TRIM

TRIM is a powerful records and document management software system which has been implemented across the whole of UWS. It allows the capture and management of paper documents and electronic documents onto files created in TRIM.

What is TRIM?

TRIM manages both paper and electronic documents within files created by TRIM Coordinators in your business unit. TRIM integrates with standard software packages such as MS Word, Excel and Outlook to effectively manage electronic documents including email. When you create documents or receive them you can place them on a file and register them in TRIM. This allows much greater control of documents and assists in effective management and prompt retrieval.

The advantages of this system are extensive, including:

  • consistency in how records are captured, managed and stored;
  • providing increased accessibility while maintaining higher levels of security;
  • protection of information (through saving ‘final’ versions of documents that cannot be altered in any way);
  • centralised control and coordination of records that will assist in improving efficiency and reducing duplication
    automated functions including determining when records are due for destruction in compliance with the requirements of the State Records Act;
  • flexible sharing of documents, without sacrificing security, reduces the need for multiple ‘final’ versions of documents;
  • a centrally accessible document repository;
  • automated version control;
  • system backed up every night;
  • workflow management functions;
  • collaboration is possible by allowing centralised access to a document;
  • identification of the most up-to-date version;
  • RAMS can perform searches for documents across the whole of UWS;
  • identification of the 'official' record: e.g. often difficult to determine if a set of minutes are the approved version, a draft or a committee member’s duplicate copy;
  • can view documents without needing the software they were created on (eg CAD drawings);
  • thesaurus titling and naming conventions help to facilitate consistency and assist in searches;
  • web browser access to search and access electronic documents;
  • document scanning and capture;
  • Web publishing integration; and
    facility to search document content.

TRIM Web Tool

Access to TRIM web tool

Records Liaison Officer

Each unit within the University has been assigned a Records Liaison Officer, to assist them in developing a compliant recordkeeping practice.

TRIM User Group

An e-mail list has been set up to facilitate communication between users of TRIM at UWS. If you would like to subscribe to this list, please contact Sharon Flynn.