Frequently Asked Questions
How do I get access to TRIM (Content Manager)?
TRIM (Content Manager) is part of the Western Sydney University Standard Operating Environment (SOE) and can be downloaded from the Software Centre. Whilst TRIM (Content Manager) is available to all University staff, you must request access via the ITDS ServiceNow / MyIT portal. Enquiry/View Only access will be provided until you have completed TRIM (Content Manager) training.
To register for an upcoming training session, go to MyCareer Online and search for TRIM (Content Manager).
Where can I find information about recordkeeping in my organisational unit?
Speak to your supervisor and other staff in your team, then contact your Records Support Officer
Each organisational unit at Western Sydney University has a support person (or persons) in RAMS (Records & Archives Management Services). The RSO (Records Support Officer) can assist you when discussing recordkeeping with other staff in your unit/team.
Each unit also has a Recordkeeping file in TRIM (Content Manager) that contains useful information.
What is a RIF?
RIF (Records Information Form) is a spreadsheet developed by RAMS, in consultation with the organisational unit, which provides a guide to staff when creating folders. It lists titling conventions, retention requirements (NSW State Archives & Records Authority) and access restrictions. The RIF can be found in your unit's recordkeeping file in TRIM (Content Manager).
What is a GDA/GA?
GDA/GA (General Disposal Authority/General Authority) is a schedule issued by NSW State Archives & Records Authority that determines the retention of, and authorises the disposal of, types of records common to more than one organisation. These schedules are built into TRIM (Content Manager) to assist the University in its compliance with the NSW State Records Act (1998).
Is it okay to destroy a paper document once I have scanned it and saved it to TRIM (Content Manager)?
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.
Please contact Records Support Officer 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 TRIM (Content Manager), giving the file a short retention period - perhaps an annual file. Contact your Records Support Officer for guidance.
My TRIM (Content Manager) add-in/toolbar in Outlook has disappeared, how do I get it back?
Contact your Records Support Officer
How are misconduct records managed in TRIM (Content Manager)?
Access to records of alleged student misconduct is restricted to those staff responsible for investigating (in accordance with the Student Misconduct Rule). Records of investigations are saved to a Student Misconduct Folder. Detailed instructions are available here Student Misconduct Rule - Recordkeeping
When can I use cc firstname.lastname@example.org to save emails?
When you are sending emails to a students, using their official University student email address, except when it is referring to a misconduct investigation, complaint or other sensitive matter.
Can I use the bcc address field when using the email@example.com?
No. Any student email address in the bcc field will not be seen by the TRIM email integration. It is okay to have firstname.lastname@example.org in the bcc field.
My computer is about to be replaced/rebuilt. Will my TRIM (Content Manager) settings and Favourites be retained?
No, all TRIM (Content Manager) settings that you have customised, or records you have added to your Favourites, as well as any Outlook links to TRIM (Content Manager) folders, will have to be redone when you get your new computer. Your Records Support Officer can advise you of ways to make this process easier.