2. 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

3. TRIM Basic Survival Course
Part 1
TRIM and Records Management
Part 2
Saving, Searching & Forwarding
Part 3
, 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
Attachment Only
Message Only
Both
Forwarding Record
The TRIM Web Client
Support
Summary
Questions
Blue font highlights only those subjects covered in the Web Client Course

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

5. 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

6. 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 ISO 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’

7. 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

8. 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 (No Change).

9. 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.

10. 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’

11. Flinders University EDRMS File Plan – Functional Level

12. Flinders University EDRMS File Plan – Activity Level

13. Flinders University EDRMS File Plan – Transaction Level

14. Flinders University EDRMS File Plan – File Level

15. 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

16. 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.

17. 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

18. Part 2 – TRIM Saving, Searching, Forwarding

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

21. Part 3 – Support and Summary

22. 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

23. 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

24. Information and Support
TRIM System Administration – Telephone 13062
TRIM Help Menu – –
Website -

25. 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 s
Accessing and Viewing Document using the TRIM Web Client