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Becoming a TRIM user
  • What is TRIM?
  • New user?
  • How to login
  • Login to TRIM

    TRIM login problems
  • Forgotten password?
  • Difficulties logging into TRIM

    Searching or registering TRIM records
  • Searching files/documents
  • Registering files
  • Registering documents
  • Updating file titles

    Receiving & returning TRIM files
  • Receiving files (delivery times)
  • Returning files
  • Your delivery address

    Disposing of records
  • How long records should be kept
  • Records no longer required
  • Obtaining authorisation
  • Destroying records
  • Retaining records that can be
  • legally destroyed

    Research materials/papers
  • Handling, storing and disposing

    e-Learning
  • Recordkeeping and you
  • Your responsibilities for managing email
  • TRIM Desktop Client demos
  • Academic Transcripts
  • For academic transcripts, including St George Institute of Education, City Art Institute and the Alexander Mackie College, go to the Academic Transcripts webpage.

    Verification of Qualifications
  • For verification of qualifications of graduates go to the Verification of Qualification webpage.

    Course/Subject Descriptions
  • For past course/subject descriptions go to the UNSW Handbooks webpage.

    University Archives
  • What is held in the University Archives?
  • Access to archival collections
  • Historical resources
  • Donating to the University Archives
  • Can I make copies of archival material?

    Rare books/theses/non-UNSW newspapers
  • These items are all managed by the UNSW Library - visit the Library Catalogue or the Library's Thesis Information webpage for information on accessing these items.

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    Becoming a TRIM user

    What is TRIM?


    TRIM is the corporate recordkeeping system of the University of New South Wales 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, access existing ones and other procedures.

    How to login


    You can login to TRIM here: https://trim-lac-web.unsw.edu.au/hptrimwebclient/

    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 WebClient. Learn more.

    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 the 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 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 to 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, Level 1, Library 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


    We will obtain your office delivery address from the UNSW Website Staff directory. If the address is incorrect, please advise us. To update your address, please login into myUNSW, click the My Staff Profile tab - Personal Details - Staff Directory.

    Disposing of records

    How long records should be kept


    Check the guidelines below to see how long your records should be kept before destruction:
  • School Records Disposal Guide
  • Retention periods for records relating to research

    For more information, please refer to the 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:

    1. Please complete the Records Disposal Form RAO02 (206kB .pdf)
    2. 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 the State Records Authority of NSW and will contact you to discuss the next step.

    Destroying records


    1. You will receive a copy of the approved Records Disposal Form RAO02 which outlines the disposal action to be taken in Section 4.2.
    2. Destroy records in an appropriate and secure manner. Failure to do so may lead to the unauthorised release of sensitive information.
    3. 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 and photographs. The Archives' holdings incorporate official publications - annual reports, calendars, handbooks - and campus media - University News, Uniken, Focus, Alumni Papers, Tharunka, Blitz - as well as UNSW 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 by appointment only - to make one, please contact the Archives. See Who uses the Archives? for examples of other projects in which the Archives have assisted.

    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 or see our Information Sheet on the Transfer of UNSW Clubs and Societies' Records.

    Can I make copies of archival material?


    Scans or photocopies of archival records can be made, provided the records are not too fragile to be copied. A copyright form will also need to be completed and signed. For further information on copying see the Archives' Reproduction, Citation & Publication of Archival Records information leaflet or contact the Archives to discuss the matter.

    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:
  • Research Code of Conduct
  • UNSW Procedure for Handling Research Material and Data
  • Retention periods for records relating to research
  • Policies, Procedures and Forms for Researchers and Research Support Staff

    Feel free to contact us for consultation.

    e-Learning

    Recordkeeping and you


    This online module assists all staff in the organisation to understand their broad responsibilities for making and managing records when working for the NSW government.
    Note: This module is largely based on the National Archives of Australia's Keeping the Knowledge elearning module. Copyright for this material is held by the National Archives of Australia. See the Terms and Conditions specific to this module for more information.

    Your responsibilities for managing email


    This online module assists all staff in the organisation to understand their broad responsibilities for managing email, particularly email messages that need to be saved and kept as records. It is designed to be used in conjunction with an organisation's specific policies, procedures and business rules on email management.

    TRIM Desktop Client demos


    View our demos to learn how to search records, create a new electronic folder, new contact and organisation, set-up TRIM integration, etc.
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