1 RECORDS MANAGEMENT USING TRIM Presented by: Information Access Operations Shared Services BC Ministry of Citizens’ Services

2 CONTENT What is TRIM? TRIM Benefits TRIM Roles TRIM Implementation TRIM Functionality

3 WHAT IS TRIM? An Enterprise Document and Records Management System (EDRMS) that manages all types of records. TRIM is: Used in over 1,000 organizations worldwide Currently used by: Gov’t of Newfoundland, Gov’t of BC, City of Vancouver, US Navy, FBI & Gov’t of Northern Ireland Gov’t standard set by BC Gov’t CIO’s Office Fit to BC requirements verified through multiple ministry and branch deployments

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5 TRIM BENEFITS BUSINESS IMPROVEMENT Improve searching and retrieval Better information = better service Support branch information sharing Address burden Support knowledge retention

6 TRIM BENEFITS RISK MANAGEMENT Retirement of QRMS Keep electronic records for appropriate time Reduce paper shadow file Back-up copy of key case files COMPLIANCE Meet legislative requirements Maintain security and privacy Increase accountability and integrity Improve support for litigation

7 TRIM BENEFITS SUPPORT GREEN INITIATIVES Reduce records storage equipment, space and costs Reduce creation of paper records Reduce records duplication costs Reduce courier requirements

8 TRIM ROLES Information Worker (= records staff) Attends 2-3 days training in Victoria Creates electronic and physical folders in TRIM Completes folder maintenance (searches, reports labels, box maintenance etc.) First line of support for Branch TRIM users End Users Attends on-line training or ½ day in Victoria Searches and saves documents in TRIM Information Mgr & Administrator (select IAO staff) All configuration tasks & system procedures

9 SAMPLE TRIM IMPLEMENTATION PROJECT PLANNING Review of current needs Project charter Plans for project, communications, training & change management IMPLEMENTATION Phase 1 - TRIM for physical records mgt Phase 2 - TRIM for electronic records mgt

10 PHASE 1 – TRIM FOR PHYSICAL RECORDS KEY ACTIVITIES: Installation of TRIM software on desktops TRIM user & location configuration ORCS data migration from QRMS/CRMS Physical folder data migration from QRMS/CRMS TRIM Information Worker training & desk-side support

11 PHASE 2 – TRIM FOR ELECTRONIC RECORDS KEY ACTIVITIES: Information management assessment report TRIM user & location configuration TRIM security and access configuration Records Management (RM) training Open e-folders in TRIM TRIM user training & desk-side support

12 RESOURCE REQUIREMENTS IAO provides at no cost: Project implementation support & subject matter expertise TRIM configurations & user set-up Monthly training sessions (in Victoria) On-line training & Live Meeting training TRIM business helpdesk Branch provides: Project sponsor Project team members as appropriate ISTORE orders for TRIM installation & data migration Project communications Pays for TRIM licences & data migration if applicable

TRIM FUNCTIONALITY

CREATING A FOLDER IN TRIM Choose your Record Type P or E Folder Fill in Dates

SAMPLE LIST OF PAB RECORDS IN TRIM R click to change column headings

TRIM SEARCHING

SEARCHING IN TRIM Click on search icon

PRINTING TRIM REPORTS Search records, tag records you wish to print or right click in search box & select “Tag all”. Click Printer Icon, select OK Print report, choose report type, print preview to view &/or Print. Select a report & print

TRIM AND ELECTRONIC DOCUMENTS

TRIM – DOCUMENT UPDATING Offline Records

TRIM – SHARING DOCUMENTS

EXAMPLE OF TRIM REFERENCE ATTACHMENTS

TRIM – SAVING

QUESTIONS? 24