2 Total Records and Information Management (TRIM) Basic Survival Course Mr Llew Goode – Manager, University RecordsMr Dave Hadden – Electronic Document, and Records Management System (EDRMS) Project Manager
3 TRIM Basic Survival Course Part 1TRIM and Records ManagementPart 2Saving, Searching & ForwardingPart 3, Web Client, SummaryWhat is a Record?Why keep Records?Staff ResponsibilitiesThe role of Central RecordsBenefits of an EDRMSThe File Plan and ClassificationSecurityNothing to Fear VideoBREAKGetting StartedTypical TRIM WindowModify the TRIM WindowProcessing Records:Records ReceivedSaving a RecordAction TrackingExternal LocationsSearchingAmending a RecordForwarding RecordsPrintingRegisteringAttachment OnlyMessage OnlyBothForwarding RecordThe TRIM Web ClientSupportSummaryQuestionsBlue font highlights only those subjects covered in the Web Client Course
4 Take Home Message Why good recordkeeping is important Staff responsibilitiesAbility to save, search and forward recordsWhere to go for additional support
5 Benefits of an EDRMS For the Individual: Less time spent searching for files or documentsLess duplicationEnhanced sharing of information between staffAbility to view the same document simultaneouslyReduced risk of lossFor Flinders University:Access to definitive accurate and complete informationReduction in the management and maintenance of ‘silos of information’ and the creation of a ‘corporate memory’.Improved productivity at a reduced costBetter informed decision and decision-making processesEnvironmentally FriendlyScenario
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 ManagementExamples of various Record FormatPaper, Books, Magazines, CD/DVDs,Map, Photographs, Diagrams etcIs 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 PolicyDated 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 2011On 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’TransactionGroups‘Reproduction’Non-Uni OwnedSubject 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 TitlesBrowse the File Plan (Guided by Scope Notes)Website and TANFinal 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 SurnameAvoid 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)ConfidentialUnclassifiedStaff in ConfidenceStudent in ConfidenceIndustrial in ConfidenceCommercial in ConfidenceMedical in ConfidenceCommittee in ConfidenceLegal in ConfidenceComplaints in ConfidenceSecurity in ConfidenceHours and AwardsView DocumentView MetadataUpdate RecordUpdate MetadataContribute ContentsDestroy RecordsModify Record Access
22 Pass to Application Team Pass to Central Records User Problem12345HELPDESK SUPPORTL1 – HelpdeskTicket OpenedFault Resolved?Close TicketL2Network Issue?Fault RectifiedPass to Network TeamInform HelpdeskHint•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 shapesIn 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 shapes1. 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.L2Desktop Issue?Fault RectifiedPass to Application TeamInform HelpdeskL2 TRIM ApplicationFault RectifiedPass to Central RecordsInform Helpdesk
23 From 28 Mar – User Downloads the TRIM Package ImplementationFrom 28 Mar – User Downloads the TRIM Package(TRIM, MS Office 2007 or MS Office 2010)28 Mar– 13 Apr – ‘Sandpit’ available13 April – ‘Go Live’ TRIM Day 1
24 Information and Support TRIM System Administration – Telephone 13062TRIM Help Menu––Website -
25 Course Summary What is Records Management and why it is important Staff ResponsibilitiesOverview of an EDRMS and Classifying RecordsLogging into TRIMCustomisation of TRIMViewing Records in TRIMSaving Documents into TRIMSearching for RecordsEditing a RecordAction Tracking, External Locations and Forwarding RecordsSaving and Forwarding sAccessing and Viewing Document using the TRIM Web Client