Describe a series

A series is a collection of records with the same provenance or creator that belong together because they:

• are part of a discernible filing system or arrangement, the system of arrangement of the records is the key identifying factor for a series
• have been kept together because they result from the same activity
• are of similar formats and relate to a particular function.

A series may consist of many items or only one item. A series may be recorded by a single agency or by successive agencies.

A series is not necessarily equivalent to a single disposal class in a retention and disposal authority. Records within a particular series may fall under a number of different disposal classes or from more than one retention and disposal authority (such as a general correspondence series).

Archives series that have been transferred to LANT or previously known as the NT Archives Service are described and searchable by going to the Archives Navigator website.

A series registration form will need to be completed for any new series or records being transferred to LANT Government Archives.

If you are uncertain whether the series has been registered before, email lant.ntgarchives@nt.gov.au and they will advise you if you need to register a new series as part of your transfer process.

Completing a series registration form

Series title

The series title is generally the name used within the agency to refer to the records as a whole.

For example: Land tenure files or police journals.

Description

Insert a description of what function the record serves, why the records were created, who used the record, any changes to the record over time and any information that will assist future access to the record. The description should include the type of information recorded in the records, such as categories of information recorded in the columns of a register, or the sections of forms.

For example:

These volumes records daily activities at the police station including patrols, officers in attendance, and details of prisoners in custody. The time of each log entry is recorded and the name and signature of officer completing the journal entry.

Date range

Insert the exact year the series commenced followed the latest year of the contents of the records, for example, 1931-1990

Creating agency

Insert the name of the agency that created and maintained the records during the time the records were being created. It is possible to have more than one recording agency.  For instance, functions move from one agency to another with machinery of government changes. If known, please include the date range for the records created within the series by each agency that created the records.

Format

Insert details about the physical form of the records, for example, files, registered, plans, photographs, index cards.

Arrangement

This system of arrangement could be, but is not limited to:

• annual single number
  • for example, nn/yyyy or yyyy/nnnn
• single number
  • for example, nnnnn
• two or three-tiered numerical 
  • for example, nn/nn/nnnn, where the number in the tiers may be a code for a specific activity
• alpha-numeric 
  • for example, for a series that has a mix of alphabetical code and running number NTA2233
• alphabetical 
  • for example, for a series of personnel files that are arranged by surname/firstname
• chronological 
  • for example, for a series of minutes that are arranged by date.

If no system of arrangement is apparent, or you are unsure about the series, email the Government Archive team

Links to other series

It is important to identify and document links or relationships between series, identification and documentation of these relationships are essential in preserving record meaning, evidential value and accessibility through time. A controlling series would be the index to the main series, as it controls how to find information in the main series.

Some of the links might be to:

• predecessor/successor series, for example, for series that had the same function before this series or predecessor series, and series that followed on from this series or successor series
• controlling/controlled series, for example, series that control or index or register this series are controlling series
• series related because of function or activities documented, for example, series that work together or are used together.

Controlling agency

Insert the agency that has responsibility for the records, and controls access to the records. This is the agency or department which is listed against the function of the records in the current administrative arrangement orders.

Public access

Insert the proposed period the records will be restricted before they will be open for public access. For further information, refer to the archives standard public access.

For example of complete form, read the series registration DOCX (66.5 KB).