To view specific FAQs, click on the relevant sub topic below. To view all of our FAQs then please scroll down. The advice on this page is intended for UWA staff, please note that some links contained within this page are available to UWA staff only.
Record Keeping
TRIM
Student Records
Record Keeping FAQs
I’m running out of space! What can I do with all these old files that I don’t use anymore?
Firstly, you need to know that the length of time a record must be kept is dictated by law. This applies to all records that have been created during the course of University business, so you can’t just start throwing things away! Advice on records disposal and the process of “sentencing” are covered in advice sheets 7 and 4 respectively. However, if you are in any doubt at all, call the University Archivist on x7234 who will be happy to come out and talk you through the things you need to know as well as provide you with some handy short cuts to get the most out of the process. You’ll have more space in no time!
Do I need to file emails?
Information that is created during the course of University business is considered a University record, regardless of its format. Therefore, any email that relates to your day to day business must be treated in the same way as any paper records you would create or receive during the day. Advice on what you should file is covered in advice sheet 9. You’ll also find additional handy information on how to manage your email in advice sheets 1 and 6.
How do I deal with my overflowing email inbox?
There are a number of different practical ways to effectively manage your email. Many of these are covered in advice sheets 1 and 6 but for more information feel free to contact us directly. Central administration staff should contact the Records Coordinator on x3019. Faculty and school staff should contact the University Archivist on x7234.
What is a University Record?
Any record that is created or received by a member of staff during the course of their business is considered a University record and must be managed according to the requirements of the University’s Record Keeping Plan. For more information on what constitutes a record see advice sheet 9.
What are my record keeping responsibilities as a UWA staff member?
Every member of staff has certain record keeping responsibilities to ensure that business processes are carried out efficiently and to enable the University to meet its legislative requirements. These responsibilities are laid out in advice sheet 24.
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TRIM FAQs
What is TRIM?
TRIM stands for Total Records and Information Management, and it is UWA’s official Records Management System.
What types of Records are managed in TRIM?
At UWA, we manage a variety of corporate records in TRIM. A sample of such record types include:
§ General Records
§ Student Records
§ Personnel Records
§ Research Administration Records
§ Position Documentation
§ Photographic Images
§ As Constructed Drawings (maps and plans)
Do I need access to TRIM?
If you are a Central Administration staff member, you will need to use TRIM and if you do not have an account set up already click here. If you are a Faculty staff member or a School Manager, you may require access to TRIM depending on your business needs. Contact the TRIM Helpdesk.
To view our Access Policy, please click here.
How can I get access to TRIM?
Click here to complete the Request for Access to TRIM form.
How can I go about organising training?
TRIM training is available to all staff when they first set up a TRIM account. Training usually takes about 30 to 45 minutes, where the TRIM Systems Administrator works through a basic introduction to TRIM at the new user’s workstation. Training sessions are always relaxed, and we work at the speed of the user. Group training sessions are also provided on request.
Advanced training and refresher sessions are available to all staff, and are available as often as required. Contact the TRIM Helpdesk for more information on TRIM training.
I’ve forgotten how to do a search, and some other basic functions in TRIM. Is there a quick and easy way to get help?
Absolutely. Archives and Records Management Services (ARMS) have written a number of TRIM Advice Sheets that are quick, easy to read fact sheets that help and remind you how to perform a variety of functions in TRIM. These range from the very basics, right up to some advanced electronic document processing. To view our Advice Sheets please click here.
I need to access Position Documentation. How can I do this?
You do not need a TRIM account to access position documentation at UWA. For staff who do not have access to TRIM, Position Documentation (e.g. Job Advertisements and Duty Statement’s) are accessible to all UWA staff via TRIM WebDrawer. Click here to access to TRIM WebDrawer. Please note that TRIM users can access this documentation through their normal TRIM account.
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Student Records FAQs
What is the difference between TRIM and SIMS (Callista)?
TRIM (Total Records and Information Management) is the official records and electronic document management system for the University of Western Australia. TRIM is firmly established as the corporate recordkeeping system for paper files and increasingly is being used to manage electronic documents and files. TRIM uses strong information management principles to ensure the University’s business records are captured and made accessible in a secure environment that complies with legal and evidential requirements.
SIMS (or Callista) is the Student Information Management system that replaces the previous Student Records System (SRS). Callista is designed to manage data about the student at UWA, from recruitment and admission to enrolment, progression and graduation. For further information about SIMS click here.
What is the University Student File?
The University student file contains information relating to each student’s University career. This information relating to each student’s University career. This information includes personal and academic details and associated correspondence.
What sorts of documents should I be saving on a student file?
The student file stores corporate documents of significance to the University. For information on What to file on a student file, please see TRIM Advice Sheet 18 – What to file in Student Files.
Why do we need to file student documents?
We need to capture student documents on the official file for administrative, legal and historical purposes and because it makes good business sense. One complete University record allows for decisions to be made based on complete information. With electronic student files a document is accessible to all staff with appropriate access as soon as it is saved to the file. Often staff in different sections of the University will need access to the same information and ensuring that it is filed on the student file reduces the need to send duplicates across areas. Every member of staff has record keeping responsibilities to ensure that business processes are carried out efficiently and to enable the University to meet its legislative requirements. These responsibilities are laid out in Advice Sheet 24.
Are all student files electronic?
All active student records in TRIM are now electronic. Students enrolled at UWA from 2002 onwards have only ever had an electronic file. This means that there is no paper file. All documentation is captured and managed in TRIM electronically. Up until recently, students enrolled prior to 2002 had paper files only.
In March 2006, ARMS made the decision to make all student files in TRIM electronic. This means that students who have an existing paper file will now have a new electronic volume created. All documentation dated after 1 January 2005 will be captured and managed in the new electronic volume.
How do I tell if a file is paper or electronic?
To check the format of the file in TRIM you need to check the “Assignee” field in the view pane of your TRIM window. If the assignee is Electronic Record then the file is electronic. If the assignee is a physical location the file is paper. Remember to check you have the correct volume. For students enrolled prior to 2002, the first volume will always be paper, but the latest volume (often the 2nd volume) is electronic. To check this, right click on the student file and select Navigation – Latest Part.
Files are either paper or electronic. They are never mixed.
Where are the paper student files?Paper Student Files are stored in the Records Management Services office or offsite at our secondary storage area, Park Avenue. Should you require a paper file, please request the file through TRIM and the Records Management Services staff will send it to you promptly via the internal mail services.
What happens to the paper documents that are sent to Records Management Services for scanning?
After they have been scanned and indexed, (saved into TRIM), the paper documents that are sent to Records Management Services are stored in boxes in date registered order. In accordance with current legislation, these hardcopy documents are not destroyed.
How do I save electronic Documents on to a student file?
If you require assistance saving electronic document to a student file in TRIM, please refer to TRIM Advice Sheet 13 – Saving Electronic Documents in TRIM for Student Records or for Faculty Staff, see TRIM Advice Sheet 19 – Processing student documentation via a Document Queue.
If I scan my own documents what do I do with the hardcopy?
If you use your photocopier to scan your documents and save them straight into the student file in TRIM you will still need to send the paper documents to Records Managment Services to store in the day box. We are unable to destroy any hardcopy scanned documents under current legislation. Before you send the documentation down to records please write the date you registered it into TRIM and the student document number (i.e. the S06/…. Number) on the hardcopy so that we can tell that it is already on the student file.
Do I need to send hardcopies of documents that I’ve created and saved on the student file myself to Records Management Services for storage?
No you don’t. There is no need send Records Managment Services printouts of electronically created documents that have already been saved in TRIM (e.g. Word, Excel or email documents). If you send them to Records Managment Services they will be returned to you.
Who has access to student records?
The documents held on student files are confidential; therefore access to these records is restricted to appropriate officers. To view the Access Policy click here. In order to view electronic student files you will need a TRIM account. If you require access to Student Records only and you are a staff member of a School then please complete the Request for Access to Student Records form.
How do I get access to TRIM?
You will need to have a TRIM account set up if you require access to Student Records. For more information on how to get a TRIM account set up, please click here.
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