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All DVA clients are registered in VIEW/ADVANCE and are allocated a “file number” that identifies the client. The number has a state based prefix of a single letter that identifies the state the client resides in. The number then has another alpha code called a War Code that is associated with when a person served. For MRCA claimants, the code will be the letter SM. The rest of the client number is then a sequential number. For example, NSM123456, where N represents NSW, SM is the war code and 123456 indicates this is the 123456th client registered with this code. Note that SM is not MRCA specific and was initially used for veterans with post 1972 eligibility.
In line with DVA’s Digital Transition strategy, all documentation currently created electronically as part of a claims process within R&C will only be stored electronically in TRIM. Additionally all correspondence relating to the claim will also be scanned and stored in the client’s UIN container in TRIM.
Previously paper based records associated with a claim were held on hard copy client files. Departmental client files are identified by a code ~ for example M for Medical file (Compensation and more general correspondence) and C for Pension file. For MRCA processing, papers are to be filed on a “Z” file. The file number would look like thus NZSM123456-01 where the 01 represents that this is the first part to the file. All MRCA claims will go on this file and as the file fills new parts will be created (about 200 folios per part). There is not a separate part or file number per claim by a client.
The letter file reference should use the same convention as used for SM file numbers. That is, NSM1234; WSM1234 etc. The Z indicator of the file remains silent.
Z files are registered in TRIM and this system is to be used to track their location. When a file moves TRIM should be updated to show where the file went. The location of M files are able to be changed in VIEW.