VPRS 12831 List of Registry 02 Courts and Tribunals Division Correspondence Files

The series consists of a list of files registered on the computer-based Records and Correspondence Management System (RCMS), under Registry 02 Courts and Tribunals Division. 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 12830 General Correspondence Files, Registry 02 Courts and Tribunals Division.The list captured the file number, key-term classification, file title, and certain additional information for each file.Organisation of the Data:The data is organised into 13 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 02 Courts and Tribunals Division.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 file number.5. KEY TERM - In theory this term is used to describe the principle subject area of the file but for the most part simply contains the term 'Courts and Tribunal Services' or 'Courts Management Division'.6. DESCRIPTOR.1, DESCRIPTOR.2 and DESCRIPTOR.3 (Columns 6 to 8) - In theory, these are narrower terms used to break the general subject area into smaller, more specific areas.7. KWOC.1, KWOC.2, KWOC.3, and KWOC.4 (Key Word Out of Context) (Columns 9 to 12) - Provide for free text description of the file.The KEY-TERM, DESCRIPTOR, and KWOC fields, taken together, provide the file title.In practice, there is considerable variation in the use of terms and in the structure of file titles.8. ADD.FILE.INFO (Additional File Information) - This field contains useful information about previous and subsequent files, related files, file closure, and so forth.