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Records Management Using TRIM: Benefits, Implementation, and Functionality

Learn about TRIM, an enterprise document and records management system that manages all types of records. Discover its benefits for business improvement, risk management, compliance, and support for green initiatives.

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Records Management Using TRIM: Benefits, Implementation, and Functionality

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  1. RECORDS MANAGEMENT USING TRIM Presented by: Information Access Operations Shared Services BC Ministry of Citizens’ Services

  2. CONTENT • What is TRIM? • TRIM Benefits • TRIM Roles • TRIM Implementation • TRIM Functionality

  3. WHAT IS TRIM? • An Enterprise Document and Records Management System (EDRMS) that manages all types of records. • TRIM is: • Used in over 1,000 organizations worldwide • Currently used by: Gov’t of Newfoundland, Gov’t of BC, City of Vancouver, US Navy, FBI & Gov’t of Northern Ireland • Gov’t standard set by BC Gov’t CIO’s Office • Fit to BC requirements verified through multiple ministry and branch deployments

  4. TRIM BENEFITS BUSINESS IMPROVEMENT • Improve searching and retrieval • Better information = better service • Support branch information sharing • Address email burden • Support knowledge retention

  5. TRIM BENEFITS RISK MANAGEMENT • Retirement of QRMS • Keep electronic records for appropriate time • Reduce paper shadow file • Back-up copy of key case files COMPLIANCE • Meet legislative requirements • Maintain security and privacy • Increase accountability and integrity • Improve support for litigation

  6. TRIM BENEFITS SUPPORT GREEN INITIATIVES • Reduce records storage equipment, space and costs • Reduce creation of paper records • Reduce records duplication costs • Reduce courier requirements

  7. TRIM ROLES Information Worker (= records staff) • Attends 2-3 days training in Victoria • Creates electronic and physical folders in TRIM • Completes folder maintenance (searches, reports labels, box maintenance etc.) • First line of support for Branch TRIM users End Users • Attends on-line training or ½ day in Victoria • Searches and saves documents in TRIM Information Mgr & Administrator (select IAO staff) • All configuration tasks & system procedures

  8. SAMPLE TRIM IMPLEMENTATION PROJECT PLANNING • Review of current needs • Project charter • Plans for project, communications, training & change management IMPLEMENTATION • Phase 1 - TRIM for physical records mgt • Phase 2 - TRIM for electronic records mgt

  9. PHASE 1 – TRIM FOR PHYSICAL RECORDS KEY ACTIVITIES: • Installation of TRIM software on desktops • TRIM user & location configuration • ORCS data migration from QRMS/CRMS • Physical folder data migration from QRMS/CRMS • TRIM Information Worker training & desk-side support

  10. PHASE 2 – TRIM FOR ELECTRONIC RECORDS KEY ACTIVITIES: • Information management assessment report • TRIM user & location configuration • TRIM security and access configuration • Records Management (RM) training • Open e-folders in TRIM • TRIM user training & desk-side support

  11. RESOURCE REQUIREMENTS • IAO provides at no cost: • Project implementation support & subject matter expertise • TRIM configurations & user set-up • Monthly training sessions (in Victoria) • On-line training & Live Meeting training • TRIM business helpdesk • Branch provides: • Project sponsor • Project team members as appropriate • ISTORE orders for TRIM installation & data migration • Project communications • Pays for TRIM licences & data migration if applicable

  12. TRIM FUNCTIONALITY

  13. CREATING A FOLDER IN TRIM Fill in Dates Choose your Record Type P or E Folder

  14. SAMPLE LIST OF PAB RECORDS IN TRIM R click to change column headings

  15. TRIM SEARCHING

  16. SEARCHING IN TRIM Click on search icon

  17. PRINTING TRIM REPORTS Select a report & print Search records, tag records you wish to print or right click in search box & select “Tag all”. Click Printer Icon, select OK Print report, choose report type, print preview to view &/or Print.

  18. TRIM AND ELECTRONIC DOCUMENTS

  19. TRIM – DOCUMENT UPDATING Offline Records Offline Records

  20. TRIM – SHARING DOCUMENTS

  21. EXAMPLE OF TRIM REFERENCE ATTACHMENTS

  22. TRIM – SAVING EMAIL

  23. QUESTIONS?

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