FAQs
Becoming a TRIM user
What is TRIM?
TRIM is the corporate recordkeeping system of the University of NSW and is used to create and access official records. Learn more.
New user?
You will be automatically registered as a TRIM user when you request creation of, or access to, hardcopy TRIM files. This level of access does not require you to complete any registration form.
Please go to our menu Procedures to learn about how to register new TRIM files/documents, or how to access to existing ones, or other procedures.
How to login
You can login to TRIM WebDrawer here: http://trim.unsw.edu.au/webdrawer
If you receive a login prompt, then for username, please enter 'adunsw\', followed by your zStaff ID, and the Password is your zPass (not UniPass).
TRIM login problems
Forgotten password?
To create/reset/unlock your zPass, please go to UNSW Identity Manager webpage.
Difficulties logging into TRIM
Please contact TRIM Administrator at 52596 or email trim@unsw.edu.au.
Searching or registering TRIM records
Searching files/documents
We offer you several options to access existing UNSW TRIM files. You can email or phone us or use our self service option, TRIM WebDrawer. Learn more.
Tips on how to use TRIM WebDrawer, please go to TRIM User Guides webpage.
Registering files
To register a new UNSW file, please use our e-form.
For more information, please refer to How to Register Files webpage.
Updating file titles
If you would like to amend or add more information to a file title, please email us at records.admin@unsw.edu.au. We will update the title in the system and send a new label for you (if the file is in your possession).
Receiving & returning TRIM files
Receiving files (delivery times)
We deliver files across Chancellery units every weekday between 10.30-11am. For all other areas we use Internal Mail service, please allow 2-3 days for delivery.
Should you require the file more urgently, it can be retained in the Records Office for collection, simply email to records.admin@unsw.edu.au or phone us.
Returning files
You can keep a UNSW file for as long as require it, 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 Records Office, Room G27, Chancellery Building.
If you, or your unit, is the official 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.
Your delivery address
The information of your office address, we will refer from UNSW Website Staff directory. If the address is incorrect, please advise us. To update your address, please go to UNSW staff directory, on the bottom of your personal contact details page - click "Modify This Entry".
Disposing of records
How long records should be kept
Check the guidelines below to see how long your records should be kept before destruction:
For more information, please refer to How to Dispose of Records webpage.
Disposing of records no longer required
To destroy or transfer official records you need written authorisation from the Manager, Records and Archives prior to undertaking action. This applies to records in any format, including electronic records.
See the procedure below on how to obtain the authorisation.
Obtaining records disposal authorisation
For records not registered on TRIM:
- Please complete the Records Disposal Form RAO02 (206kB .pdf)
- Attach a list of the records to be disposed of. The List template is available for download here (84kB .xls). Feel free to contact us for guidance on its use.
Upon receipt of this form RAO staff will appraise the records in accordance with disposal authorities approved by State Records Authority of NSW and will contact you to discuss the next step.
Destroying records
- You will receive a copy of the approved Records Disposal Form RAO02 which outlines the disposal action to be taken in Section 4.2.
- Destroy records in an appropriate and secure manner. Failure to do so may lead to the unauthorised release of sensitive information.
- Dispose of confidential records by shredding or contact FM Assist on x55111 to arrange for their removal as confidential waste.
Retaining records that can be legally destroyed
Please complete the Records Retention Authorisation Form RAO06.
For more information, please refer to How to Dispose of Records webpage.
University Archives
What is held in the University Archives?
The holdings of the University Archives contain the official archival records of the university and private records of former officers, university related organisations and other individuals connected with the university, as well as oral histories. The Archives' holdings incorporate official publications - annual reports, calendars, handbooks - and campus media - University News, Uniken, Focus, Alumni Papers, Tharunka, Blitz - as well as photographs, film, video and sound recordings.
Access to archival collections
For access to the University Archives, please consult the Archives Procedures webpage. The University Archives are open from 9am to 1pm and 2 to 5pm Monday to Friday by appointment only.
Historical resources
Please visit our Historical Resources webpage for information on a selection of resources relating to the history of UNSW and its community, including online exhibitions.
Donating 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.
Research materials/papers
Handling, storing and disposing
Research materials and papers must be managed in line with the requirements of the UNSW Procedure for Handling Research Material and Data
The Records Office is able to provide assistance in interpreting the requirements for managing these records and guidance on storage and retrieval mechanisms, including use of the University's preferred supplier of Offsite Storage, Fort Knox Records Management.
Further information can be located at:
Feel free to contact us for consultation.
e-Learning
Recordkeeping Basics
This NSW State Records' online module Recordkeeping and you provides an introduction to what you need to know about managing records when working for the NSW Government.
TRIM WebDrawer demos
Using TRIM WebDrawer is simple and easy. Find all our demos to learn how to search records, request them, and use other features.
TRIM Desktop Client demos
Find all our demos to learn how to search records, create a new electronic folder, new contact and organisation, set-up TRIM integration, etc.