The purpose of establishing data entry protocols is to enable data to be recorded in a consistent manner across all data entry points and to facilitate any data interchange.
The data entry protocols are included in the Procedural Volume of the DSH General Orders as a ready reference instruction for all staff to adhere to when entering data into the ADP Systems. The protocols provide a standard form of data entry in respect of client details (including correspondence address details).
The protocols are developed to cover the vast majority of data entry needs, but there will be rare cases where the number of characters required to be entered exceeds the maximum allowable for that particular field. In such cases, unless the protocol provides for the use of the next line field, staff are to use their judgement on an appropriate abbreviation, which will mean a break of protocol.
(SURNAME FIELD HAS MAXIMUM OF 30 CHARACTERS)
The following protocols are to be observed when entering clients' surnames in the Surname field:-
(a) where applicable hyphens without spaces are to be used;
(b) where applicable apostrophes between letters are not permitted;
(c) spaces between letters are not permitted;
(d) commas or full stops are not permitted.
Examples of clients' surnames based on these protocols are:-
DATASTANDARD
Watkins-Smith — WATKINS-SMITH
L' Strange — LSTRANGE
O'Sullivan — OSULLIVAN
Le Strange — LESTRANGE
de Boar — DEBOAR
St John — STJOHN
D'Arcy — DARCY
Van den Berg — VANDENBERG
McCaulay — MCCAULAY
MacKay — MACKAY
NOTE
It is important to note that in the case of spaced surnames such as Van den Berg they are to be recorded in the DSH database as 'VANDENBERG' for the surname and 'VAN DEN BERG' for the correspondence surname (Addressee Line 1) as follows:
CLIENT DETAILS
Client Number 0000894 0
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given JOHN PAUL............................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2.....................................................
Line 3................Street Name Type .................
Street No ... ..................................... ........
Town ............................State ...... Postcode ......
Country .....................Foreign Postcode.....
The protocol for entering correspondence surnames is at Data Entry Protocol GO 2.2.
(PART OF ADDRESSEE LINE 1 WHICH HAS MAXIMUM OF 30 CHARACTERS)
The following protocols are to be observed when entering clients' surnames in the Correspondence Surname Addressee Line 1 field:-
(a) where applicable hyphens without spaces are permitted;
(b) where applicable apostrophes between letters are permitted for correspondence address only (eg L'STRANGE);
(c) where applicable appropriate spaces between letters are permitted for correspondence addresses only (For example, DE BOAR, VAN DEN BERG );
(d) Deceased estates are to be recorded at Addressee Line 1 eg. 'ESTATE OF J P VAN DEN BERG';
(e) commas or full stops are not permitted.
NOTE
Please note the difference in the protocols for Surnames and Correspondence Surnames recorded at Addressee line 1);
Examples of clients' correspondence surnames in Addressee Line 1 based on these protocols are:-
DATASTANDARD
Watkins-Smith — WATKINS-SMITH
L' Strange — L' STRANGE
O'Sullivan — O'SULLIVAN
Le Strange — LE STRANGE
de Boar — DE BOAR
St John — ST JOHN
D'Arcy — D'ARCY
Van den Berg — VAN DEN BERG
McCaulay — MCCAULAY
MacKay — MACKAY
Correspondence surname (eg Van den Berg) should be shown as it appears in the application or other record to reflect the client's preference. This name is recorded against 'Addressee Line 1' as VAN DEN BERG as shown below:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given JOHN PAUL............................ 16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos
Line 2.....................................................
Line 3................Street Name Type .................
Street No ...... ..................................... ........
Town ............................State ...... Postcode ......
Country .....................Foreign Postcode.....
Where combined names and initials (eg MR J P VAN DEN BERG & MS K M MART) exceed 30 characters, the combined names are to be split over Addressee Line 1 and 2
In these cases the second name will begin at Addressee Line 2 preceded by '&'. (see Example 9 page 37).
(GIVEN NAMES FIELD HAS MAXIMUM OF 30 CHARACTERS)
The following protocols are to be observed when entering clients' Given Names:
(a) given names are to be recorded in full;
(b) where applicable hyphens without spaces are permitted;
(c) where applicable apostrophes between letters are not permitted;
(d) spaces between letters are not permitted;
(e) commas or full stops are not permitted;
Examples of clients' Given Names based on these protocols are:-
DATASTANDARD
Janet — JANET
Janet Margaret — JANET MARGARET
Anne-Marie — ANNE-MARIE
Pamela St Clare — PAMELA STCLARE
John Paul`JOHN PAUL
Full Given Names (eg John Paul) are recorded against 'Given' as follows:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given JOHN PAUL............................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos
Line 2.....................................................
Line 3................Street Name Type .................
Street No ...... ....................................... ........
Town ............................State ...... Postcode ......
Country .....................Foreign Postcode.....
NOTE
Please note the difference between Given names and Addressee line 1 where only initials are shown.
(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)
The following protocols are to be observed when entering clients' Given Names for correspondence purposes in Addressee Line 1:
(a) correspondence record to show initials only;
(b) full stops are not permitted after initials;
(c) spaces to be used between initials;
(d) where applicable hyphens between initials are to be used (eg A-M for Anne-Marie);
(e) apostrophes are not permitted;
NOTE
(a) Please note the difference between Given Names and Correspondence Names at Addressee line 1;
(b)** the exception to showing initials only arises where SIR or LADY appears. For example, in this case Addressee Line 1 would show SIR JOHN VAN DEN BERG not SIR J P VAN DEN BERG. If LADY (given name) VAN DEN BERG's name is required, the full title would be, (eg) 'SIR JOHN & LADY ENID VAN DEN BERG';
(c) If the number of name characters exceeds maximum of 30 characters see Paragraph 2.2.1).
Examples of clients' Correspondence Given Names based on these protocols are:-
DATASTANDARD
Janet — J
Janet Margaret — J M
Anne-Marie — A-M
Pamela St Clare — P STC
John Paul — J P
Given names for correspondence purposes are to be recorded at Addressee line 1 as honorific (eg MR, MRS, CAPT etc) followed by initials only ** as follows:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL...........................16-JUN-1953 .
Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos
Line 2.....................................................
Line 3................Street Name Type .................
Street No ...... ...................................... ........
Town ............................State ...... Postcode ......
Country .....................Foreign Postcode.....
There may be names such as those shown below which do not easily identify which part of the name is the family name and which part(s) is the given name. Further, it is customary for some names to show the family name first. However, the application, or any other form which clearly identifies the family and given names, will be the principal source of details. In all cases the names will be recorded in the correspondence fields in the sequence of given names (initials) then family name.
TONG TRAN VAN
WAH MAI LEE
DAVID STEVEN
STEVEN DAVID
In the above case of WAH MAI LEE the first name (WAH) is the family name. However, the name will be shown in the correspondence field Addressee Line 1 as MS M L WAH because WAH in this case is the family name.
A client may express a desire or preference for his/her name to appear on correspondence in a format which differs from that alluded to in the previous paragraph. Such changes can easily be incorporated at any time simply by changing Addressee Line 1. Similarly, changes may be made to Addressee Lines 2 & 3 details at any time (refer also Paragraphs 5.4 and 5.5).
(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)
The following standard abbreviations are to be used for ranks and titles where appropriate.
TITLESTANDARD
A
ABLE SEAMAN — AB
ACTING SUB-LIEUTENANT — A/G SBLT
ADMIRAL — ADML
ADJUTANT — ADJT
ADJUTANT-GENERAL — ADJT-GEN
AIR CHIEF MARSHAL — ACM
AIRCRAFTMAN — AC
AIRCRAFTWOMAN — ACW
AIR COMMODORE — AIRCDRE
AIR MARSHAL — AM
AIR VICE MARSHAL — AVM
ARCHBISHOP — ARCHBP
ARCHDEACON — ARCHD
B
BARONESS — BNESS
BISHOP — BISH
BOMBARDIER — BDR
BREVET-COLONEL — BT-COL
BRIGADIER — BRIG
C
CANON — CAN
TITLE — STANDARD
CAPTAIN — CAPT
CARDINAL — CARD
CAPTAIN (Navy)CAPT RN
CHIEF INSPECTOR — CH INSP
CHIEF PETTY OFFICER — CPO
COLONEL — COL
COMMANDER — CMDR
COMMISSIONER — COM
COMMODORE — CDRE
CORPORAL — CPL
D
DEACON — DEACN
DOCTOR — DR
E
EMERITUS PROFESSOR — EM PROF
ESTATE — ESTATE OF
F
FATHER — FR
FIELD MARSHAL — FM
FLIGHT SERGEANT — FSGT
FLIGHT LIEUTENANT — FLTLT
FLYING OFFICER — FLGOFF
G
GENERAL — GEN
GENERAL SIR GEN SIR
GROUP CAPTAIN — GPCAPT
H
HIS EXCELLENCY — HIS EX
HIS HONOUR JUDGE — HIS HON JUDGE
HER HONOUR JUDGE — HER HON JUDGE
(THE) HONOURABLE — HON
HONOURABLE DOCTOR — HON DR
(THE) HONOURABLE MR JUSTICE — HON MR JUST
HONOURABLE SIR — HON SIR
I
INSPECTOR — INSP
J
JUDGE — JUDGE
L
LADY — LADY
LANCE BOMBARDIER — LBDR
LANCE CORPORAL — LCPL
LEADING AIRCRAFTMAN — LAC
LEADING AIRCRAFTWOMAN — LACW
LEADING SEAMAN — LS
LEADING WRAN — LW
LIEUTENANT — LT
LIEUTENANT COLONEL LTCOL
LIEUTENANT COLONEL (RETIRED)LTCOL(RET)
LIEUTENANT COMMANDER — LCDR
LIEUTENANT COMMANDER(RETIRED)LCDR(RET)
LIEUTENANT COMMANDER SIR — LCDR SIR
LIEUTENANT GENERAL — LTGEN
M
MAJOR — MAJ
MAJOR GENERAL — MAJGEN
MAJOR GENERAL SIR — MAJGEN SIR
MATRON — MATRON
MIDSHIPMAN — MIDN
MISS — MISS
MS — MS
MR — MR
MR AND MRS — MR & MRS
MR... AND MS/MISS...MR... & MS/MISS*
MR JUSTICE — MR JUST
MRS — MRS
* Where initials known for both spouses: MR F & MRS G JONES
Where only one initial known: MR F & MRS JONES
Where surnames differ — MR F KENNEDY & MS G DRUITT
P
PETTY OFFICER — PO
PILOT OFFICER — PLTOFF
PRIVATE — PTE
PROFESSOR — PROF
PROFESSOR — PROF SIR
R
REAR ADMIRAL — RADML
REVEREND — REV
REVEREND BROTHER — REV BR
REVEREND CANON — REV CAN
REVEREND DOCTOR — REV DR
REVEREND FATHER — REV FR
REVEREND MR — REV MR
REVEREND PROFESSOR — REV PROF
RIGHT REVEREND — RT REV
RIGHT REVEREND MONSIGNOR — RT REV MON
S
SECOND LIEUTENANT — 2LT
SERGEANT — SGT
SENATOR — SEN
SIR — SIR
SQUADRON LEADER — SQNLDR
SQUADRON LEADERS — SQNLDRS
SQUADRON LEADER (RETIRED)SQN LDR (RT)SQNLDR(RET)
SQUADRON OFFICER — SQNOFF
STAFF SERGEANT — SSGT
SUB LIEUTENANT — SBLT
SURGEON CAPTAIN — SURG CAPT
SURGEON COMMANDER — SURG CMDR
V
(THE) VENERABLE — VEN
VICE ADMIRAL — VADML
VICE ADMIRAL SIR — VADML SIR
W
WARRANT OFFICER — WO
WARRANT OFFICER GRADE 2 — WO2
WING COMMANDER — WGCDR
WRAN — WRAN
(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)
The following standard abbreviations are to be used for awards where appropriate.
ABBREV.AWARD
A
AC — Companion of the Order of Australia
AD — Dame of the Order of Australia
AFC — Air Force Cross
AFM — Air Force Medal
AK — Knight of the Order of Australia
AM — Member of the Order of Australia
Albert Medal (converted to George Cross 1971)
AO — Officer of the Order of Australia
APF — Australian Permanent Forces
B
BM — Bravery Medal (Australia)
BWM — British War Medal
C
CB — Companion of the Order of the Bath
CBE — Companion of the Order of the British Empire
CGM — Conspicuous Gallantry Medal
CMG — Companion of the Order of St Michael and St George
CV — Cross of Valour (Australia)
D
DBE — Dame Commander of the Order of the British Empire
DCB — Dame Commander of the Order of the Bath
DCMG — Dame Commander of the Order of St Michael and St George
DCVO — Dame Commander of the Royal Victorian Order
DFC — Distinguished Flying Cross
DFM — Distinguished Flying Medal
DSC — Distinguished Service Cross
DSM — Distinguished Service Medal
DSO — Companion of the Distinguished Service Order
E
EGM — Empire Gallantry Medal
EM — Edward Medal (converted to George Cross 1971)
G
GBE — Dame Grand Cross of the Order of the British Empire
Knight Grand Cross of the Order of the British Empire
GC — George Cross
GCB — Dame Grand Cross of the Order of the Bath
Knight Grand Cross of the Order of the Bath
GCMG — Dame Grand Cross of the Order of St Michael and St George
Knight Grand Cross of the Order of St Michael and St George
GCSG — Knight Grand Cross, Order of Gregory the Great
GCVO — Dame Grand Cross of the Royal Victorian Order
Knight Grand Cross of the Royal Victorian Order
GM — George Medal
GMB — Grand Master of the Order of the Bath
GMBE — Grand Master of the Order of the British Empire
GSM — General Service Medal
J
JP — Justice of the Peace
K
KB — Knight of the Order of the Bath
KBE — Knight Commander of the Order of the British Empire
KC — Knight Commander
KCB — Knight Commander of the Order of the Bath
KCMG — Knight Commander of the Order of St Gregory & St George
KCVO — Knight Commander of the Royal Victorian Order
KG — Knight of the Order of the Garland
KGC — Knight of the Golden Circle
KGCB — Knight Grand Cross of the Order of the Bath
KGCSG — Knight Grand Cross of the Order of St Gregory
KGE — Knight of the Golden Eagle
KM — Knight of Malta
KSG — Knight of St George
KT — Knight of the Order of the Thistle
M
MC — Military Cross
MM — Military Medal
O
OAM — Medal of the Order of Australia
OBE — Officer of the Order of the British Empire
QPM — Queen's Police Medal
S
SC — Star of Courage (Australia)
SGM — Sea Gallantry Medal
V
VC — Victoria Cross
VRD — Volunteer Reserve Officers' Decoration (Naval)
Award/Medal abbreviations are to be recorded at Addressee Line 1 as follows:
CLIENT DETAILS
Client Number 0000895
Surname.. PRENDEGAST-JONES.........Date of Birth................. Death Indicator....
Given..CYRIL BORTHWICK...............10-JUN-1913 ...
Addressee Line 1 SIR CYRIL PRENDEGAST-JONES OBE Telephone Nos
Line 2
Line 3 Street Name Type Street No — LOT 315 FOWLER Road
Town ILLAWONG..........................State NSW Postcode 2234
Country .....................Foreign Postcode.....
NOTE
(a) Name to be shown as advised by client.
If the client uses any award or decoration suffix on any advice, correspondence or application form, then that award or decoration suffix should be used in Addressee Line 1.
(b) Where award causes Addressee Line 1 characters to exceed maximum of 30.
If a client has an award which causes the Addressee Line 1 to exceed the maximum of 30 characters, do not include the award as a name suffix. (refer also Paragraph 2.2.1).
(c) Changes to Addressee Lines 1, 2 & 3.
Changes may be made at any time. (refer also Paragraph 2.6)
(STREET No. FIELD HAS MAXIMUM OF 20 CHARACTERS)
The following data items shown under DESCRIPTIONS and STANDARDS are to be recorded in the Street No. field if they are part of the correspondence address identifier.
DESCRIPTIONSTANDARD
ALLOTMENT — ALLOT
BLOCK — BLOCK
COUNTY — CNTY
DEPOSITED PLAN — DP
DISTRICT — DIST
HUNDRED (THE)HUND
LOCATION — LOC
PARCEL — PARCL
PARISH — PAR
PLANTAGENATE — PLANT
PORTION — PORT
SECTION — SECT
STRATA PLAN — STRTA PL
UNITS PLAN — UNITS PL
NOTE
(a) Combinations of these standards may need to be abbreviated to fit the 20 spaces,
(please see STREET NO. EXAMPLES at GO 5.1.1 on next page);
(b) GPO, PO, RMB etc will be recorded at Addressee Line 2 (please see GO 5.1.1 on next page also).
Examples of street number standards to be used are:
DESCRIPTIONSTANDARD
Number 23 — 23
Number 38a — 38A
Unit 4 at number 106 — 4/106
Unit 4 at numbers 106 to 108 — 4/106-108
Unit 4 UNIT 4
Block 1 — BLOCK 1
Block 1, Section 17 — BLOCK 1 SECT 17
Location 315 — LOC 315
NOTE
The following are NOT to be recorded in the Street Number field. These are to be recorded at Addressee Line 2 (refer also Paragraphs 5.4 and 5.5).
DESCRIPTIONSTANDARD
GENERAL POST OFFICE — GPO
POST OFFICE BOX — PO BOX
C/- POST OFFICE — C/- POST OFFICE
ROAD MAIL BOX — RMB (or equivalent RSD, RSM, CMB etc)
Please see also examples at pages 33 - 38.
CLIENT DETAILS
Land holdings might be described in the various States and Territories within Australia by reference to their legal description. For example:
'That piece or parcel of land situate in parish of......County or Shire of............ being Lot No....(or Portion...) in Deposited Plan No......... being whole or part of land in the Certificate of Title Volume No......... Folio No.......'.
However, this detail is inappropriate for correspondence purposes. Physical identification may be satisfied by simple reference to lot numbers or allotment numbers, together with the street name, especially in the case of new housing areas. In other cases reference may be made to block and section numbers. These numbers may be replaced later by street numbers when they are known. The address in some small towns or villages may not include a street name.
The combinations of data in the street number and street name fields may vary. For example:
Street Number (recorded in Street No field) with Street Name;
Block, Section etc (recorded in Street No field) with Street Name;
Block, Section etc (recorded in Street No field) without Street Name.
Examples of Street Number descriptions used in the various States and Territories within Australia are as follows:-
The relevant details of a person's address might include the following:
Lot Number — LOT NO.315, FOWLER RD, ILLAWONG
Deposited Plan — DP 746; Volume; VOL 81; Folio FOL 6
However, the correspondence address of Lot number 315, Fowler Road, Illawong NSW 2234 should be shown in the street number field for the purposes of data entry as LOT 315 (see example below).
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL...........................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 02-52412345
Line 3 Street Name Type 02-52896644
Street NoLOT 315 FOWLER Road
Town ILLAWONG............................State NSW Postcode 2234
Country .....................Foreign Postcode.....
The legal identification of land in Victoria makes reference to Registered Plans and Crown Allotments as well as Volume and Folio numbers.
The correspondence address of Allotment number 315, Edwards Lane should be shown in the Addressee field for the purposes of data entry as ALLOT 315 (see example below).
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth.................Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 03 502412345
Line 3 Street Name Type 03 502896644
Street NoALLOT 315 EDWARDS LANE
Town MANANGATANG...........................State VIC Postcode 3546
Country .....................Foreign Postcode.....
The correspondence address may include such references as a location number, a lot number, an allotment number, or a block number rather than a street number. For the purposes of data entry the location/lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters). Lot 315 would be shown as LOT 315 as follows:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL...........................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 07 -92412345
Line 3 Street Name Type 07-92896644
Street NoLOT 315 EDWARDS LANE
Town AIRLIE BEACH...........................State QLD Postcode 4546
Country .....................Foreign Postcode.....
The correspondence address may include such references as a location number, a lot number, an allotment number, or a block number rather than a street number. For the purposes of data entry the location/lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters). Location 15 would be shown as LOC 15 as follows:
CLIENT DETAILS
Client Number 0000874
Surname.. BLINKHORN....................Date of Birth................. Death Indicator....
Given..CECIL JOHN THOMAS.........16-JUN-1953 ...
Addressee Line 1 MR C J T BLINKHORNTelephone Nos
Line 2 08-92412345
Line 3 Street Name Type 08-92896644
Street NoLOC 15 EDWARDS LANE
Town ALBANY...........................State WA Postcode 6330
Country .....................Foreign Postcode.....
The correspondence address may include a lot number, an allotment number, or a block number rather than a street number. For the purposes of data entry the lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters). Lot 15 (or Allotment or Block 15) would be shown as LOT 15 (or ALLOT 15, or BLOCK 15) as follows:
CLIENT DETAILS
Client Number 0000894 File Number 0000428 Number of Other File Numbers 0
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL...........................16-JUN-1953 Notepad Indicator...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 08 94824123
Line 3 Street Name Type 08 94828966
Street NoALLOT 15 EDWARDS LANE
Town AMERICAN RIVER.....................State SA Postcode 5221
Country .....................Foreign Postcode.....
The correspondence address may include a lot number in the absence of a street number. For the purposes of data entry the lot number should be shown in the Street No. field (maximum of 20 characters). Lot 35 would be shown as LOT 35 as below:
CLIENT DETAILS
Client Number 0000894 Number of Other File Numbers 0
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 ..
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 03-42412345
Line 3 Street Name Type 03-42896644
Street NoLOT 35 EDWARDS LANE
Town STRAHAN...........................State TAS Postcode 7468
Country .....................Foreign Postcode.....
The correspondence address may include a block number or block and section numbers in the absence of a street number. For the purposes of data entry the block and section numbers should be shown in the Street No. field (maximum of 20 characters). Block 1 Section 17 would be shown as BLOCK 1 where a street name is available as below:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 02-62412345
Line 3 Street Name Type 02-62896644
Street NoBLOCK 1 PAMBULA Street
Town KALEEN...........................State ACT Postcode 2617
Country .....................Foreign Postcode.....
(THE STREET NAME FIELD HAS A MAXIMUM OF 30 CHARACTERS)
The protocol for data entry for street names is basically the same as that for the entry of correspondence surname (paragraph 2.2). For Street Name purposes they are:
(a) where applicable hyphens without spaces are permitted;
(b) where applicable apostrophes between letters are permitted for street names (eg L'STRANGE);
(c) where applicable appropriate spaces between letters are permitted for street names
(eg DE BOAR GROVE, LE STRANGE CT);
(d) commas or full stops are not permitted.
Examples of Street names based on these protocols are:-
DATASTANDARD
Watkins-Smith WATKINS-SMITH
L' Strange L' STRANGE
O'Sullivan O'SULLIVAN
Le Strange — LE STRANGE
de Boar — DE BOAR
St John ST JOHN
D'Arcy — D'ARCY
Van den Berg — VAN DEN BERG McCaulay — MCCAULAY
MacKay — MACKAY
Correspondence street name (eg Le Strange) should be shown as it appears in the application or other record to reflect the client's preference. This name is recorded against 'Street Name' as LE STRANGE as shown in the example below:
CLIENT DETAILS
Client Number 0000894
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given...........................................16-JUN-1953 Addressee Line 1 VAN DEN BERG — Telephone Nos
Line 2.....................................................
Line 3................Street Name Type .................
Street No ......... LE STRANGE................ Town ............................State ...... Postcode ......
Country .....................Foreign Postcode.....
Select the appropriate Street Type from the drop-down listing
Some addresses may not require a street type. In these cases the street name is complete without a street type. Where a street name is a word which is also a street type (eg BOULEVARD) it should not be abbreviated.
Examples:
115 COMMERCIAL STREET EAST
34 THE CAUSEWAY
16 THE RIDGEWAY
77 THE BOULEVARD
Where an address is a corner address, the following format is to be applied:
(a) Where street types differ:
CNR SMITH AVE & JONES Street (selected from drop-down menu)
(b) Where street types are the same:
CNR SMITH & JONES STS
(ADDRESSEE LINE 2 HAS A MAXIMUM OF 30 CHARACTERS)
Addressee Line 2 data may contain any one of the following acceptable types (formats) of data. However, where an address includes a combination of this data it must be recorded in the order of priority as listed below at Addressee Line 2 and Addressee Line 3.
Examples of order of priority:
1. de facto or other surname (see Example 8 page 36);
2. C/- Public Trustee (see Example 3 page 34);
3. C/- another person (see Example 6 page 35);
4. Base name (see Example 11 page 38);
5. "House name" or rural "Property name"(see Example 5 page 35);
6. GPO/PO Box 123 (see Example 4 page 34).
If the address does not contain any of these formats the Addressee Line 2 will not contain any address data. The relevant data will be recorded against Street No. and Street Name (see Example 1 page 33).
A house name eg "Caringbah" will be recorded at Addressee Line 2 as "CARINGBAH" inside double quotation marks (see Example 5 page 35). This may or may not be accompanied by a Street No. and Street Name.
A post office address, whether a box number or care of a Post Office, will appear against Addressee Line 2. There will not be any details recorded against Street No. and Street Name (see below and Example 8 page 36). Where there is a combination of the kind of data in 1 to 6 above the lower priority data will flow over to Addressee Line 3 (see paragraph 5.5 Addressee Line 3).
Addressee Line 1 EST J P VAN DEN BERG
Addressee Line 2 GPO BOX 303
Addressee Line 3
Street No./Street name
Town etc WODEN ACT 2606
Where combined names and initials (eg MR J P VAN DEN BERG & MS K M MART) exceed 30 characters, the second name will flow over onto Addressee Line 2. The second name will be preceded by '&' (refer to Example 9 page 37).
(ADDRESSEE LINE 3 HAS A MAXIMUM OF 30 CHARACTERS)
Where there is a combination of the kind of data in the examples of order of priority 1 to 6 of paragraph 5.4 Addressee Line 2 the lower priority data will flow over to Addressee Line 3.
Example:
C/- PUBLIC TRUSTEE and a GPO BOX number are recorded as follows;
Addressee Line 1 EST J P VAN DEN BERG
Addressee Line 2 C/- PUBLIC TRUSTEE
Addressee Line 3 GPO BOX 303
Street No./Street name
Town etc WODEN ACT 2606
Example:
C/- J P POTTER and the house/property name "CARINGBAH" are recorded as follows;
Addressee Line 1 EST J P VAN DEN BERG
Addressee Line 2 C/- J P POTTER
Addressee Line 3 "CARINGBAH"
Street No./Street name
Town etc BINDA NSW 2583
(THE TELEPHONE No. FIELDS EACH HAVE A MAXIMUM OF 15 CHARACTERS)
The following protocols are to be observed when entering clients' telephone numbers:
(a) area code to be separated from number by hyphen - no brackets to be used;
(b) relevant home, work, mobile, fax telephone number to be recorded in specific fields provided
Examples of clients' telephone numbers based on these protocols are:-
DATASTANDARD
(02) 213 7777 — 02-2137777
(03) 284 6000 — 03-2846000
(07) 223 8777 — 07-2238777
(09) 436 8333 — 09-4368333
(08) 213 2611 — 08-2132611
(002) 216 666 — 002-216666
(06) 267 1411 — 06-2671411
(THE TOWN NAME FIELD HAS A MAXIMUM OF 40 CHARACTERS)
Select Town name from drop-down menu provided, which is based on Australia Post Postcode listing. It is possible that there may be a town which has been added under a particular postcode. In this circumstance, an email should be sent to 'Nat DSH Insurance” requesting the town concerned be included under the postcode. The Australia Post website should be checked to confirm that the town is officially recognised under that postcode.
(THE STATE FIELD HAS A MAXIMUM OF 3 CHARACTERS)
Standard abbreviations not exceeding 3 characters are used in the State field. Select from drop-down listing.
Standard abbreviations based on this protocol are:-
DATASTANDARD
Australian Capital Territory — ACT
Northern Territory — NT
New South Wales — NSW
Victoria — VIC
Queensland — QLD
Western Australia — WA
South Australia — SA
Tasmania — TAS
(THE POST CODE FIELD HAS A MAXIMUM OF 6 CHARACTERS)
Provision has been made for a 6 digit postcode field to cater for potential growth in the number of postcodes in the years ahead. The postcode field is automatically completed from the “Town and “State”.
(THE COUNTRY NAME FIELD HAS A MAXIMUM OF 30 CHARACTERS)
Country names may be abbreviated according to the most commonly known and internationally recognised form of abbreviation so that mail would be reliably delivered to the address.
Examples of names of countries based on this protocol are:-
UNITED KINGDOM or — UK
UNITED STATES OF AMERICA or — USA
(THE FOREIGN POSTCODE FIELD HAS A MAXIMUM OF 15 CHARACTERS)
Foreign Postcodes are to be shown when applicable in the Foreign Postcode field
eg TS3 9HQ as shown in the example at 'Section 12 Overseas Addresses' at page 32.
(a) The protocol for data entry of overseas addresses is 'free format' as in the example below.
(b) Generally, overseas addresses require more lines than Australian addresses. Therefore, Addressee Lines 1, 2 & 3 are used as in the example below.
(c) Where the overseas address will fit satisfactorily in the Australian address format (for example, where it only contains a street number, street name and type, town, country and foreign postcode) then those fields may be used. (refer also Section 5 ADDRESSEE DETAILS).
Example of a foreign address based on these protocols is as follows:-
MR A & MRS F THOMSON
28 RAINHAM CLOSE
THORNTREE
MIDDLESBROUGH CLEVELAND
UNITED KINGDOM TS3 9HQ(or UK TS3 9HQ)
CLIENT DETAILS
Client Number 0000994 Surname THOMSON...........................Date of Birth................. Death Indicator....
Given..ALLAN FREDERICK.............16-JAN-1920 ...
Addressee Line 1 MR A & MRS F THOMSON — Telephone Nos
Line 2 28 RAINHAM CLOSE
Line 3 THORNTREE Street Name Type
Street No
Town MIDDLESBROUGH CLEVELAND State Postcode
Country UK Foreign Postcode TS3 9HQ
NOTE
The maximum character spaces available for addresses are as follows:
Addressee Line 130
Addressee Line 230
Addressee Line 330
Town name40
Country30
Foreign postcode15
The following examples show the recording of client addressee details in the data screen under CLIENT DETAILS
MRS D TWITE
34 PAMBULA ST
KALEEN ACT 2617
CLIENT DETAILS
Client Number 0000994
Surname TWITE...........................Date of Birth................. Death Indicator....
Given..DIXIE JANE......................16-JAN-1950
Addressee Line 1 MRS D J TWITETelephone Nos
Line 2
Line 3 Street Name Type Street No 34 PAMBULA Street
Town KALEEN............................State ACT Postcode 2606
Country .....................Foreign Postcode.....
MR J P & MRS F VAN DEN BERG
"WODEN G — AR — D — E — NS"
34/154 MELROSE DR
WODEN ACT 2606
CLIENT DETAILS
Client Number 0000894 File Number 0000428 Number of Other File Numbers 0
Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 Notepad Indicator...
Addressee Line 1 MR J P & MRS F VAN DEN BERGTelephone Nos
Line 2 "WODEN GARDENS"
Line 3 Street Name Type
Street No 34/154 MELROSE Drive
Town WODEN............................State ACT Postcode 2606
Country .....................Foreign Postcode.....
ESTATE OF J P VAN DEN BERG
C/- PUBLIC TRUSTEE
54 MARCUS CLARKE ST
CANBERRA ACT 2600
CLIENT DETAILS Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 ESTATE OF J P VAN DEN BERGTelephone Nos
Line 2 C/- PUBLIC TRUSTEE
Line 3 Street Name Type
Street No 54 MARCUS CLARKE Street
Town CANBERRA............................State ACT Postcode 2601
Country .....................Foreign Postcode.....
ESTATE OF J P VAN DEN BERG
C/- PUBLIC TRUSTEE
PO BOX 513
WODEN ACT 2606
CLIENT DETAILS Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 ESTATE OF J P VAN DEN BERGTelephone Nos
Line 2 C/- PUBLIC TRUSTEE
Line 3PO BOX 513 Street Name Type Street No
Town WODEN............................State ACT Postcode 2606
Country .....................Foreign Postcode.....
MR J P VAN DEN BERG
"CARINGBAH"
RMB 315
CROOKWELL NSW 2583
CLIENT DETAILS -
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 "CARINGBAH"
Line 3RMB 315 Street Name Type
Street No
Town CROOKWELL............................State NSW Postcode 2583
Country .....................Foreign Postcode.....
MR J P VAN DEN BERG
C/- MRS V FROGMORE
"CARINGBAH"RMB 315
CROOKWELL NSW 2583
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 ...
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 C/- MRS V FROGMORE Line 3"CARINGBAH"RMB 315 Street Name Type Street No
Town CROOKWELL............................State NSW Postcode 2583
Country .....................Foreign Postcode.....
MR J P VAN DEN BERG
"LINTON"
WAR VETERANS' HOME
YASS NSW 2582
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 "LINTON"
Line 3WAR VETERANS' HOME Street Name Type
Street No
Town YASS............................State NSW Postcode 2582
Country .....................Foreign Postcode.....
MR J P VAN DEN BERG & MS K MART
C/- POST OFFICE(or GPO BOX #, PO BOX #)
THE ROCK NSW 2655
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 MR J P VAN DEN BERG & MS K MARTTelephone Nos
Line 2 C/- POST OFFICE
Line 3 Street Name Type
Street No
Town THE ROCK............................State NSW Postcode 2655
Country .....................Foreign Postcode.....
MR J P VAN DEN BERG & MS K M MART
C/- POST OFFICE(or GPO BOX #, PO BOX #)
THE ROCK NSW 2655
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 MR J P VAN DEN BERG Telephone Nos
Line 2 & MS K MART
Line 3C/- POST OFFICE Street Name Type
Street No
Town THE ROCK............................State NSW Postcode 2655
Country .....................Foreign Postcode.....
In the above example the combined client names exceed the maximum number of 30 characters for this line. The second client name therefore is entered into Addressee Line 2 preceded by an ampersand (&)
MR J P VAN DEN BERG
BLOCK 1 SECTION 17
KAMBAH ACT 2902
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953
Addressee Line 1 MR J P VAN DEN BERGTelephone Nos
Line 2 Line 3 Street Name Type
Street No..BLOCK 1 SECTION 17..........................
Town KAMBAH............................State ACT Postcode 2902
Country .....................Foreign Postcode.....
AIRCDRE J P VAN DEN BERG
RAAF BASE
LAVERTON VIC 3027
CLIENT DETAILS
Client Number 0000894 Surname VANDENBERG....................Date of Birth................. Death Indicator....
Given..JOHN PAUL.........................16-JUN-1953 ...
Addressee Line 1 AIRCDRE J P VAN DEN BERGTelephone Nos
Line 2 RAAF BASE Line 3 Street Name Type Street No
Town LAVERTON.........................State VIC Postcode 3027
Country .....................Foreign Postcode.....
NOTE
(a) Base names are to be shown at Addressee Line 2;
(b) Always use the Base postcode (some differ from the nearest town's postcode).
Other examples are:
Addressee Line 2TownStatePostcode
MILPO — I — NGLEBURN — NSW — 2174
MILPO — PUCKAPUNYAL — VIC — 3662
RAAF WILLIAMS — PT COOK — VIC — 3029
RAAF BASE — LAVERTON — VIC — 3027
LAVARACK BARRACKS — TOWNSVILLE — QLD — 4813
Maximum character spaces for CLIENT DETAILS screen.
MAXIMUM
DATA — CHARACTER — FORMAT
ITEM — SPACES — COMMENTS
A
Addressee Line 1 — 30 — See Para 2.2
Addressee Line 2 — 30 — See Para 5.4
Addressee Line 3 — 30 — See Para 5.5
B
BSB Number 6
C
Client Names
Given — 30 — See Para 2.3
Surname — 30 — See Para 2.1
Client Number 7
Country — 30 — See para 10
D
Date of Birth — 11 — DD-MMM-YYYY
(NB 'MMM' field is Alpha)
Death Indicator 1 — Alpha ('D') or blank
F
File Number 7
N
Notepad Indicator 1 — Alpha ('Y') or blank
P
Postcode
Australia 6 — See Para 9
Foreign — 15 — See Para 11
S
State 3 — See Para 8
Street
Name — 30 — See para 5.2
Number — 20 — See Para 5.1
Type — 10 — See Para 5.3
T
Telephone numbers — 15 — See Para 6
Territory — 3 — See Para 8
Town Name — 40 — See Para 7
The importance of a high level of accuracy of data entry cannot be overstated. Complete and accurate data is crucial to decision-making in respect of insurance/loan clients and to decision-making in respect of Management analysis (performance and policy options). All officers should ensure all information is keyed in with the highest possible degree of accuracy. Every opportunity should be taken to update/correct existing data (eg when actioning transfers, portability and paper file examination).
Various Management Reports are available. The data in some of these reports will be used in the Department of Veterans' Affairs Annual Report to Parliament. Within the Department data will be sought by the Secretary and other levels of Management. Other Departments such as the Department of Finance and the Department of Defence also require accurate and timely data on the operations of DSH. The various reports are accessed from the “Application” menu at the top of the CELS screen. You first need to select a client and then go to “Application” screen.
A 'D' in the Death Indicator field indicates the client is deceased. This field is otherwise left blank.
If the Notepad screen has a blue +, it indicates further information is held on the client (but it may be information relating to Insurance). Insurance information can be accessed but is is “read only” for DSH Subsidy staff . Further information may be entered on the CELS Notepad if necessary.
Links
[1] http://clik.dva.gov.au/user/login?destination=node/18028%23comment-form
[2] http://clik.dva.gov.au/user/login?destination=node/18505%23comment-form
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