Public Record Office Victoria
 
Series VPRS 8666
Card Index to Litigation Files [RECORDS NOT TRANSFERRED]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1936 - Circa 1990
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Public Access: Closed
Location: Other
Format of Records:
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1936 - 1990 Office of the Victorian Government Solicitor (previously known as the Office of the Crown Solicitor) VA 667
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1936 - cont Office of the Victorian Government Solicitor (previously known as the Office of the Crown Solicitor) VA 667
Description of this SeriesDescription of this Series
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    Function/Contents

    The Victorian Government Solicitor's Office (previously known as the Crown Solicitor's Office) (VA 667) is responsible for the provision of legal advice and the conduct of civil proceedings on behalf of the Victorian Government. In the preparation of such proceedings, litigation files and related control records are compiled to record the transaction of such matters.

    This series was created by the Victorian Government Solicitor's Office to register the creation and receipt of documentation on litigation files. The cards are maintained in alphabetical order by the name of the "Crown's opponent". The cards were thus not the primary method of file number allocation and it appears likely that another record was used to allocate the sequential file numbers. This record, if it had been created, was not transferred into archival custody.

    Against each entry the following details are recorded:

    case number - an annual single number eg. 78/45 refers to the 78th matter in 1945;

    the name of the matter or case - eg. the will of William Pearson;

    list of dates against which actions are recorded - eg. receipt of brief, transmittal of account, hearing postponed. These details were not maintained as fastidiously as per the previous series. Some cards also record the initials of action officers.

    The details recorded on the cards are similar to those recorded on the outside cover sheet of the litigation files themselves.

    System of Arrangement and Control

    The litigation files are controlled by the litigation registers (VPRS 8665) for the period 1899 to 1935 and by the Card Index to Litigation Files (VPRS 8666) for the period 1935 to 1986. The litigation registers allocated annual single numbers to the files. Eg: the 20th file in 1908 would have an entry in the Registers numbered 20/1908. This number would subsequently be transcribed onto the actual file. Against such an entry the Office would record the incoming and outgoing documents placed on the relevant file.

    In 1935 the Office ceased using the registers and instead used a card index system to track their litigation files. The cards contained the same information as the registers and the annual single numbering remained. It is however not clear how the numbers were allocated as the cards were maintained in alphabetical order by the name of the Crown's Opponent. It is possible that another record allocated the numbers and these were subsequently transcribed onto the cards and the files. Such a record, if used, was not transferred into archival custody.

    Previous Series

    As noted above the Card Index was preceded by the Litigation Registers (VPRS 8665). The Registers also recorded information about the transaction of litigation matters and allocated sequential file numbers.

    Subsequent Series

    Since 1986 the Information Services Branch of the Victorian Government Solicitor's Office has maintained a filing system across its 5 legal branches: litigation, personal injury, administrative law, advisory and property and commercial.

    This system is controlled by a personal computer network which accesses a database using a software package called "Dataflex". As well as allocating file numbers the system features an on-line search facility. Each file registered in the system has the following details recorded against it: case file number, legal officer, entry date, main and other parties, keywords, descriptions, legislation and sections involved, status and target completion date. Each of these entries can be queried to produce reports. Thus the system administrator is able to provide a report on all files for a particular client, year, target date etc.

    This database generates a sequential number within set number blocks, eg: the Litigation Branch is allocated numbers 1 - 2000 and thus the file created for the 1991 case involving the Department of Health and the STD Clinic has a file number: 91/0023/01. The first two numbers mean it was the 23rd file for the Litigation Branch in the year 1991. The final number refers to the government agency code.

    All files current as at 1986 were subsequently top-numbered into the new filing sequence. The card index did not cease to be used immediately. Cards appear to have been created and updated until 1990. It is not quite clear why this duplication occurred but is assumed that the cards were maintained as a form of cross-referencing.

    File Note

    The electronic database is not being registered at this stage after consultation with Marion R on 23/2/93 as the schedule PROS 88/004 establishes a mechanism for the ongoing accessioning of computer generated outputs. When the first accession occurs it will be up to the transferring archivist to register the database. At this point it will also be necessary to decide whether to register the outputs as separate and distinct from the database itself.

  • Function / Content


  • Recordkeeping System
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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Date Range Series Title Series Number
1936 - 1986 Litigation Files [SAMPLE ONLY RETAINED] VPRS 8664
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1936 Litigation File Registers VPRS 8665
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
Indexes and RegistersIndexes and Registers
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