FAQ
Frequently Asked Questions
How do I get access to Content Manager (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.
Are SharePoint, shared drives, and OneDrive systems of record?
No. These platforms are designed for collaboration and document storage, but they do not consistently support formal records management controls such as classification, retention, authorised disposal, and full auditability.
What is a system of record? A system like Content Manager is specifically designed to manage records throughout their life cycle, ensuring compliance, governance, reliability, and accountability, making it the authoritative system for records endorsed by Western, as the official source for records
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 General Authority (GA)?
A General Authority (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 Content Manger (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.
Reminder: When you scan a record, you are effectively creating a duplicate that is temporarily stored on your desktop or in Outlook. It’s important to delete these copies once the record has been saved in Content Manager (TRIM), along with the physical version scanned, to prevent unnecessary duplication and reduce information risk
Contact RAMS to check.
Do I need to keep copies of records I have forwarded to other business units (for example, Finance or HR)?
No. The receiving business unit is responsible for holding the official copy of the record.
Forwarding information via email creates a duplicate in Sent Items. These copies should be deleted once forwarding is complete to reduce duplication and information risk.
Staff should also avoid circulating lists containing student or staff names and addresses, and instead use secure, approved methods for sharing sensitive information
Contact RAMS for guidance.
What is the Content Manager (TRIM) add‑in for Outlook?
The Content Manager add‑in for Outlook allows users to save emails and attachments directly into Content Manager as official records.
Why is it important? It ensures important emails are captured as official records at the point of creation, helping maintain compliance, improve accountability, and ensure information is properly managed, accessible, and retained as part of the University's official records.
Contact RAMS for more information
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.
Privacy ( how to handle Private and Sensitive Emails and Documents)
When should I use the studentconfidential@records.westernsydney.edu.au to save sensitive information to a restricted document in Content Manager (TRIM)
Please see Sensitive and Health Information under the Student Record