Frequently Asked Questions

Can I use TRIM remotely?

Yes, there are 2 options for Windows computers. (For Mac users only option 2, ‘Working without the VPN’ is supported)

Working with the VPN

NB: You will need to have the Global Protect VPN installed on your computer. For information on installing and using this software go to https://www.une.edu.au/staff-current/staff-services/it-services/network/using-a-vpn-client

1. Open your UNE laptop in the usual way and log onto your preferred network
2. Start GlobalProtect VPN and log in
3. Start TRIM (HPE Records Manager) in the normal way - TRIM will operate exactly the same as if you are using the UNE Network.

Working without the VPN

TRIM has a Web Client that can be used regardless what network you are connected to.

1. Simply go to Web Client
2. The log-in window will pop up, enter your log in and system password
3. TRIM Web Client will appear

The web client looks very different to the Desktop version of TRIM. However it is very easy to use.

For more information on using the web client please contact Records or use the TRIM Web Client User Guide.

TRIM Error when working remotely

If you receive the following error

• Connection to HPE Records Manager dataset TRIMPRD failed.  Error connecting to the HPE Records Manager dataset 'TRIMPRD' on HPE Records Manager Workgroup Server '9WMN2Z2'.  Cannot connect to HPE Records Manager Workgroup Server on '9WMN2Z2'.  [RCF:  Unable to establish network connection.  OS: 1225 - The remote computer refused the network connection.]  Do you wish to work with this dataset in offline mode?  Yes  No  Cancel

Please reconnect to the VPN.

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 Records.  Records Office 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 Records Office. 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 Records Office 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 Records to try to rectify the situation.

I have an Apple Mac, can I use TRIM?

Yes you can.  Simply use the TRIM Web Client (this also works remotely via VPN) -

1. Go to Web Client
2. The log-in window will pop up, enter your log in and system password
3. TRIM Web Client will appear

For more information on using the Web Client please contact Records or use the TRIM Web Client User Guide

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 Outlook 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'