FAQ
Frequently Asked Questions
How do I get access to TRIM?
TRIM is part of the UWS Standard Operating Environment and is delivered to your desktop through the Run Advertised Programs in your Control Panel. Whilst TRIM is available to all UWS staff, you will not be able to save records to TRIM until you have completed TRIM training. To register for an upcoming TRIM training session, go to MyCareer Online and look in the Computer courses section. In some cases, View Only access can be given prior to attending TRIM training. Contact rams@uws.edu.au for this access.
Where can I find information about recordkeeping in my organisational unit?
Each organisational unit at UWS has nominated a person (or persons) undertaking the role of TRIM Coordinator. The TRIM Coordinator is the first point of contact for staff within the unit, and for RAMS staff, when discussing recordkeeping. Each unit also has a Recordkeeping file in TRIM which contains useful information. Each unit also has a RAMS Liaison Officer assigned to them. See Contacts for more information.
What is a RIF?
RIF stands for Records Information Form and is a spreadsheet developed by RAMS, in consultation with the organisational unit, which provides a guide to staff when creating files. It lists file titling conventions, retention requirements (from State Records Act) and access restrictions. The RIF can be found in your unit’s recordkeeping file.
What is a GDA?
GDA stands for General Disposal Authority. It is a document issued by the State Records Office listing like types of records and the minimum retention requirements for them. This assists staff in ensuring records are retained for as long as required, and not longer than necessary.
Is it okay to destroy a paper document once I have scanned it and saved it to TRIM?
In most circumstances this is allowable under the State Records Act, however there are strict conditions that must be met when doing it. It may be necessary to keep the paper document for a short period of time to allow for verification. Please contact RAMS to check.
Do I need to keep copies of records I have forwarded to other units, for example Finance or HR?
You may wish to keep copies in your own unit for ease of reference, but they can be destroyed when no longer needed. In some cases you might like to scan and save the records to a file in TRIM, giving the file a short retention period, perhaps an annual file. Contact your RAMS Liaison Officer for guidance.
My TRIM toolbar in Outlook has disappeared, how do I get it back?
If you are using Outlook 2007 the TRIM toolbar may have become ‘disabled’. From the Help menu in Outlook, select Disabled Items, if the TRIM in Outlook add-in is listed, select it and click the Enable button. You will need to close and re-open Outlook to complete this action. If the toolbar is still not available, (or the TRIM in Outlook add-in is not listed) follow the instructions here Reinstalling TRIM toolbar in Outlook (for Outlook 2003, contact RAMS)
How are academic misconduct records managed in TRIM?
Access to records of alleged academic misconduct is restricted to those staff responsible for investigating allegations. Records of investigations into alleged academic misconduct are saved to an Academic Misconduct – File by the school/committee investigating the matter. A summary of the outcome, and notification to student, is saved using the Student Document – Academic Misconduct record type to both the Academic Misconduct – File and the Student File in TRIM. Detailed instructions are available here TRIM – Academic Misconduct
When can I use cc trim@uws.edu.au to save emails?
When you are sending emails to a students, using their official UWS student email address, except when it is referring to a misconduct investigation, complaint or counselling matter.
Can I use the bcc address field when using the trim@uws.edu.au?
No. Any student email address in the bcc field will not be seen by the TRIM email integration. It is okay to have trim@uws.edu.au in the bcc field.
My computer is about to be replaced/rebuilt. Will my TRIM settings/Favourites be retained?
No, all TRIM settings that you have customised, or records you have added to your Favourites, as well as any Outlook links to TRIM files, will have to be redone when you get your new computer. RAMS staff can advise you of ways to make this process easier.
