TRIM Context - Electronic Records Management System (eRMS)

Introduction

Faculty staff members consistently need access to various documents, files and information faster and more efficiently than ever before. The sheer volume of information, range of electronic and paper formats and legislative and regulatory requirements are increasing and a comprehensive document and records management system is required to be implemented. After extensive research the Faculty of Education has decided to adopt the University eRMS (electronic records management system) being TRIM Context.

TRIM Context is a leading document and records management system that delivers compliance policy management and organisational efficiency. With tight desktop integration and scalability for large, distributed environments, TRIM lets you manage, access and secure all of the Faculty information from electronic files to physical records through creation to ultimate disposal.

Through document and record management our faculty aims to reduce compliance and archival risks while increasing information security, data integrity and organisational productivity. The eventual decrease in physical space used to store hard copy files will also help free up dedicated space within offices, store rooms and most importantly Records and Archive Services (RAS)

As of the 1st January 2009, the TRIM Context System Roll Out for the Faculty of Education has entered Phase III – Implementation.

Progress thus far

• After extensive testing, modification, feedback and fine tuning, the TRIM Context servers and software have been fully setup to accept Student Documents and Files in online production environment.
• Admissions and Student Services across all three campuses have been trained and are fully operational within the TRIM environment. Records and Archive services are no longer storing hard copy documents against Student Files as everything to do with a Students File is now recorded and uploaded to TRIM.
• A Project Reference Group has been established (see right) along with a dedicated Project Manager, Cameron Pettiona. The project management plan and roll out timetable are being finalised and approved.
• New scanning hardware has been procured, distributed and installed to enable faster scanning and document handling.
• Draft User Guides, Procedures and Document Naming Conventions have been written and are now being refined.
• A “Faculty Document Store” has been purchased to allow the storage of other Faculty Documents (50 Gigabytes)

What’s Next?

• Critical and Vital Records have been identified and are to be implemented as the next step
  • Contracts and Agreements (Domestic, International, Off Shore)
  • Children’s Files (Krongold Centre, Elwyn Morey Centre, Peninsula Child Care)
  • Children’s Case Studies (Krongold Centre, Elwyn Morey Centre, Peninsula Child Care)
  • Student Grievance Documentation
  • Discipline Committee Documentation
  • Board of Examiners (BOE) Documentation
  • Academic Progress Reports and Documentation
  • Professional Placements Documentation
  • Course Accreditation Documentation
  • Faculty Review Documentation
• Draft User Guides, Procedures and Document Naming Conventions will be written
• New training modules will be setup in conjunction with RAS for relevant staff to attend
• TRIM system will be rolled out to the rest of the faculty for more general documents
• New V Drive policies, guidelines and naming conventions will be implemented to help fall in line with the TRIM systems and solve document version control.

Project Roles and Responsibilities

The Project Reference Group is to monitor the TRIM Roll Out Project and ensure that all documentation such as guidelines and procedures abide by the university policies set forth. In conjunction with the Project Manager they will oversee all actions within the scope of this project and provide advice where required.

The Project Manager is responsible for the general day to day roll out and introduction of the new TRIM Context system to existing professional staff members.

Records and Archives Services (RAS) are responsible for running all training sessions and general technical support. They are also responsible for actioning specific staff requests where applicable such as Security Group creation, hard copy storage and file deletion when necessary.

Faculty of Education Technical Services will provide the software and support for installation on required machines. They will also act as Technical support for newly acquired hardware (scanners).

The Department / Unit leader (where applicable) is responsible for the overseeing of ongoing TRIM use by the staff under their management.

Expert Users will act as a first point of contact for technical issues or help on a faculty based level.

Power Users (Professional Staff) will be responsible for the uploading and maintenance of records and files on a daily basis and will have access to search, locate and download files with their appropriate usage rights.

Enquiry Users will only have TRIM access to search, locate and download files with their appropriate usage rights.