Refer to questions 8, 9, 10 and 11 on the PRO 21B New Series form, and questions 4 and 5 on the PRO 21B Subsequent Consignment form.
A Record Series is a group of records which are recorded or maintained by the same agency (or agencies) and which:
- are in the same numerical, alphabetical, chronological or other identifiable sequence; or
- result from the same accumulation or filing process.
The concept of arrangement and control is relevant to both physical and digital records, as records may be classified and uniquely identified in either of these formats.
Different ways of managing records
Systems of arrangement vary. Common types of sequences include:
- Chronological: 1989/1, 1990/2, 1990/3, 1991/1 etc.
- Alphabetical: Andrews, Cooper, Ferguson etc.
- Numerical: 1, 2, … 283, 284 etc.
- Alpha – numeric: A/1, A/2, B/1 etc.
Control symbols are often used to identify specific records within a series. Common control system formats include:
- Annual Single Number System: 95/1 to 95/200 etc.
- (In this control system the prefix (i.e. 95 for 1995) refers to the year the file was created while the second number (i.e. 200) represents the number assigned to the file as it was created)
- Single Number System: 1, 2, 3 etc.
- Two Number System: 1/1, 1/2, 1/3 etc.
- Multiple Number System: 5/13/1, 5/13/2, 5/13/3 etc. (In this control system the prefix (i.e. 5) relates to the subject or classification)
- Alpha – Numeric System: A/1, A/2, B/1 etc.
Control systems apply to both physical and digital records.
If records have been migrated from one recordkeeping system to another, they may have multiple control symbols. This should be identified and documented where possible.
Useful information to document about records series includes:
- previous and subsequent arrangement and control systems used to classify the records
- any special or unusual features or anomalies in the recordkeeping practice
- any subsequent action taken by agency staff, users or archives staff which has affected the arrangement of records, e.g. the top numbering of files
- records that have been transferred to a successor agency, lost or destroyed
- any gaps in the sequence and the reasons, if known.
Control Records
Control records refer to records, such as an index or a register, that are used to manage and access a records series. The date range of control registers is usually the same as the series date range; however, in some circumstances the contents date range may vary.
A ‘control relationship’ refers to the relationship that exists between two series in a recordkeeping system, for example and index that records file numbers and instructs users on how to access to a series of files.