National Coronial Information System Coding Manual and User Guide Version 4e (Revised) September 2018 National Coronial Information System (NCIS) Victorian Department of Justice and Regulation 65 Kavanagh Street SOUTHBANK VIC 3006 Ph: (03) 9684 – 4414 Fax: (03) 9682 – 7353 Email: [email protected] Web Site: www.ncis.org.au CONTENTS ABBREVIATIONS .............................................................................................................................................. 7 INTRODUCTION ............................................................................................................................................... 8 What is the National Coronial Information System? .....................................................................................................8 What data is stored in the NCIS? ......................................................................................................................................9 Sources of Data ....................................................................................................................................................................9 NCIS Core Data Set ............................................................................................................................................................9 Benefits of the NCIS .......................................................................................................................................................... 10 Stakeholders ...................................................................................................................................................................... 10 By what authority does NCIS manage access to the data? ......................................................................................... 10 How can I get access to the NCIS?.................................................................................................................................. 11 How to use this manual ................................................................................................................................................... 11 Order of Definitions and Guidelines .............................................................................................................................. 12 Versions and updating ..................................................................................................................................................... 12 References .......................................................................................................................................................................... 13 Data Quality ...................................................................................................................................................................... 13 Type of Cases ..................................................................................................................................................................... 14 Contacts .............................................................................................................................................................................. 15 CONCEPT DEFINITIONS .............................................................................................................................. 17 Entering Times .................................................................................................................................................................. 17 Body Not Recovered ......................................................................................................................................................... 18 Contribution of Alcohol and Drugs ............................................................................................................................... 19 Geocoding .......................................................................................................................................................................... 20 Jump To Function ............................................................................................................................................................. 21 Location (Date/Time) Fields ........................................................................................................................................... 22 Multiple Fatality Event .................................................................................................................................................... 23 NCIS Interface Timeout Period ....................................................................................................................................... 24 On or Between Dates/Times ........................................................................................................................................... 25 Other Specified .................................................................................................................................................................. 26 Still Enquiring versus Unlikely to be Known ............................................................................................................... 27 Time Location Screens ...................................................................................................................................................... 28 Transferred Cases ............................................................................................................................................................. 29 Traffic v Non Traffic ......................................................................................................................................................... 30 Transport Related Deaths ................................................................................................................................................ 31 Work-Related..................................................................................................................................................................... 32 GETTING THINGS STARTED ...................................................................................................................... 34 Data Entry .......................................................................................................................................................................... 34 Local Case Number Format ............................................................................................................................................. 35 Accessing Existing Cases – NCIS .................................................................................................................................... 36 Accessing New or Existing Cases – Australian LCMS ................................................................................................ 37 Methods of Movement ..................................................................................................................................................... 39 Signing Off ......................................................................................................................................................................... 40 Re-opening Cases .............................................................................................................................................................. 41 NCIS Coding Manual Version 4e (Revised) – September 2018 1 CODING TIPS ON SELECTED DATA FIELDS.......................................................................................... 43 Age (At Death) .................................................................................................................................................................. 43 Agency Type ...................................................................................................................................................................... 44 Body Found Date .............................................................................................................................................................. 45 Body Found Time ............................................................................................................................................................. 46 Case Type - Completion .................................................................................................................................................. 47 Case Type - Notification .................................................................................................................................................. 48 Context ............................................................................................................................................................................... 49 Coroner Closed ................................................................................................................................................................. 51 Coroner‘s Recommendation/Warning .......................................................................................................................... 51 Counterpart ....................................................................................................................................................................... 52 Country of Birth ...............................................................................................................................................................