS as a registry. For purposes of file registration and thesaurus control, the registries are more or less independent of each other. Each registry is denoted by a simple sequential number, which is incorporated into the file number of the files registered within it. This creates a distinct file number sequence for each registry. Files relating to correctional programs were registered under Registry 11 Correctional Services.
RCMS File Numbers
File numbers consist of an annual single number combined with the Registry number. File number 95/11- 0001/1, for example, is the 1st file (Part 1), created in Registry 11 Correctional Services, in 1995.
Top-numbered Files (Office of Corrections 1983-1992, Correctional Services Division 1992-1994)
These files originally had an annual single number. The files were incorporated into the RCMS system in the sense that a record was created for each file within RCMS, and an RCMS file number allocated - on the computer. This was done by inserting the Registry number (11) into the annual single number. Hence, file number 83/1 would appear on the RCMS system as file number 83/11-0001. However, it appears that the file covers were largely left unaltered. Hence, some files in this series are physically numbered with an annual single number only. The top-numbered files are within the range 83/1 to 94/865.
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Series information helps you to understand the context of records - why, when and by whom they were created.
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