RECORDS MANAGEMENT USING TRIM

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RECORDS MANAGEMENT USING TRIM Presented
by Information Access Operations Shared
Services BC Ministry of Citizens Services
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CONTENT

• What is TRIM?
• TRIM Benefits
• TRIM Roles
• TRIM Implementation
• TRIM Functionality

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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 Govt of Newfoundland, Govt
  of BC, City of Vancouver, US Navy, FBI Govt of
  Northern Ireland
• Govt standard set by BC Govt CIOs Office
• Fit to BC requirements verified through multiple
  ministry and branch deployments

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(No Transcript)
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TRIM BENEFITS

• BUSINESS IMPROVEMENT
• Improve searching and retrieval
• Better information better service
• Support branch information sharing
• Address email burden
• Support knowledge retention

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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

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TRIM BENEFITS

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

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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

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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

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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

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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

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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

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TRIM FUNCTIONALITY
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CREATING A FOLDER IN TRIM

Fill in Dates
Choose your Record Type P or E Folder
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SAMPLE LIST OF PAB RECORDS IN TRIM
R click to change column headings
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TRIM SEARCHING
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SEARCHING IN TRIM
Click on search icon
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PRINTING TRIM REPORTS

• 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.

Select a report print
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• TRIM AND ELECTRONIC DOCUMENTS

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TRIM DOCUMENT UPDATING
Offline Records
Offline Records
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TRIM SHARING DOCUMENTS
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EXAMPLE OF TRIM REFERENCE ATTACHMENTS

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TRIM SAVING EMAIL
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• QUESTIONS?