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Data Entry Protocols

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1 INTRODUCTION

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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.

2 CLIENT NAMES

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2.1 SURNAMES (family name)

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(SURNAME FIELD HAS MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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.

2.2 CORRESPONDENCE SURNAMES (family names)

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(PART OF ADDRESSEE LINE 1 WHICH HAS MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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.....

2.2.1 WHERE CORRESPONDENCE NAMES EXCEED MAXIMUM 30 CHARACTERS FOR ADDRESSEE LINE 1

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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).

2.3 GIVEN NAMES

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(GIVEN NAMES FIELD HAS MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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.

2.4 CORRESPONDENCE GIVEN NAMES (initials)

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(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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.....

2.5 NAMES (other issues)

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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.

2.6 CHANGING CORRESPONDENCE NAMES (Addressee Line 1)

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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).

3 HONORIFICS/TITLES (Name prefixes)

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(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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

4 AWARDS/MEDALS ABBREVIATIONS (Name suffixes)

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(PART OF ADDRESSEE LINE 1 FIELD MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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)

5 ADDRESSEE DETAILS (Correspondence)

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5.1 STREET NUMBERS

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(STREET No. FIELD HAS MAXIMUM OF 20 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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).

5.1.1 STREET NUMBER EXAMPLES

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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.

5.1.2 STREET NUMBER EXAMPLES (STATES)

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     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

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Examples of Street Number descriptions used in the various States and Territories within Australia are as follows:-

NEW SOUTH WALES

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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.....

VICTORIA

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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.....

QUEENSLAND

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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.....

WESTERN AUSTRALIA

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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.....

SOUTH AUSTRALIA

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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.....

TASMANIA

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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.....

AUSTRALIAN CAPITAL TERRITORY

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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.....

5.2 STREET NAMES

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(THE STREET NAME FIELD HAS A MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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.....

5.3 STREET TYPES

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DSH DATA ENTRY PROTOCOL

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Select the appropriate Street Type from the drop-down listing

5.3.1 WHERE NO STREET TYPE EXISTS

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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

5.3.2 WHERE 'CORNER' IS USED IN A CORRESPONDENCE ADDRESS

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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

5.4 ADDRESSEE LINE 2

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(ADDRESSEE LINE 2 HAS A MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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

NAMES EXCEEDING MAXIMUM 30 CHARACTERS FOR ADDRESSEE LINE 1

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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).

5.5 ADDRESSEE LINE 3

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(ADDRESSEE LINE 3 HAS A MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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

6 TELEPHONE NUMBERS

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(THE TELEPHONE No. FIELDS EACH HAVE A MAXIMUM OF 15 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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

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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

7 TOWN NAMES

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(THE TOWN NAME FIELD HAS A MAXIMUM OF 40 CHARACTERS)

DATA ENTRY PROTOCOL

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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.

8 STATE/TERRITORY ABBREVIATIONS

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(THE STATE FIELD HAS A MAXIMUM OF 3 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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Standard abbreviations not exceeding 3 characters are  used in the State field. Select from drop-down listing.

EXAMPLES

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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

9 POST CODES (Australia)

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(THE POST CODE FIELD HAS A MAXIMUM OF 6 CHARACTERS)

DSH DATA ENTRY PROTOCOLS

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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”.

10 COUNTRY NAMES

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(THE COUNTRY NAME FIELD HAS A MAXIMUM OF 30 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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

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Examples of names of countries based on this protocol are:-

UNITED KINGDOM  or — UK

UNITED STATES OF AMERICA or — USA

11 FOREIGN POSTCODES

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(THE FOREIGN POSTCODE FIELD HAS A MAXIMUM OF 15 CHARACTERS)

DSH DATA ENTRY PROTOCOL

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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.

12 OVERSEAS ADDRESSES

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DSH DATA ENTRY PROTOCOLS

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(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

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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

13 NAME/ADDRESS EXAMPLES

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The following examples show the recording of client addressee details in the data screen under CLIENT DETAILS

EXAMPLE 1

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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.....

EXAMPLE 2

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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.....

EXAMPLE 3

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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.....

EXAMPLE 4

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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.....

EXAMPLE 5

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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.....

EXAMPLE 6

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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.....

EXAMPLE 7

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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.....

EXAMPLE 8

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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.....

EXAMPLE 9

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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  (&)

EXAMPLE 10

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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.....

EXAMPLE 11

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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

APPENDIX 1 FIELD SPACES

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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

APPENDIX 2 DATA ENTRY & REPORTS

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DATA ENTRY

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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).

REPORTS

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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.

APPENDIX 3 DEATH & NOTEPAD INDICATORS

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DEATH INDICATOR

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A 'D' in the Death Indicator field indicates the client is deceased.  This field is otherwise left blank.

NOTEPAD INDICATOR (on Client Guide or Application Guide screens)

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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.


Source URL (modified on 14/10/2014 - 11:39am): http://clik.dva.gov.au/health-policy-library/defence-service-homes-dsh/general-orders/data-entry-protocols

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[63] http://clik.dva.gov.au/user/login?destination=node/18474%23comment-form
[64] http://clik.dva.gov.au/user/login?destination=node/18342%23comment-form
[65] http://clik.dva.gov.au/user/login?destination=node/18476%23comment-form
[66] http://clik.dva.gov.au/user/login?destination=node/18341%23comment-form
[67] http://clik.dva.gov.au/user/login?destination=node/18527%23comment-form
[68] http://clik.dva.gov.au/user/login?destination=node/18348%23comment-form
[69] http://clik.dva.gov.au/user/login?destination=node/18108%23comment-form
[70] http://clik.dva.gov.au/user/login?destination=node/18523%23comment-form
[71] http://clik.dva.gov.au/user/login?destination=node/18267%23comment-form
[72] http://clik.dva.gov.au/user/login?destination=node/18621%23comment-form
[73] http://clik.dva.gov.au/user/login?destination=node/18245%23comment-form
[74] http://clik.dva.gov.au/user/login?destination=node/18442%23comment-form
[75] http://clik.dva.gov.au/user/login?destination=node/18208%23comment-form
[76] http://clik.dva.gov.au/user/login?destination=node/18332%23comment-form
[77] http://clik.dva.gov.au/user/login?destination=node/18425%23comment-form
[78] http://clik.dva.gov.au/user/login?destination=node/18436%23comment-form
[79] http://clik.dva.gov.au/user/login?destination=node/18378%23comment-form
[80] http://clik.dva.gov.au/user/login?destination=node/18188%23comment-form
[81] http://clik.dva.gov.au/user/login?destination=node/18222%23comment-form
[82] http://clik.dva.gov.au/user/login?destination=node/18579%23comment-form
[83] http://clik.dva.gov.au/user/login?destination=node/18463%23comment-form
[84] http://clik.dva.gov.au/user/login?destination=node/18161%23comment-form