FAQ
Some frequently asked questions:
To obtain a copy of your student transcript, visit the Academic Transcripts page.
A university record is a document or other source of information in any format (including electronic documents and websites) that is made or received by employees of UNSW as part of their work. University records are corporate assets which represent a tangible product of the work of staff. Without a record of the thousands of transactions, instructions, agreements, authorisations and reports created every day throughout UNSW the efficient functioning of the University would be seriously impeded.
Records substantiate what, where, when and why you did something for and on behalf of UNSW. Records provide evidence of University business activities.
"Each public office must make and keep full and accurate records of the activities of the office." For more information, please refer to the Responsibilities page.
UNSW's recordkeeping policies and plans are currently under review as part of the Recordkeeping Project. For more information, please refer to our Recordkeeping Policy page.
The University has implemented TRIM (Total Records & Information Management) as the University's corporate recordkeeping system. This software will enable staff to manage hardcopy and electronic documents in one environment as the software provides for Electronic Document Management and electronic filing of email.
For access to TRIM, please contact the System Administrator. For further details on TRIM and gaining access, see our Registered Files page.
What does need to be captured in the recordkeeping system is letters, memorandum, reports and documents which:
Please refer to our Standards & Guidelines page.
UNSW has standard Administrative files, which are used for documents captured into our recordkeeping system, TRIM. This file cover is made of sturdy white cardboard and expands to fit approximately 40mm of papers.
For more information, please refer to our Registered Files page.
Please use our online form to create a new registered file. Alternatively you find procedures how to create registered files here, or you can simply contact the Records Office to request your file.
UNSW uses a functional thesaurus, advice on implementing it to file titling can be found here.
For guidance on using TRIM, please refer to our Registered Files page.
The time a record needs to be kept depends on its type, purpose and age. The Disposal page provides advice on how to recognise which records you need to keep and which you may dispose of. It also explains how you obtain the necessary authorization before you can dispose of any records.
You can keep and Administrative file for as long as you need it to perform your job, but you must keep in mind that it should be accessible for other staff members who may need to request it. It is advisable to return a file to Records Office if it is not in use, as you will be responsible for its care and custody until it is transferred to another location, and its movement is recorded in TRIM.
When you are finished using a file, you should sign and date the front of the file cover and send it back to the Records Office in internal mail (or via the daily file run).
If you, or your unit, is the officail custodian of the file, then please advise the Records Office with a notation on the file cover of FILE CLOSED, if it is a closed subject matter. With this information, we are able to send the file to our secondary storage unit.
For access to the University Archives, please consult the
Archives Procedures page. The University Archives are open from 9am to 1pm and 2 to 5pm Monday to Friday by appointment only.
If you are considering the donation of private records including the papers of individuals and/ or of organisations associated with UNSW you are invited to contact the Archives to discuss the matter. In our Acquisition Statement [pdf] you will find out more about the type of material we seek to collect.
- How can I get a copy of my Student Transcript?
- What is a University Record?
- Why is recordkeeping important?
- What are my recordkeeping responsibilities?
- Does UNSW have a recordkeeping policy?
- What is TRIM?
- How do I get connected to TRIM?
- What records should be captured?
- What records should NOT be captured?
- What is an Administrative File
- How do I create new files in TRIM?
- How do I title files in TRIM?
- How do I retrieve files from TRIM?
- How long do we need to keep records, which ones may I dispose of, and how?
- How long may I keep an Administrative File in my office and what should I do with the files no longer required?
- How do I access the University Archives?
- How can I donate to the University Archives?
How can I get a copy of my Student Transcript?
To obtain a copy of your student transcript, visit the Academic Transcripts page.
What is a University Record?
A university record is a document or other source of information in any format (including electronic documents and websites) that is made or received by employees of UNSW as part of their work. University records are corporate assets which represent a tangible product of the work of staff. Without a record of the thousands of transactions, instructions, agreements, authorisations and reports created every day throughout UNSW the efficient functioning of the University would be seriously impeded.
Why is recordkeeping important?
Records substantiate what, where, when and why you did something for and on behalf of UNSW. Records provide evidence of University business activities.
What are my recordkeeping responsibilities?
"Each public office must make and keep full and accurate records of the activities of the office." For more information, please refer to the Responsibilities page.
Does UNSW have a recordkeeping policy?
UNSW's recordkeeping policies and plans are currently under review as part of the Recordkeeping Project. For more information, please refer to our Recordkeeping Policy page.
What is TRIM?
The University has implemented TRIM (Total Records & Information Management) as the University's corporate recordkeeping system. This software will enable staff to manage hardcopy and electronic documents in one environment as the software provides for Electronic Document Management and electronic filing of email.
How do I get connected to TRIM, UNSW's recordkeeping system?
For access to TRIM, please contact the System Administrator. For further details on TRIM and gaining access, see our Registered Files page.
What records should be captured?
What does need to be captured in the recordkeeping system is letters, memorandum, reports and documents which:
- further the conduct of the University's business
- commit University resources and/or reputation
- detail University policy development and implementation
- develop and implement University academic and business projects
- need to be available and usable by other parts of UNSW
What records should NOT be captured?
Please refer to our Standards & Guidelines page.
What is an Administrative File
UNSW has standard Administrative files, which are used for documents captured into our recordkeeping system, TRIM. This file cover is made of sturdy white cardboard and expands to fit approximately 40mm of papers.
For more information, please refer to our Registered Files page.
How do I create new files in TRIM?
Please use our online form to create a new registered file. Alternatively you find procedures how to create registered files here, or you can simply contact the Records Office to request your file.
How do I title files in TRIM?
UNSW uses a functional thesaurus, advice on implementing it to file titling can be found here.
How do I retrieve files from TRIM?
For guidance on using TRIM, please refer to our Registered Files page.
How long do I need to keep records, which ones may I dispose of, and how?
The time a record needs to be kept depends on its type, purpose and age. The Disposal page provides advice on how to recognise which records you need to keep and which you may dispose of. It also explains how you obtain the necessary authorization before you can dispose of any records.
How long may I keep an Administrative File in my office and what should I do with the files no longer required?
You can keep and Administrative file for as long as you need it to perform your job, but you must keep in mind that it should be accessible for other staff members who may need to request it. It is advisable to return a file to Records Office if it is not in use, as you will be responsible for its care and custody until it is transferred to another location, and its movement is recorded in TRIM.
When you are finished using a file, you should sign and date the front of the file cover and send it back to the Records Office in internal mail (or via the daily file run).
If you, or your unit, is the officail custodian of the file, then please advise the Records Office with a notation on the file cover of FILE CLOSED, if it is a closed subject matter. With this information, we are able to send the file to our secondary storage unit.
How do I access the University Archives?
For access to the University Archives, please consult the
Archives Procedures page. The University Archives are open from 9am to 1pm and 2 to 5pm Monday to Friday by appointment only.
How can I donate to the University Archives?
If you are considering the donation of private records including the papers of individuals and/ or of organisations associated with UNSW you are invited to contact the Archives to discuss the matter. In our Acquisition Statement [pdf] you will find out more about the type of material we seek to collect.