Frequently Asked Questions

Contents

  • Can I delete a record?
  • Can I create my own files/containers?
  • Are records kept forever?
  • How should I title dates?
  • How do I get access to TRIM?
  • How do I request a file from UNE?
  • I can't view a record but I know it is there?
  • I have an Apple Mac, Can I use TRIM?
  • My TRIM Toolbar has disappeared from Outlook

Can I delete a record?

No. As a robust records keeping system no TRIM user can delete records, even the ones they create. They can however be deleted by the Administrators of TRIM.  If you need one deleted, please email RMO.  RMO staff will scrutinise the value of the record prior to deleting.

Can I create my own files/containers?

No. Generally speaking no one can create files/containers unless they have been given specific access by RMO. All UNE TRIM users can create documents (e.g. Word Files, E-mails, etc.)

Are records kept forever?

Some are, but most are not. It all depends on the type of record it is. Each record is assigned a retention schedule. That retention schedule determines when that record is able to be destroyed. The timer for destruction starts (or restarts) when the file was last used. Some as are short as 6 months and others are as long as 75 years. Some are even permanent records.

There are many retention schedules, one for each type of record. RMO will attach the retention schedule as we create the file/containers so you don't even have to worry about them. Documents get their retention schedule from their file/container.

How should I title dates?

Dates should always be titled in full for documents e.g. 17 December 2010.

Files/Containers should be titled in the yyyy dd/mm/yyyy format e.g. 2010 02/04/2010. Please note that RMO will create the files/containers for you.

How do I get access to TRIM?

Please complete this form:

How do I request a file from TRIM?

The current administrative filing system contains some 12,000 file titles covering records dating back to 1984. These files are available only to authorised staff via TRIM. Access to these files during the normal course of University business is governed by the security clearance, as determined by the file subject.

Procedures for requesting an administrative file through Freedom of Information (FOI) Act 1989 can be found at http://www.une.edu.au/secretariat/FOI.php

Access to student files is restricted to authorised officers of the University who show a legitimate need to peruse a student file in their normal course of business.

Students have the right to view data about themselves contained within university records. The requirement for making FOI application for viewing one's own student file has been waived by UNE. However, twenty four (24) hours notice, and proof of identity is required before access to a student file is approved.

All enquiries regarding student access should be directed to the Records Management Office in the first instance.

I can't view a record but I know it is there?

You may not have the appropriate security levels and access to view that particular record. You can contact RMO to try to rectify the situation.

I have an Apple Mac, Can I use TRIM?

Currently 3 practical options exist for Macintosh users.

1. Citrix – Connecting to UNE desktop ICA file (free). Please contact Servicedesk for details on x5000 or servicedesk@une.edu.au

2. HP TRIM Web Client - This is a web based version of HP TRIM.  It does have limited features compared with HP TRIM desktop.

3. VM Ware Fusion for MacOS – Full windows environment client for MacOS, full drag and drop integration with MacOS desktop. $54.95 (Educational Price). Records Management Office does not sell this product, you will have to purchase it through the University's preferred Apple supplier, MAC1.

4. A future release of TRIM at UNE will feature its own native web client for TRIM supported for IE or Firefox over MACOS, Linux or Windows. Details TBA.

My TRIM Toolbar has disappeared from Outlook

Option (A)

  1. Make sure TRIM toolbar hasn't been disabled in Outlook - under Help (In Outlook), click on Disabled items.
  2. Select TrimInOutlook.Connect and click enable if it has.
  3. Close and restart TRIM and Outlook.

Option (B)

If (A) doesn't work make sure that Outlok integration is enabled in TRIM by going opening TRIM then;

  1. Click on 'Tools'
  2. Click on 'User Configuration'
  3. Click on 'Options'
  4. Click on the 'Integration' tab
  5. Make sure that 'Intergrate TRIM with Microsoft Outlook' is ticked - Click 'OK' - Close TRIM
  6. Restart outlook

Option (C)

If (A) and (B) do not work, run the install file for TRIM (TRIMcontext.msi) under \\barney\public\trim and select 'Repair'