FAQ

Frequently Asked Questions

How do I get access to CM (TRIM)?

Content Manager (TRIM) is part of the Western Sydney University Standard Operating Environment (SOE) and can be installed via the Software Centre.

While Content Manager (TRIM) is available to all University staff, access must be requested through WesternNow. View‑only access will be granted until Content Manager (TRIM) training has been completed. Training is conducted monthly and can be booked via MyCareer.

Where can I find information about recordkeeping in my organisational unit?

Speak to your supervisor and other staff in your team, then contact RAMS

All staff within RAMS (Records & Archives Management Services) bring a range of skills and expertise, allowing them to support you with different aspects of recordkeeping.

What is a RIF?

A Records Information Form (RIF) is a spreadsheet developed by RAMS in consultation with the organisational unit. It provides guidance for staff when creating folders, including titling conventions, retention requirements (as set by the NSW State Archives & Records Authority), and access restrictions. Reach out to RAMS if you would like further information.

What is a GDA/GA?

A General Disposal Authority (GDA/GA) is a schedule issued by the State Records NSWthat specifies how long records must be kept and authorises their disposal for records common across multiple organisations. These schedules are incorporated into Content Manager (TRIM) to support the University’s compliance with the NSW State Records Act 1998

May I destroy a paper document after I have scanned and saved it to CM (TRIM)?

In most circumstances, this is allowable under the NSW State Records Act 1998, however, there are strict conditions that must be met when doing so. It may be necessary to keep the paper document for a short period of time to allow for verification.

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 Content Manager (TRIM), giving the file a short retention period - perhaps an annual file. Contact RAMS for guidance.

My CM (TRIM) add-in/toolbar in Outlook has disappeared. How do I get it back?

Contact RAMS

When can I use cc trim@records.westernsydney.edu.au to save emails?

When you are sending emails to students, use their official University student email address, except when referring to a misconduct investigation, complaint, or other sensitive matter.

Can I use the bcc address field when using the trim@records.westernsydney.edu.au?

No. Any student email address in the bcc field will not be seen by the Content Manager (TRIM) email integration. It is okay to have trim@records.westernsydney.edu.au in the bcc field.

My computer is about to be replaced/rebuilt. Will my CM (TRIM) settings and Favourites be retained?

No, all Content Manager (TRIM) settings that you have customised, or records you have added to your Favourites, as well as any Outlook links to Content Manager (TRIM) folders, will have to be redone when you get your new computer. RAMS can advise you of ways to make this process easier.