How to Register Files
New UNSW Files
When to register a new UNSW File
How to register a new UNSW File
How to title a new UNSW File
Existing UNSW Files
What to do if you pass a UNSW File to a colleague
How to get a UNSW File returned on a certain date
What to do if documents on a UNSW File need re-arranging
What to do when you have finished with a UNSW File
What to do when a UNSW File is mislaid or lost
New UNSW Files
When to register a new UNSW File
New files may need to be established for a number of reasons including:
- A new matter arising which needs to be documented in the recordkeeping system
- An existing matter has changed direction and papers need to be moved to a new file with a more appropriate title
- A file title no longer accurately reflects the contents of the file
- A file has too many papers on it and a new part needs to be created
- A new file needs to be created each year for a recurrent annual matter, for example annual audits.
Always check that there is not already a file on your topic in existence.
How to register a new UNSW File
- Apply Online - New UNSW File Request Form; or
- Fax a completed New UNSW File Request Form (.pdf) to 938 52000, or email records.admin@unsw.edu.au or mail to the Records Office, Room G27, Chancellery Building; or
- Contact the Records Office by email records.admin@unsw.edu.au or by
phone
How to title a new UNSW File
The UNSW Business Classification Scheme provides a functional classification system of Keywords and Activity Descriptors for titling of university records regardless of their form. These terms define the primary business function being carried out and further refine the business activity.
All UNSW units who are not using the TRIM Recordkeeping system are advised to also adopt the UNSW Business Classification Scheme to classify records.
broadest term - narrower term - even narrower term
KEYWORD - ACTIVITY DESCRIPTOR - Free Text
INFORMATION MANAGEMENT - CONTROL - UNSW Business Classification Scheme
There are three reference documents provided below to aid in classifying University records. They are:
Notify Records staff via email to records.admin@unsw.edu.au or by phone, they will update the file's location in TRIM.
You can use the UNSW Resubmit system (R/S). Before returning the file to the Records Office write the abbreviation R/S, your name and the date upon which you wish to have the file returned to you on the front of the file cover. Mark this information with a highlighter.
When the file is returned to the Records Office, the resubmit information is entered into TRIM so the file can be sent back out to you on the requested date.
To enhance workflow at UNSW you can enter resubmit details for a colleague who may need the file at a later date.
Please do not remove documents from any administrative file without informing Records staff.
Contact the Records Office if you believe a document has been incorrectly filed.
Sign and date the cover and return the file to the Records Office, Room G27, Chancellery Building.
Contact Records Staff who will check the file's movements and can arrange for a file scan to be carried out if necessary.
- UNSW Business Classification Scheme (960kB .pdf - requires UniPass, not zPass)
A complete listing of the UNSW classification scheme, including all Keywords and Activity Descriptors, along with Scope Notes for each and every term used.
*This is most likely to be the document you keep for everyday recordkeeping reference.
Click here to view the web version (requires UniPass). - UNSW Keywords and Activity Descriptors (505kB .pdf - requires UniPass)
This provides an overview of each UNSW Keyword and a listing of its' respective Activity Descriptors.
This document is helpful in providing an introduction and overview to the UNSW Business Classification Scheme but may not be comprehensive enough to use in the everyday classification of records. - UNSW Corporate Thesaurus
This is a complete listing of the controlled classification vocabulary used at UNSW.
It contains both those terms used, and other common business terms that are not part of the UNSW BCS. Where this is the case, synonyms that may be used are suggested.
It is available for access for TRIM Client users only - please consult with us for further information.
Existing UNSW Files
What to do if you pass a UNSW File to a colleague
Notify Records staff via email to records.admin@unsw.edu.au or by phone, they will update the file's location in TRIM.
How to get a UNSW File returned on a certain date
You can use the UNSW Resubmit system (R/S). Before returning the file to the Records Office write the abbreviation R/S, your name and the date upon which you wish to have the file returned to you on the front of the file cover. Mark this information with a highlighter.
When the file is returned to the Records Office, the resubmit information is entered into TRIM so the file can be sent back out to you on the requested date.
To enhance workflow at UNSW you can enter resubmit details for a colleague who may need the file at a later date.
What to do if documents on a UNSW File need re-arranging
Please do not remove documents from any administrative file without informing Records staff.
Contact the Records Office if you believe a document has been incorrectly filed.
What to do when you have finished with a UNSW File
Sign and date the cover and return the file to the Records Office, Room G27, Chancellery Building.
What to do when a UNSW File is mislaid or lost
Contact Records Staff who will check the file's movements and can arrange for a file scan to be carried out if necessary.