Total Records and Information Management (TRIM) Basic Survival Course Mr Llew Goode – Manager, University Records Mr Dave Hadden – Electronic Document, and Records Management System (EDRMS) Project Manager

TRIM Basic Survival Course Part 1 TRIM and Records Management Part 2 Saving, Searching & Forwarding Part 3 Email, Web Client, Summary What is a Record? Why keep Records? Staff Responsibilities The role of Central Records Benefits of an EDRMS The File Plan and Classification Security Nothing to Fear Video BREAK Getting Started Typical TRIM Window Modify the TRIM Window Processing Records: Records Received Saving a Record Action Tracking External Locations Searching Amending a Record Forwarding Records Printing Registering Email: Attachment Only Message Only Both Forwarding Email Record The TRIM Web Client Support Summary Questions Blue font highlights only those subjects covered in the Web Client Course

Take Home Message Why good recordkeeping is important Staff responsibilities Ability to save, search and forward records Where to go for additional support

Benefits of an EDRMS For the Individual: Less time spent searching for files or documents Less duplication Enhanced sharing of information between staff Ability to view the same document simultaneously Reduced risk of loss For Flinders University: Access to definitive accurate and complete information Reduction in the management and maintenance of ‘silos of information’ and the creation of a ‘corporate memory’. Improved productivity at a reduced cost Better informed decision and decision-making processes Environmentally Friendly Scenario

What is a Record ? ‘Information created, received, and maintained as evidence and information by an agency, organization or person, in pursuance of legal obligations or in the transaction of business.’ Australian Standard ISO15489-1 - Records Management Examples of various Record Format Paper, Books, Magazines, CD/DVDs, Map, Photographs, Diagrams etc Is this document evidence of an action or a decision? Will this document need to be referred to in the future? Is there a statutory requirement to retain the document? If ‘Yes’ to any then the information needs to be managed as an official University Record’

Staff Recordkeeping Responsibilities Staff - are required to keep: appropriate and accurate records which document decisions and actions for which the University may be held accountable. incorporate those records into University recordkeeping systems. Supervisors – are responsible for: ensuring staff under their supervision adequately create, capture, maintain and store records as evidence of University business. ‘The sensitivity and value of records should be assessed at the time of creation or receipt, preferably by those staff who create or receive the record, so that appropriate arrangements are made for their accessibility and security.’ Flinders University Records Management Policy Dated 7 May 2008

Central Records - Responsibilities Scanning, Registering and Distributing in coming hardcopy mail via TRIM. Creating Files within TRIM. Hardcopy delivery of other mail (No Change). Filing of original scanned hardcopy correspondence. Incorporation of major committee extracts within TRIM. Provision of TRIM Training and Records Management induction. TRIM System Administration including quality control and helpdesk support. Administration of non-current records that are held both on and off-site (No Change). Provision of Records Management Advice relating to requirements of the State Records Act 1997. (No Change).

Central Records – TRIM Day 1 13 April 2011 On TRIM Implementation Day all current central files will be closed. No plans to import legacy Central Records documents into TRIM. Hardcopy TRIM files will be opened as necessary with the same No & Title as the corresponding electronic file for materials such as original signed legal documents and objects which have not been scanned e.g thick publications. Hardcopy files will be retained in Central Records for approximately 2 years then moved to the Archive Store.

Flinders University EDRMS File Plan Function ‘Information Management’ Activity ‘Intellectual Property’ Transaction Groups ‘Reproduction’ Non-Uni Owned Subject File ‘Copyright – Music Societies’ ‘Audio Visual Copyright’ Subject Files…. ‘Establishment’ ‘’Infringement’ ‘Compliance’ ‘Audit’ ‘Research’

Flinders University EDRMS File Plan – Functional Level

Flinders University EDRMS File Plan – Activity Level

Flinders University EDRMS File Plan – Transaction Level

Flinders University EDRMS File Plan – File Level

Classifying a Record Check your favourite Records Use the ‘Search’ Function to find File Titles Browse the File Plan (Guided by Scope Notes) Website and TAN Final Resort – Seek Guidance from Central Records

Record Naming Convention Use meaningful titles. Do not use abbreviations, truncated words or jargon. Date format should be e.g 20 January 2011. Financial Years should be recorded in the Title as e.g 2010 – 2011. Names should be recorded as First Initial and Surname Avoid the use of symbols e.g !*@% etc.

Security Classification (Rights of the Group/User) (Content Specific) Caveats (Content Specific) Access Controls (Rights of the Group/User) Confidential Unclassified Staff in Confidence Student in Confidence Industrial in Confidence Commercial in Confidence Medical in Confidence Committee in Confidence Legal in Confidence Complaints in Confidence Security in Confidence Hours and Awards View Document View Metadata Update Record Update Metadata Contribute Contents Destroy Records Modify Record Access

Part 2 – TRIM Saving, Searching, Forwarding

Title Bar List Column Headings List Pane Shortcut Bar View Pane Tab Bar

Part 3 – Support and Summary

Pass to Application Team Pass to Central Records User Problem 12345 HELPDESK SUPPORT L1 – Helpdesk Ticket Opened Fault Resolved? Close Ticket L2 Network Issue? Fault Rectified Pass to Network Team Inform Helpdesk Hint •To create a flowchart, you can modify this example (copy & paste) or you can start from scratch to create your own flowchart. To add flowchart shapes In the Drawing group on the Home tab, click on the bottom “arrow” button next to the shapes, and find the Flowchart shapes. Click on the shape that you want. Use the cursor to create the shape where you want it on the slide, and size it as you like. To add connectors between the shapes 1. On the Drawing group, click on the bottom “arrow” button next to the shapes, and find the Lines shapes. 2. Point to where you want to lock the connector. 3. Click the first connection site you want, point to the other shape, and then click the second connection site. •To delete the sample flowchart and these instructions, press Control + A and then Delete. L2 Desktop Issue? Fault Rectified Pass to Application Team Inform Helpdesk L2 TRIM Application Fault Rectified Pass to Central Records Inform Helpdesk

From 28 Mar – User Downloads the TRIM Package Implementation From 28 Mar – User Downloads the TRIM Package (TRIM, MS Office 2007 or MS Office 2010) 28 Mar– 13 Apr – ‘Sandpit’ available 13 April – ‘Go Live’ TRIM Day 1

Information and Support TRIM System Administration – Telephone 13062 TRIM Help Menu Email – TRIMhelp@flinders.edu.au Email – CentralRecords@flinders.edu.au Website - http://www.flinders.edu.au/policyandsecretariat/archives/edrms-project/

Course Summary What is Records Management and why it is important Staff Responsibilities Overview of an EDRMS and Classifying Records Logging into TRIM Customisation of TRIM Viewing Records in TRIM Saving Documents into TRIM Searching for Records Editing a Record Action Tracking, External Locations and Forwarding Records Saving and Forwarding Emails Accessing and Viewing Document using the TRIM Web Client