The University of NSW corporate recordkeeping system uses a database called TRIM to register records. The current implementation is TRIM Context 6.2.

TRIM Context WebDrawer, the web-based version of TRIM, is available to all staff across UNSW. It provides a search functionality and a request function.

How to get access to TRIM?

To set up a new TRIM account, please contact the Records Manager.

Once you have a log-in for TRIM Context WebDrawer, you can access the system here:
http://www.rms.unsw.edu.au/

A full guide to using TRIM Context WebDrawer is available here.

A Quick Guide containing the most common features can be accessed here.

For more complex searches and requests, please contact the Records and Archives Office via email or by phone. Staff will be happy to carry out searches on named criteria and to provide the results in Excel format.

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New Files

When to register a 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 file

• Online New File Request Form; or
  
• New File Request Form, then fax completed form to 938 52000, or send it via internal mail to the Records Office, Room G27, Chancellery Building; or
  
• Contact the Records Office via email to records.admin@unsw.edu.au or by
  phone

How to title a new file

The University of New South Wales Corporate Thesaurus provides a functional classification system of keywords and activity descriptors for titling of university records regardless of their form.

It is a merged thesaurus, derived from the NSW State Records product Keyword AAA, adapted to better suit UNSW's requirements. The University of New South Wales is a licenced user of Keyword AAA .

The Corporate Thesaurus requires that all registered UNSW files are created using a mandatory Keyword and Activity Descriptor. These terms define the primary business function being carried out and further refine the business activity.

broadest term - narrower term - even narrower term KEYWORD - ACTIVITY DESCRIPTOR - Free Text INFORMATION MANAGEMENT - CONTROL - UNSW Corporate Thesaurus

In summary, there are three reference documents concerning the UNSW Corporate Thesaurus provided here. They are:

1. UNSW Corporate Thesaurus
   A list of all UNSW Keywords and their associated Activity Descriptors.
   This is most likely to be the document you use for everyday recordkeeping reference.


2. UNSW Corporate Thesaurus Introduction
   A detailed explanation of what a functional Thesaurus is and how to use it to title your records.
   Followed by basic listing of Keywords and approved acronyms and abbreviations.
   This document is helpful in gaining a better understanding of using the Thesaurus, it is not as useful for everyday reference.


3. UNSW Corporate Thesaurus - Alphabetical Listing
   This is a complete listing of all Thesaurus terms and other common business terms with alternative suggestions to use.
   This is an extremely comprehensive document (over 270 pages) and provides a complete reference guide when reviewing your recordkeeping practices.

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Existing Files

How to request an existing registered file

From within TRIM Context Webdrawer locate and select 'Click Here', found under 'Requests'. See the TRIM Context Webdrawer User Guide for more details.

If you do not have access to TRIM Context WebDrawer, you may request via email to records.admin@unsw.edu.au or by phone.

What to do if you pass a 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 an administrative 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 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 file

Sign and date the cover and return the file to the Records Office, Room G27, Chancellery Building.

What to do when a 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.