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

Registering Email:

• Attachment Only• Message Only• Both

Forwarding Email Record

The TRIM Web Client

Support

Summary

Questions

TRIM Basic Survival Course

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

Part 1

TRIM and Records Management

Part 2

Saving, Searching & Forwarding

Part 3

Email, Web Client, Summary

Blue font highlights only those subjects covered in the Web Client Course

Take Home Message

1. Why good recordkeeping is important

2. Staff responsibilities

3. Ability to save, search and forward records

4. Where to go for additional support

Benefits of an EDRMSFor 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

a. Is this document evidence of an action or a decision?

b. Will this document need to be referred to in the future?

c. 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’

Examples of various Record Format

Paper, Books, Magazines, CD/DVDs,

Map, Photographs, Diagrams etc

Staff Recordkeeping Responsibilities

Supervisors – are responsible for:

• ensuring staff under their supervision adequately create, capture, maintain and store records as evidence of University business.

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.

‘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

University

Function

‘Information Management’

Activity

‘Intellectual Property’

Transaction

Groups

‘Reproduction’

Non-Uni Owned

Subject File

‘Copyright – Music Societies’

Subject File

‘Audio Visual Copyright’

Subject Files….

Transaction

Groups

‘Establishment’

Transaction

Groups

‘’Infringement’

Activity

‘Compliance’

Activity

‘Audit’

Function

‘Research’

Activity

‘Intellectual Property’

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.

Confidential

Unclassified

Security

Security Classification

(Content Specific)

Caveats

(Content Specific)

Access Controls

(Rights of the Group/User)

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

Tab Bar

Shortcut

BarView Pane

Part 3 – Support and Summary

L1 – Helpdesk

Ticket Opened

Fault Resolved?

Inform Helpdesk

HELPDESK SUPPORTUser

Problem

12345

Close Ticket

Pass to Network Team

Fault Rectifie

d

L2

Network Issue?

L2

Desktop Issue?

Inform Helpdesk

Pass to Application

Team

Fault Rectifie

d

L2 TRIM Application Inform Helpdesk

Pass to Central Records

Fault Rectifie

d

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/

• 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

Course Summary