HP TRIM Training Module 2 - University of Melbourne

HP TRIM 

Records Services 

Central Records 

August 2011 

TRIM Training Manual 

Module Two: 

Electronic Document 

Management (EDM)

The University of Melbourne 

Contents 

What is TRIM and Why Use It for Electronic Records?............................................................................ 2 

About this manual..................................................................................................................................... 3 

Where do I find out more?........................................................................................................................ 3 

For HP TRIM Support call...................................................................................................... 3 

What should be saved into TRIM? ........................................................................................................... 4 

Should Be Registered............................................................................................................ 4 

Not Requiring Registration..................................................................................................... 4 

Record Naming Guidelines ...................................................................................................................... 5 

Document / Record Naming .................................................................................................. 5 

Who Should Register Records and When Should This Occur? ............................................................... 6 

Electronic Records (word documents, excel, powerpoint etc) ............................................... 6 

Emails - Just another format of electronic-records ................................................................ 6 

Security .................................................................................................................................................... 6 

HP TRIM Screen Familiarity................................................................................................................... 7 

TRIM Address Book (Locations List)........................................................................................................ 8 

Registering Records – Document Entry Form.......................................................................................... 9 

Searching the Locations Directory ......................................................................................................... 10 

To only ever display the Active locations............................................................................. 10 

Drag and Drop........................................................................................................................................ 11 

Registering Existing Records – Right Mouse Click ................................................................................ 12 

Registering Records – Integration with MS Office Programs ................................................................. 13 

Registering Emails From Outlook........................................................................................................... 14 

A. How to create a Document Queue in TRIM ....................................................................................... 16 

B. How to process documents in the Document Queue......................................................................... 19 

Filtering Search Criteria to Refine Search Results................................................................................. 22 

Common Search Methods...................................................................................................................... 24 

Glossary of Terms .................................................................................................................................. 25 

Appendix 1 - Approved Acronyms.......................................................................................................... 27 

HP TRIM Training Manual - Module 2 – Electronic Document Management 

Page 1


WHAT IS TRIM AND WHY USE IT FOR ELECTRONIC RECORDS? 

Electronic documents are used commonly in daily business activities at The University of Melbourne. 

We have a need to store these documents as records in an electronic document and records 

management system (EDRMS) that meets our legislative requirements, records management policies, 

is appropriately secured and meets our varied business needs. 

TRIM has been used for managing physical records within the University for many years, and the 

functionality has been expanded to incorporate the storage and long term management or records. 

We are now expanding the use of TRIM to ensure the capture of electronic records, and to assist the 

University of Melbourne staff to: 

� Manage electronic records 

� Record physical records and their storage areas 

� Meet legal requirements for the maintenance of records 

� Meet Australian Standards (AS ISO 15489.1-2002) for the management of records 

� Empower users to manage their own information 

� Enhance retrieval of University intellectual property 

� Allow information to be shared within University of Melbourne 

TRIM is designed to be secure and simple to use and ensures: 

� Staff have fingertip access to information, including images when they need it 

� Version control of documentation, including retrieval of past revisions 

� Data is backed up 

� Duplication is reduced 

� Less time is invested locating and retrieving information 

Examples of Electronic Records include: 

� Word-processing documents 

� Spreadsheets 

� Images (including photos) 

� PowerPoint presentations 

� PDF documents 

� Scanned documents 

� Email 


Page 2


ABOUT THIS MANUAL 

This manual is designed as a step-by-step guide to some of the basic functions when using TRIM to 

store and manage electronic records at the University of Melbourne. 

� Important information in point form; 

� Provide step-by-step instructions; 

1. Numbers are used to indicate points on screen captures with corresponding explanations; 

� Helpful hints or alternative methods of performing a task. 

��Key Information – take note 

WHERE DO I FIND OUT MORE? 

ONLINE HP TRIM TRAINING: 

http://www.unimelb.edu.au/records/unimelb-only/trim/online_training/index.html 

TRIM: http://www.unimelb.edu.au/records/unimelb-only/trim/ 

CENTRAL RECORDS: http://www.unimelb.edu.au/records 

For HP TRIM Support call 

Record Services (Central Records) – Helpdesk ext. 43534 

Trainer 

Fiona McRostie ext. 47204 


Page 3


WHAT SHOULD BE SAVED INTO TRIM? 

Documents created by staff that provide evidence of business activity are a corporate resource and 

should be captured as a record in the TRIM system. It is the responsibility of all University staff to 

contribute to ensuring our corporate memory is complete, accurate and accessible 

Documents are considered records when they contain information reflecting: 

� University’s rights and responsibilities 

� Reporting requirements and legal 

obligations 

� Information of an evidential value e.g., 

legal or financial accountability 

� Financial arrangements and 

commitments 

� Legal advice 

� Planning initiatives 

� Organisational structure, governance 

and strategy 

� Dealings with external bodies on 

behalf of the University 

� Decisions, precedents, and policies for 

reference, review, development and 

audit purposes. 

Listed below are some examples of document types and whether they require registration into TRIM. 

Should Be Registered 

Not Requiring Registration 

Policies Working Copies 

Procedures Duplicate Records 

Contracts / Agreements External Promotional Material (junk mail) 

Budget Allocation 

Records that are stored in another official 

University system – e.g.: Themis 

Committee correspondence Meeting bookings and arrangements 

Meeting agendas and minutes Student loan applications 

Major works planning Membership subscriptions 

Business planning Publications, brochures 

Complaints Invitations 

Significant Purchases 

Legal Obligations 

Strategic plans 


Page 4


RECORD NAMING GUIDELINES 

In order to ensure consistency and enhance the retrieval of information, the following data entry 

guidelines have been developed. 

Document / Record Naming 

The titles or names of documents within TRIM should be meaningful. The record title is displayed on the 

screen in search results, and a meaningful title should allow you to know what the record is, without 

having to open it and view the image. 

The title field is a free text field and it should describe the document content in a summarised way. 

Eg: Application for $2650 federal funding grant for Student News Magazine April 2006 

The following rules apply to naming records when registering them into TRIM 

Proper Case 

Titles should be entered in proper case, not UPPERCASE. 

Keywords 

Do use keywords and descriptive terminology such as; application, further information, project titles, 

type of response/document (eg: application, report, invoice, legal advice) and type of issue (eg: 

appreciation, complaint, request for information) 

No Abbreviation 

Full text should be used when entering TRIM record titles – no abbreviations. Avoiding abbreviations will 

ensure long term retrieval and validity of the records 

Avoid punctuation 

Punctuation should not be used. When it is used in titles, the punctuation is indexed as part of the word, 

thus making retrieval of records more cumbersome. 

Exceptions to the punctuation rule include; 

Names should be entered with an apostrophe, eg: O’Shae 

A dash with a space either side may be used to separate sentence eg: Freedom of Information Request 

– John Smith – October 2005 - confirmation that documents can not be displayed due to nature of 

insurance claim 

Entering Dates 

Dates should be entered as follows 24 June 2005 

Date ranges – a dash should be used with a space either side, eg: 2005 – 2006 

Approved Acronyms Only 

An approved acronym list (appendix 1) has been designed for use within the TRIM system. Only use 

those on the list - if you have additions or amendments to the list, please contact Central Records 


Page 5


WHO SHOULD REGISTER RECORDS AND WHEN SHOULD THIS OCCUR? 

Hard Copy 

Hard copy records should be scanned and registered into TRIM. If you have access to a scanner, you 

are encouraged to complete this process. The preferred format is PDF. 

Records Services can provide advice in relation to option for bulk scanning. 

Electronic Records (word documents, excel, powerpoint etc) 

Ideally, records that are created electronically should be received and captured electronically. You 

should encourage your customers to send items to you electronically whenever possible so that you can 

register them directly into TRIM in their native format. Those created / edited internally are to be 

registered into TRIM when finalized/complete 

� The document Author is responsible for ensuring the document is saved into TRIM electronically 

� 

��NOTE: committee papers should be registered by the committee secretary 

Emails - Just another format of electronic-records 

When an email is considered a record, it is the author’s responsibility to register the email 

When an email is received from an external source, it is the receiver’s responsibility to register it into 

TRIM 

� Outlook users are to register their emails. Eudora users are to forward emails to: Central records 

Inbox records-services@unimelb.edu.au where staff will register the email within 48 hours 

� If you know an email will be sent back and forth several times before an outcome being decided. 

Always reply with the history (email thread) – that way, you will be able to save the email at the end of 

the process and capture the entire thread in one record. If it has been sent to multiple people use 

REPLY ALL if you need to respond and at the end capture the thread. 

SECURITY 

There are a number of security methods available within TRIM. As a rule, when a document is 

registered, it is contained within a folder (like you put paper on a file). The document will automatically 

assume the same security that is applied to the folder. 

� If your login does not meet the security requirements of a record, you will not see that it exists 

Caveats - We predominantly use Caveats to secure the files. The caveats can be used individually but 

when multiple caveats are applied, the access to the record is significantly reduced. 

Some caveats include; 

� Students Caveats 

� Patents 

� Personnel 

� Honorary Degree 


Page 6


HP TRIM SCREEN FAMILIARITY 

1.Record List Pane 

Customisable by the user. 

If you make change to the 

list pane, the changes 

remain for all records of all 

record types 

2. Enquiry List Window 

List of Records displayed 

as a result of a search 

3. Record View Pane 

Customisable by the user. 

If you make changes to the 

view pane, the 

modifications are specific 

to the RECORD TYPE that was highlighted. Eg: if you have a legal agreement highlighted and make changes, you will see the 

modifications with all the legal agreements, but if you highlight a file, the view pane will be different. This is because each record type has 

different metadata fields 


Page 7


TRIM ADDRESS BOOK (LOCATIONS LIST) 

When searching the for Contacts or Locations (author, addressee, organisation etc) 

ACRONYMS 

When searching for an organization, search on the full title and not 

the acronym. However the 2 exceptions being AVCC & CSIRO 

which appear in the location directory as their acronym 

ASIAN NAMES 

As Asian names are written in a multitude of ways, it is often 

difficult to differentiate between surnames and given names. Asian 

names are entered as a whole in the surname field for Contacts. 

This applies to Chinese and Vietnamese names, but not to Indian 

and Japanese names. An example is Kwong Lee Dow (the format 

we use). 

SUPERSEDED OR (ARCHIVED) 

When an organization changes its name, the previous name will 

have ‘superseded’ added at the end (previously ARCHIVED). DO 

NOT use the superseded location unless the document predates 

the change 

HOW AUTHORS (contact) APPEAR IN THE LOCATION 

DIRECTORY 

The author is the name of the person that appears on the 

document. 

If no name exists, use the name of the business or organization 

they represent. 

If an individual is writing to the University in a private capacity (not 

attached to any organization and is not a student), they will be 

recorded as the author with no organization 


Page 8 

Searching for Internal Departments: 

Administrative departments - e.g., Financial Operations with 

“Department of” omitted. 

Academic departments - found under “Department of”, “School of” 

and “Faculty of” in the contact directory. 

Internal centers - leave out "the", but retain "of" and "for", e.g., 

Centre for Study of Higher Education. 

The Law School is a single department faculty, and “Faculty of Law” 

is the internal organisation to use in this instance 

Internal Type External 

Person 

Position 

Organisation / 

Department 

Committee 

Group NA 

Project Team


REGISTERING RECORDS – DOCUMENT ENTRY FORM 


Page 9 

Title – meaningful summary of the document content 

Document Subset – Defaults at 1 Corporate Docuement 

Container – The File Number in which the document will be 

contained on 

��If you are unsure of the container number –use one of the 

following; 

05/700 for SENSITIVE records & 05/680 for all other records 

The document will be contained in the correct file electronically 

within 48 hours by Central Records 

Enclosed – tag if the document is electronic 

Date Created – date of the letter 

Current Location - This will default at Central Records 

Author – signatory of the document 

Addressee – who the document is going to 

Other Contact - If you have multiple addresses or author you can 

use this field 

External ID - Used by Central Records staff and VC office 

Alternative Container - Use only if the document needs to be 

related to another Central Records file. In the hard copy 

environment, you would copy the document and place it on a 

second file – it is this second file number that is referred to as the 

‘alternative container’. 

Date Arrived - Date in which documents arrive in an office. Used by 

VC office only. 

Access Control - Controls added to the document to give privileges 

of who can amend or modify. Central Records use only 

Security - Displays the security of the document. The document will 

take on the Security of the Container (Central Records file) 

Display and/Modify Notes TAB- This field allows you to enter 

additional details or information regarding the records you are 

working on.


SEARCHING THE LOCATIONS DIRECTORY 

The Author and addressee fields work in the same way. One field 

is for the author of the document being registered, the addressee 

is for whom the document is address to 

� Type in the Surname of the author (or addressee) in the 

corresponding field (if it hasn't been automatically inserted) 

e.g. smith 

� Click on the yellow kwikselect button to bring up a list of 

matching names 

� Highlight and select the appropriate name and select OK 

� 

�If you can not locate a location please call Central Records.� 

� 

� 

� 


Page 10 

� 

To only ever display the Active locations 

(locations that have not been Archived or superseded) 

Complete the first two steps as per ‘Searching the Locations 

Directory’. 

With the locations list on the screen, complete the following; 

� Select SEARCH button or F7. 

� The search Location screen will be displayed 

� Select the FILTER TAB. 

� Underneath ‘other location filters’ – you have the option to 

tag and untag options. Setting it up as per the image below 

will result in only ACTIVE locations being displayed. 

� Tick ‘Set as Default Filters’ box 

A contact person location may appear a number of times in the 

location list. You will need to check in the field named SECTION to 

confirm the correct contact person.


DRAG AND DROP 

HP Trim allows you to drag & drop electronic documents onto a 

TRIM window to register the document within the system. 

The Drag and Drop method is most useful when you need to 

capture existing documents into trim from a Windows 

environment or when a document has been saved into a local 

folder. 

To drag & drop a single document into trim follow the steps below 

� Open TRIM and minimise 

� Find & highlight the document you wish to register: 

� Left Click & hold your mouse button down on highlighted 

document: drag the document onto the HP TRIM icon in 

the status bar. 

� Wait for TRIM to be restored 


Page 11 

� Drag the cursor into TRIM and release the mouse button 

(be careful not to drag and drop it onto a window already 

open in TRIM) 

The Check in Document entry form will be displayed 

Within the ‘Create a new Record with Record Type’ field, select 

the yellow kwikselect (yellow folder) 

Select the Record Type DOCUMENT (once used you may 

access it from your black drop down arrow) 

� Select the OK button, leaving all other options as they 

are. The New Document Data Entry Form will appear 

� 

�Alternatively you can drag the highlighted record onto your 

TRIM icon on your desktop and release the mouse button. 

You do not need to have TRIM open already when doing this


REGISTERING EXISTING RECORDS – RIGHT MOUSE CLICK 

Another way to register electronic records that exist in your local directory (Windows Explorer) is to use the 

‘Right Mouse Click’ method. This allows you to highlight 1 or several documents and send them to TRIM 

for registration. 

To complete the right mouse click method, you must first find the document/s you wish to register. 

With your curser over the 

highlighted record 

� Right Mouse Click 

� Send To 

� TRIM 

The Check in Document form will be displayed 

� Within the ‘Create a new Record with Record 

Type’ field, select the yellow kwikselect 

(yellow folder) 

� Select the Record Type DOCUMENT (once 

used you may access it from your black drop 

down arrow) 

� Select the OK button, leaving all other 

options as they are. The New Document 

entry form will be displayed 


Page 12


REGISTERING RECORDS – INTEGRATION WITH MS OFFICE PROGRAMS 

INTEGRATION 

This features is used to integrate TRIM with other ODMA (open 

document management api) compliant applications such as 

Microsoft Word, Powerpoint, Outlook etc. This means that when 

you save a word document (for example) the TRIM screen will 

prompt you to save the record directly into TRIM 

� ALL OTHER APPLCATIONS INCLUDING OUTLOOK 

SHOULD BE SHUT DOWN BEFORE COMPLETING THIS 

PROCESS. 

To Activate / De-Activate this Feature 

� TOOLS drop down Menu 

� DESKTOP ADD-INS 

� FLAG the 

tick box 

Microsoft 

word etc if 

you wish HP 

Trim to 

integrate 

with these 

applications 

� If you use 

OUTLOOK 

please 

ensure that 

Integrate 

TRIM with 

Microsoft 

Outlook is 

flagged 


Page 13 

Below is an example of the screen that is displayed when you 

have activated the Integration Component and attempt to save 

the document (if it is a word document, powerpoint presentation 

etc) 

If you have a Word document open that has been saved before, 

select Save As rather than Save to activate the TRIM registration 

process. 

� When the following screen is displayed, select 

Documents and then OK 

� The New Document data entry form will then be displayed 

� 

� If you do NOT wish to Save the document into TRIM select 

LOCAL and you can save the document down in your local 

directory (eg: H:/, Shared drive etc)


REGISTERING EMAILS FROM OUTLOOK 

Outlook users have the ability to register their emails directly into TRIM. Check to make sure you have the TRIM icons available on your 

toolbar in Outlook so that you can complete this task. 

To register an email, you must begin in Outlook. 

� 

� 

� Find the message you wish to save in TRIM and 

highlight it. 

� Click on the TRIM Catalogue message icon in the 

toolbar 

� TRIM will open (if not already open) 

� Select the record Type you want to create which will be 

� The Document Data entry form will be displayed. 

��You can save any email message in TRIM, regardless of which folder it is in - inbox, sent items or deleted items etc. 


Page 14


How to add the TRIM RECORD Number as a column in your Outlook email Box 

1. Right Click on the light grey bar ( which has subject , size received etc) 

2. select - Customize Current View 

3. Select - Fields 

4. Under the heading - “Select available fields from”: use the drop down box and Select : User defined fields in inbox (folder) 

5. From the available list Select: - TRIM RECORD NUMBER then click on ADD then OK 

You may have to move some columns over to see it but it should display as an additional column now in you Inbox. 

Eudora Clients 

If you use Eudora, you are unable to save emails directly into TRIM. Forward emails for filing to Central records Inbox at 

central_records@unimelb.edu.au and Central Records staff will register them into TRIM within 24 hours. 

��Don’t forget to include email attachments for saving, – They are Just As Important!!! 


Page 15


A. HOW TO CREATE A DOCUMENT QUEUE IN TRIM 

Setting up a Document Queue in TRIM allows you to transfer multiple documents (sitting in a folder on your 

network drive) into a list/queue in TRIM ready for processing. 

Before you create a Document Queue, make sure that you have a folder set up on a secured space on a 

network drive. When you scan documents, make sure they are scanned into this folder. 

Open TRIM 

Click on the Document Queues under the favourites 

A white screen will appear “No Document Queues found.” 

2. In the middle of the white screen, right click and choose New - Windows Folder. 


Page 16


The New Document Queue Box will appear to assist in the set up of the Document Queue. This is the 

first screen. 

3. Give the Document Queue a name – use the same name as the folder you have linked the 

Document Queue to. 

4. Fill in the file path to where the folder containing the scanned documents is located. Click on the 

Kwik Select yellow folder to browse to the folder on the drive where the scanned documents are 

located 

5. Tick the box to allow automatic processing of this Document Queue 

6. Click on the Options TAB Choose Documents, by selecting it through the Kwik Select Yellow folder. 

Leave the default container field blank. Below are more options available 


Page 17


Then click OK to return to the screen where the Folder is displayed 

10. The Document Queue you have just created appears in the following screen 

Tagging this box will 

allow you to view the 

document while saving it 

into TRIM. If you do not 

wish to view the 

document when saving 

it into TRIM (this is 

recommended), leave 

the box untagged. 

The document will be 

deleted from the folder 

on the network drive as 

well as from the TRIM 

Document Queue after 

registration. 

11. To configure some options right click on the highlighted document queue and select Properties. 


Page 18


B. HOW TO PROCESS DOCUMENTS IN THE DOCUMENT QUEUE 

Once the Document Queue folder has been created in TRIM you can use the same one continually as long 

as you save your scanned images into the same folder on your network drive 

13. Click on Document Queues under Favourites. You will then see this screen. Double click on the 

highlighted Document Queue 

Double click 

14. A list of the documents in the folder on the network drive that you have linked to using the Document 

Queue, will display 

15. To start registering the documents into TRIM, right click and select tag all documents. 


Page 19


16. Highlight the first document in the list then right click and choose Check In 


Page 20


17. The Document data entry form will then display 

18. Click OK to process the document you are working on. You will notice that as soon as you have 

processed one document (after you have clicked OK) TRIM will automatically open up a new Document 

data entry form for you to complete for the next document which is waiting in the queue. The previous 

document automatically gets deleted from the Document Queue in TRIM and also from the folder on the 

network drive (from the settings selected in Step 12). 

19. Once all documents have been saved into TRIM from the Document Queue, you can close the Process 

Document Queue window. 

20. When another batch of documents are scanned into this queue, you will only need to follow the 

instructions from section B step 13. 


Page 21


FILTERING SEARCH CRITERIA TO REFINE SEARCH RESULTS 

There are many search methods available in TRIM, which, when combined, allow you to hone in on exactly 

what records or combination of records you are trying to find. The Basics are covered in Module 1 

Further to the search methods available, there are filter methods that will help you refine the search to 

retrieve the records for which you are looking. 

Within the Filter Tab: 

Record Dispositions 

The fields that are tagged will appear in 

your search results 

Record Classes 

NA to UoM 

Finalised Filters 

When you know the record you are looking 

for has been finalized, or has not been 

finalized, you can tag the relevant option 

File Types 

Allows you to search specific electronic 

formats to be retrieved and displayed in 

your search results e.g.: 

doc = Word documents 

vmbx = Emails 

ppt = Powerpoint presentation 

xls = Excel spreadsheets 

pdf = adobe documents 

tif = Scanned images 

mpp = Microsoft Project 

pub = Publisher documents 


Page 22


Within the Record Types Tab: 

You can choose to look over an individual, multiple or all record types when conducting your search. Untag 

the record types that you would not like retrieved and displayed in your search results 

Save as Default Filters – Tagging this ensures that the filters you set now are applied when you complete 

futures searches. 

� Saving defaults can be both beneficial and a hindrance. If you save a default, remember that 

when you do future searches the records you know exist, may not be displayed. 


Page 23


COMMON SEARCH METHODS 

Following are some common search methods. These are available when you select the kwikselect folders 

in the search for records screen. You can have it displayed as Categorised or Details by adding a Bullet in 

the radio button. Details displays a list of all options 

If you have Categorised bulleted 

Text Search 

Title Word: Words within the title of a record – multiple 

words can be entered and any records with ALL the 

words will be displayed 

Document Content: Words within the body of a record – 

uses string method 

e.g.: all words inside an excel spreadsheet or word 

document 

TRIM Email Message Contents: Words within a saved 

email and the attachments in a catalogued email 

Dates and Times 

Date Registered: when a record was registered into 

TRIM 

Date Created: when a letter was written (date of record) 

Date Published: a record was published (incl. Internet, hard copy etc) 

Contact, People and Places 

Current Location (Assignee): Current Location of the hard 

copy record 

Home Location: Long term storage location 

Owner Location: Business Owner of record 

Creator: Person who registered the electronic record into TRIM 

Contact: All records with selected person / organisation as an 

author or addressee 

Addressee: Person to whom a letter was addressed 

Author: Person who wrote / signed off the letter 

Document Management 

Electronic Document Types: All electronic records of a 

particular format – e.g.: MS Word documents or Excel 

spreadsheets 


Page 24


GLOSSARY OF TERMS 

Access Control 

This function can be used for targeted access restriction of items to only those staff involved or 

authorised to view and/or edit documents. This control should be applied to the POSITION rather than 

the person. This will allow new staff access to documents required within their role. 

Action 

A task or workflow that is assigned to a record, specifying the nature of the task, who is responsible and 

the time allocated to perform the task. 

Current Location 

The place where the record currently resides. 

Check In 

The function used to transfer documents from TopDrawer to TRIM. 

Check Out 

The function used to transfer documents from TRIM to TopDrawer or a local/shared directory. This 

allows documents to be checked out of TRIM to be modified and later returned (check in). 

Document (AS ISO 15489.1-2002) 

Recorded information or object which can be treated as a unit. A document becomes a ‘record’ when it 

provides evidence of a business transaction. 

Drop Down List 

The black down arrow at the right end of an entry field. When clicked, predetermined information will be 

displayed that is relevant to the field. Used to present lists of items in alphabetical order. 

Enclosed 

A mechanism to record that the record is currently within its container. 

Keyword 

Descriptive words used when titling records to ensure future retrieval and identification of the record. 

KwikSelect 

Consists of a text field and a button on the right hand side with an image of a yellow folder. Choosing 

this button will display a list of information to select from to fill the text field or it will bring up a TRIM 

search. 

Locations 

Areas where a record may reside (either physically or electronically). Consists of a list including 

organisations, groups, positions and persons. 

Lookup Set 

A drop down list where the user can choose from set terms connected to a field. For example, a field 

called Document Type allows the user to select from a list of valid document types that are defined by 

the Administrator, such as Incoming, Internal or Outgoing document types. 

Make Final 

Setting the status of a record to be the final version and locking the record down so it cannot be edited – 

not even by the author. 


Page 25


Records (AS ISO 15489.1-2002) 

Information created, received, and maintained as evidence and information by an organisation or 

person, in pursuance of legal obligations or in the transaction of business. Only those documents which 

provide evidence of business activities are regarded as records. 

Record Type 

Different types of records within the Central Records dataset, such as Documents, New Files or Legal 

agreements. 

Record List Pane 

Pane that determines which information will be displayed on the screen. This exists in many areas 

including; Search results list, an In Tray list, a Locations list, a Thesaurus list etc. 

Record View Pane 

Displays details at the bottom of the screen when a record is highlighted in the Record List Pane. 

Contains information about the record itself, including: Record Number, Title, Date Registered & Author. 

Refresh (F5) 

The Refresh function will check the dataset then update the current Search Results window. 

Reload (F6) 

The Reload function will check the dataset and update all windows, even those minimised. 

Revisions 

An updated or modified version of the record. Multiple revisions of an electronic document may be 

attached to a single record. If the user chooses to Check In an electronic document that has been 

Checked Out, a new revision can be created of the document. 

Search 

Used to find a particular record or groups of records. Searching can take place under varying methods 

including by: Title, Date Registered, Record Number or Author. The user can perform simple or 

advanced searches to suit their needs. 

Super Copy 

A carbon copy of a document that has been Checked Out to TopDrawer or a local/shared directory. 

Once a super copy has been Checked Out and modified, it cannot be Checked In as the same 

document, it must be Checked In as a new document. 

Tag 

The tag function in TRIM allows the user to select multiple entries and apply the same function to them. 

This is done by placing the mouse to the left of a record entry (underneath the tick icon) and clicking 

with the left mouse button to place a tick next to the record. 

Thesaurus 

A thesaurus is the vocabulary of a controlled set of terms used to represent the subject of the record. In 

simple terms it is an agreed set of standard words and terms. These terms may be used to create a 

record’s title or may be attached to a record. 


Page 26


APPENDIX 1 - APPROVED ACRONYMS 

Australian Academic & Research 

AARNet Network 

ABN Australian Business Number 

Australian Council for 

ACER Educational Research 

Australian Centre for International 

ACIAR Agricultural Research 

Association of Commonwealth 

ACU Universities 

AEF Asia Education Foundation 

Australian Food Industry Science 

AFISC Centre 

Australian Higher Education 

AHEIA Industrial Association 

Australian International Health 

AIHI Institute Limited 

Australian Music Examinations 

AMEB Board (Victoria) Limited 

Australian National Academy of 

ANAM Music Limited 

ANU Australian National University 

Australian & New Zealand School 

ANZSOG of Government 

ARC Australian Research Council 

Australian Universities Quality 

AUQA Agency 

Australian Agency for 

International Development 

AUSAID AUSAID (formerly AIDAB) 

Australian Vice-Chancellors’ 

AVCC Committee 

Australian Workplace 

AWAs Agreements 

BEC Buildings and Estates Committee 

Business Higher Education 

BHERT Round Table 

Committee for the Advancement 

CAUT of University Teaching 

Course Experience 

CEQ Questionnaire 

Centre for Eye Research 

CERA Australia 

Contemporary European 

CERC Research Centre 

CPC Capital Projects Committee 

CRC Cooperative Research Centre 


Page 27 

CRICOS 

Commonwealth Register of 

Institutions and Courses for 

Overseas Students 

Centre for the Study of Higher 

CSHE Education 

Commonwealth Scientific & 

CSIRO Industrial Research Organisation 

Commonwealth Serum 

CSL Laboratories 

Commonwealth Supported 

CSP Places 

Campus Wide Information 

CWIS Systems 

Department of Education Science 

DEST & Training 

Department of Education and 

DET Training, Victoria 

DVC Deputy Vice-Chancellor 

Enterprise Bargaining 

EBA Agreements 

Equivalent Full-time Student 

EFTSL Load 

EFTSU Equivalent Full-time Student Unit 

EHS Environmental Health and Safety 

English Language Intensive 

ELICOS Course for Overseas Students 

Equivalent National Tertiary 

ENTER Entrance Rank 

ESL English as a Second Language 

Education Services for Overseas 

ESOS Act Students Act 

FGMs Faculty General Managers 

FOI Freedom of information 

Grains Research & Development 

GRDC Corporation 

GST Goods & Services Tax 

GUC General University Costs 

General University Costs 

GUCMG Management Group 

Higher Education Contribution 

HECS Scheme 

HEFA Higher Education Funding Act 

Higher Education Innovation 

HEIP Programme 

HEPs Higher Education Providers 

HESA Higher Education Support Act


HR Human Resources 

HRC Human Resources Committee 

International English Language 

IELTS Testing System 

IP Intellectual Property 

IT Information Technology 

L&TC Legislation and Trusts Committee 

Faculty of Land and Food 

LFR Resources 

Local Information Technology 

LITE Expert 

LOTE Languages other than English 

MBS Melbourne Business School 

Faculty of Medicine Dentistry & 

MDHS Health Sciences 

MOU Memorandum of Understanding 

Melbourne Research and 

MRIO Innovation Office 

MSO Melbourne Symphony Orchestra 

MTC Melbourne Theatre Company 

Melbourne University Publishing 

MUPL Limited 

MVPL Melbourne Ventures Pty Ltd 

Melbourne University Student 

MUSUL Union Limited 

National Health & Medical 

NHMRC Research Council 

NICTA National ICT Australia 

National Tertiary Education 

NTEU Industry Union 

OHS Occupational Health & Safety 

OVC Office of the Vice-Chancellor 

PBC Planning and Budget Committee 

Postgraduate Education Loans 

Scheme (University of 

PELS Melbourne) 

Personnel Policy and Procedures 

PPP Manual 

PROF Professor 

RCH Royal Children’s Hospital 

RMH Royal Melbourne Hospital 

RMIT University (formerly Royal 

Melbourne Institute of 

RMIT Technology) 

RPB Raymond Priestley Building 

RWH Royal Women’s Hospital 

SGS School of Graduate Studies 

Strategic Partnerships with 

Industry-Research and Training 

SPIRT Scheme 

SVP Senior Vice-Principal 

TAFE Technical and Further Education 

Teaching and Learning 

Multimedia and Educational 

TALMET Technologies Committee 

Teaching and Learning Quality 

TALQAC Assurance Committee 

UOM University of Melbourne 

University of Melbourne 

UMPA Postgraduate Association 

University of Melbourne Student 

UMSU Union 

University (any University but not 

The University of Melbourne – 

UNI see UOM 

USP University Systems Project 

VC Vice-Chancellor 

VCA Victorian College of the Arts 

Victorian Civil and Administrative 

VCAT Tribunal 

VCE Victorian Certificate of Education 

Vocational Education and 

VET Training 

VP Vice Principal 

Vice Principal and General 

VP&GC Counsel 

VPs Vice Principals 

VSU Voluntary Student Unionism 

Victorian Tertiary Admissions 

VTAC Centre 

VUT Victoria University of Technology 

Victorian Vice-Chancellor’s 

VVCC Committee 

Walter and Eliza Hall Institute of 

WEHI Medical Research 


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Page 29

HP TRIM Training Module 2 - University of Melbourne

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