Total Records and Information Management

TRIM Total Records and Information Management Written by: Education and Training Team Customer Services Management Division of Information Technology June 2012 Version 1 Copyright 2012 Charles Sturt University No part of this document may be reproduced, altered or sold without prior written permission of the Executive Director, Division of Information Technology, Charles Sturt University

Contents What is TRIM?... 2 Your Records Management Responsibilities at CSU... 2 Archiving and Destroying Records... 3 Archiving Records... 3 Destroying Records... 3 Connecting to TRIM... 4 Manually connecting to the TRIM Database... 4 How to get TRIM Global Settings... 6 Searching in TRIM... 7 Refining a Search in TRIM... 8 How to Create a New Folder in TRIM... 11 Before you Start... 11 Creating a Folder... 11 Dragging and Dropping a document to TRIM... 14 Capturing an Email into TRIM... 16 Capturing an email attachment into TRIM... 17 Emailing a TRIM record... 18 Changing the title of a record in TRIM... 20 Changing a Folder Number in TRIM... 21 Filing a Document into multiple folders in TRIM... 22 Creating an Alternatively Within relationship in TRIM... 22 TRIM Naming Conventions... 24 TRIM Tips... 27 1 P age

What is TRIM? TRIM is Total Records and Information Management and is the official Records and Electronic Document management System for Charles Sturt University. TRIM is an Electronic Document and Records Management System (e-drms) software solution for managing records of all formats. TRIM allows for corporate information to be captured and shared (subject to appropriate access controls) across the University. TRIM is a leading document management system used around the world and it uses a scalable distributed architecture and can easily handle thousands of users. TRIM provides strong security, document numbering patterns, retention schedules, locations, powerful searching capabilities, containership hierarchies, etc Your Records Management Responsibilities at CSU As an employee of Charles Sturt University you must: Decide whether or not the transaction being undertaken needs to be documented and if so, make records to support the conduct of the University business activity. Create records that may be needed to document activities which do not by themselves result in the creation of records (i.e. meetings, telephone conversations, conferences and oral decisions).re Ensure both paper based and electronic records are captured in TRIM. Learn how and where records are kept relevant to your area. Seek approval from the University Records Manager for destruction of records. Protect University records against unauthorised use. Safeguard records against loss. CSU Staff members are accountable if they fail to follow system standards 2 P age

Archiving and Destroying Records Archiving Records Archiving should be carried out in consultation with the Records Management Compliance Unit. Files/records with the same retention period should be boxed together. When boxing you will need to complete two forms: Archive Box Content List Archive Box Lodgement Form These forms are available here: http://www.csu.edu.au/division/dit/records/archiving.html Boxes will not be accepted if these forms are incomplete. Completed forms and boxes should be forwarded to: University Records Manager Building 678 THURGOONA Campus. Destroying Records Although the disposal schedules establish when records can be destroyed, no records should be destroyed until authorised by the Business Unit Manager and the University Records Manager. Records must be destroyed in a secure and environmentally friendly manner. Shredding and pulping are the preferred methods of disposal. Prior to the destruction of records you are required to complete an Authorisation form for the Destruction of Records You can find the Authorisation form here: http://www.csu.edu.au/division/dit/records/archiving.html 3 P age

Connecting to TRIM When you open TRIM from the icon on the desktop you should see this screen: If you don t see this screen or if you receive the error below or a similar one you will need to manually connect to the TRIM dataset Manually connecting to the TRIM Database Click the Cancel button. Click on File then choose Open Dataset. In the Open TRIM Context Dataset window, highlight a dataset and click on Remove. Highlight and remove all datasets. 4 P age

Highlight databases here Click here to select Click here to remove You then need to Add the datasets you will be working with so click on the Add button and you will see this window: Type trimww01 here Type TRIMWW01 in the TRIM Workgroup Server area and click on Next. On the resulting screen click on PRDTRM1 and then click on Finish. Select this entry On the resulting screen highlight PRDTRM1 and select Default, then select Open default dataset next time you run TRIM then click OK. 5 P age

Set as default Default How to get TRIM Global Settings When you open TRIM if you don t see the screen below then you need to Get Global Settings To get Global Settings follow these steps: 1. Open TRIM 2. Click on Tools then Options 3. From the resulting screen click on the Get Global option from the bottom of the screen. 6 P age

Choose Get Global 4. TRIM will prompt you and ask you if you are sure you want to get the Global Settings. Click Yes Global Settings have now been set. Searching in TRIM 1. Open TRIM. In the Quick Search bar, which you will find at the top of the window, click on the yellow folder next to Title Word 2. Click on the + sign next to Word Searches to expand the search selection and highlight any Word. Click OK. Any Word searching will search for words in the both the Title and Notes fields. 7 P age

Select Any Word as your search method 3. The Quick Search bar will now contain Any Word instead of Title Word. Enter a word that will help you find the document you are looking for in the box next to Any Word, and click on Find. (eg. If you were looking for an agreement with Wodonga Tafe then you would start your search by entering Wodonga Tafe in the search field). 4. TRIM will return a listing of all folders & documents matching your search criteria which are allowable with your security/access rights. Refining a Search in TRIM Refining a search allows you to specify additional search criteria to enhance your current search results. 1. With the current search open, click on the Refine Search toolbar or press F7 2. The Find Records screen will appear. You will see that the Search by and the Equal to fields are automatically filled as you have defined these in your original search. 3. As an example we will search for Agreements/contracts only. Click on the Filter tab. 8 P age

4. A different screen will open. In the Record Types field right click and select Untag All. Then scroll down and select Agreements/Contracts/Leases. Click on OK. Right click here Then select Untag All 5. Your search results will now only contain documents which have been saved as Agreements/Contracts/Leases. 6. You can further refine your searches. This time we are going to search for all Folders with the word records in the title which were created this year. With the current search open, click on the Refine Search toolbar, or press F7. In the Equal To field change the search term to Records. Click on Insert, and an additional search line will appear 7. Click on the yellow folder icon at the end of the Search By field and you will see a Search Methods window open from which you can select the category you wish to search by. In this case we are choosing Dates. 8. Once you select the Dates field you can select the required date entry. It could be one of many available fields. These are: Choose your search field here 9. We are going to search for Date Created. Choose Date Created and click on OK 9 Page

10. On the resulting screen click on the Calendar icon at the end of the Date From field and you will see the current month s calendar open. Click on More Dates at the bottom of this calendar and you can choose an option. Click on the Calendar icon Click here for more options 11. We are going to select This Year. 12. The Date To field will be greyed out. Click on OK and TRIM will return all documents with the word Records in the title or notes field which were created This year. 10 P age

13. You will then see in your Find Records window that you are searching for documents with Records in the title or notes which were created This Year. How to Create a New Folder in TRIM Before you Start Prior to registering a new folder you should search to see if a folder already exists. If no folder exists you should go ahead and create one Creating a Folder 1. Open TRIM 2. Click on Search, then on Browse via Classifications 11 P age

3. Click on the + expand button until you have reached the classification level you require, then right click, and select New, and then New Record. 4. The Create New Record screen will appear. Select Folder as the Record Type and then click on OK 12 P age

5. On the General Tab page ensure that you give a meaningful title to the folder in the Free Text area. Give your folder a meaningful name here Click here if a paper file has been created 6. The following are automatically set by TRIM: a. Current Location b. Responsible Person/Unit c. Home location 7. If a paper folder is being created then you will need to tick the box next to Paper File Created? 8. When you are finished titling your folder click on OK 9. TRIM will give you a folder number. Remember that TRIM will show you the expanded folder number initially but will file the documents under the shortened number. For example 2009/0025 will become 09/25. Click OK to confirm. 13 P age

10. You will now have a screen which shows the newly created folder. You can send this folder to your Favourites tray, by highlighting it and pressing F4. You can now start to capture documents within it Dragging and Dropping a document to TRIM One method of moving documents to TRIM is to Drag and Drop them 1. Tile Windows Explorer and TRIM Using Windows explorer select the file that you wish to register in TRIM and keep the mouse button depressed 2. Drag the selected file into the TRIM window and drop it on the folder where you wish to save it. Release the mouse button. The following screen will appear \ 14 P age

3. From this screen you can select the record type you wish to create, ie: document, agreement, email etc. Click on OK 4. The New Record Metadata screen will appear. Using the CSU naming conventions enter a meaningful title and type in the Folder number. Then click OK. Enter a meaningful title here 5. Your electronic document is now saved in TRIM and you can view it in the folder to which you saved it. 15 P age

Capturing an Email into TRIM Before you start Prior to capturing an email into TRIM you should search to see if a folder already exists to capture the attachment into, and note its number. If there is no folder you should make one. 1. Open Microsoft Outlook 2. You should have a TRIM toolbar on your Outlook toolbar. If not then contact he University records Manager smcmenamin@csu.edu.au 3. Highlight the email you would like to capture and click on the Catalogue button 4. TRIM will then prompt you to select a record type. Select EMAIL and click on OK Select email 5. TRIM will then create a metadata form. Ensure the title of the email is descriptive and assign a folder number. Click on OK. TRIM will then do a spell check. 16 P age

Choose your folder here 6. You can now go to TRIM and view your saved email message Capturing an email attachment into TRIM Before you start Prior to capturing an email into TRIM you should search to see if a folder already exists to capture the attachment into, and note its number. If there is no folder you should make one. 1. Open Microsoft Outlook 2. Highlight the email message which contains the attachment you wish to capture. 3. You should have a TRIM toolbar on your Outlook toolbar. If not then contact he University records Manager smcmenamin@csu.edu.au 4. Select the Catalogue Attachments only tool from the TRIM toolbar. 5. TRIM will then prompt you to select a record type. This will not be email. It could be a document, agreement/contact/lease etc. Select the appropriate record type which matches the attachment and click OK. 17 P age

Choose your document type here. Don t choose Email 6. TRIM will then create a metadata form, ensure the title of the attachment is descriptive, assign a folder number, then click on OK. TRIM will do a spell check, and you will then be able to see your document in TRIM. Use a descriptive title Choose your folder Emailing a TRIM record There may be times when you need to retrieve a TRIM record and email it to a colleague. 1. Open TRIM, locate the document you wish to send. Highlight it and right click on it. Select Send to, then select Mail recipient. 18 P age

Choose Send to, then Mail Recipient 2. The Send to Mail Recipient screen will appear. You can choose to send either a TRIM Record Reference (a direct link for those who have trim ACCESS), the electronic document, or both. This option would be dependent on the size of the document as well. Select the option you require and click on OK. Choose what you want to send here 3. An Outlook email will now appear on your screen. Select the mail recipient and type in your message as normal. Once you have finished your message send as normal. 19 P age

Changing the title of a record in TRIM 1. Open TRIM 2. Search for the record you wish to change 3. Highlight the record and right click on it, then select Properties Select your document here Select Properties 4. The metadata screen of the record will appear. Click in the Title (Free Text Part) and edit accordingly. When finished click OK. The title will be changed. 20 P age

Change Title here Then click OK Moving a document from one folder to another in TRIM You may want to change the number of the folder in which you have a document stored. 1. Highlight the record whose folder number you would like to change. Right click and select Locations, then select Container Select Locations then select Container 2. The following screen will appear, in Set Container change the folder number to the one in which you would like to store your document etc, and click on OK 21 P age

Type your new folder number here Your document will then be stored in the folder you have selected. You can right click, and select Properties to open the record and view the folder number. Filing a Document into multiple folders in TRIM Creating an Alternatively Within relationship in TRIM 1. In TRIM search for the document you would like to file within multiple folders. Right click on the record and select Properties Select Properties 2. Click on the Related Records tab, in the top half of the resulting screen. Right click and select New Related Record Select Related Records Right click and select New Related Record 3. Click in Relationship Type and select Alternatively Within from the drop down list 22 P age

Right click and select New Related Record 4. Click on With Record and type in an additional folder number. Click Add and repeat this process until all additional folders have been added. Then click on OK Add additional folder numbers here Click on Add to keep adding additional folders 5. TRIM will take you back to the Related Records tab on the document metadata form. Click on OK. Note: When saving a document that is to be saved into multiple folders you need to be aware that the title of the document cannot be changed for each folder. TRIM sees the document as one document filed within many folders, hence one document one title. 23 P age

TRIM Naming Conventions Folder/Document Type Proposed Naming Convention [YYMMDD date of meeting] Agenda [Committee Name] Agenda 080306 Agenda Records Management Steering Committee [Date Signed/Draft date YYMMDD] Copyright Licence [Other Party] [Subject] Copyright Licence 080106 Copyright Licence Albury City Council Download CSU Websites for inclusion in community brochures [Date on Email YYMMDD] Email from [Sender] to [Recipient] - [Subject] Email from/sent to Faculty/School/Division 080105 Email from University Records Manager to Academic Secretariat Authority to Destroy Records [Date on Fax YYMMDD] Fax from [Sender] to [Recipient] - [Subject] Fax from/sent to Faculty/School/Division 080405 Fax from Bob Brown University Canberra to Academic Secretariat Request for information regarding management structure of Faculty s and Schools [Date of note YYMMDD] File Note - [Telephone call from/to, Meeting with ] [Subject] [Author] File/meeting notes 080704 File Note Telephone call to University Records Manager TRIM Training for Academic Secretariat Staff Sue McGrath Flexi Timesheets [First date on timesheet] [Faculty/School/Division] Flexi Timesheet [Date range] [First Name Surname Employee Number] 080401 Academic Secretariat Flexi Timesheet 01/04/2008 30/04/2008 Shelley McMenamin 123456789 24 P age

Forms [Date form was signed YYMMDD] [Name of Form] [First Name Surname of person signing form} 080324 Statement of Material Interests Mary Smith Leasing Agreement [Date Signed/Draft date YYMMDD] Leasing Agreement [Other Party] [Subject] 080603 Leasing Agreement Ricoh Multi Purpose Devices [Date on Letter YYMMDD] Letter from [Sender] to [Recipient] - [Subject] Letter from/sent to Faculty/School/Division 080403 Letter from Bob Brown University Canberra to Academic Secretariat Request for Academic Secretariat to present at conference 04/05/2008 [Date Signed/Draft date YYMMDD] Memorandum of Understanding (MOU) [Other Party] [Subject] Memorandum of Understanding (MOU) 080201 Memorandum of Understanding (MOU) Bathurst High School Student Placements Minutes [YYMMDD date of meeting] Minutes [Committee Name] 080306 Minutes Records Management Steering Committee [Date on Letter YYMMDD] - Offer of Employment [Position] [Commencement Date DD/MM/YYYY] [First Name Surname] Offer of Employment 050117 Offer of Employment University Records Manager 17/04/2005 Shelley McMenamin Offer of Secondment [Date on Letter YYMMDD] - Offer of Secondment - [Position] [Commencement Date DD/MM/YYYY] [First Name Surname Employee Number] 080103 Offer of Secondment Lecturer 01/04/2008 Shelley McMenamin 123456789 25 P age

[YYYY] Performance Management Review [First Name Surname Employee Number] Performance Management 2008 Performance Management Review Shelley McMenamin 123456789 [Date Introduced/Reviewed YYMM] [Name of Procedure] Procedures 0810 Procedure for Scanning Documents [Date of Probationary Report YYMMDD] Probationary Report - [Position] [First Name Surname Employee Number] Probationary Report 050717 Probationary Report University Records Manager Shelley McMenamin 123456789 [Date Introduced/Reviewed YYMM] [Name of Policy] Policy 0810 Records Management Policy 26 P age

TRIM Tips For a list of keyboard shortcuts, in HP TRIM Help o o o o o Go to the contents tab Chapter 2 The HP TRIM Interface Go to Customizing the Interface Keyboard tab List of HP TRIM Shortcut Keys Set TRIM to start with your favourite function first. On the Tools menu, click Options. Click the Startup tab and then select your favourite starting function To refresh your current window, press the F5 key To reload all windows, press the F6 key You can display the contact details for internal staff. From the Search menu, select Internal Locations Directory You can tag multiple items in the left-hand column to use a function with all of them simultaneously, eg. Change their location You can send someone a link to a document in HP TRIM by e-mail. Select a document and from the File menu, click Sent To Mail Recipient You can customise the colour scheme (skin) of TRIM. Right click the menu bar, click Customise. In the Options tab, select the Display menus and toolbars with a skim and click Custom Colour to select the colour Catalogue e-mail directly into HP TRIM from your e-mail application Use TRIM Workflow to track projects and other complex tasks TRIM s Help gives detailed information. On the Help menu, click Contents Use the Favourites shortcut bar to access frequently used functions such as saved searches and your favourite records Add records to your Favourite Records list by highlighting a record, then press F4 Use the Recent shortcut bar to access your most recently used records with document behaviour in TRIM Add regularly used records to your Work tray by highlighting a displayed record, then press F3 You can see your most recently used containers via the Recent Shortcut bar 27 P age

You can customise TRIM menus and toolbars. Right-click the menu or toolbar and select Customise You can customise the list pane by right-clicking the column headers and selecting Format Columns You can customise the record details displayed by right-clicking the view pane below the records list and selecting Customise To sort the results of a search by a column, click that column. Click it again to switch from ascending to descending order and back The Fast Find function in the toolbar is the ideal facility for doing simple searches, eg. Date registered = Today, will display all records registered today Use your most recently used searches again by clicking the drop-down button next to the search fields Save your regularly used searches with all search criteria and filtering applied. To save a search, display the results of a search, then on the Search menu, click Current Search and choose Save search Use CTRL+N to create a new item (record, location, etc) Use CTRL+S to save a document Use CTRL + A to tag all records in a search result window To display saved searches, use CTRL+G You can put a document into TRIM from your hard-drive by dragging and dropping it with your mouse See the access rights for your login. From the Help menu, click on Setup Information then choose Security Settings The activity log contains information about the functions and processes accessed by the logged in user. From the View menu, click on Activity Log Pane 28 P age