1

RECORDS MANAGEMENT USING TRIM

Presented by: Information Access Operations

Shared Services BC

Ministry of Citizens’ Services

2

CONTENT

What is TRIM?

TRIM Benefits

TRIM Roles

TRIM Implementation

TRIM Functionality

3

WHAT IS TRIM?An Enterprise Document and Records Management System (EDRMS) that manages all types of records.

TRIM is:

Used in over 1,000 organizations worldwide

Currently used by: Gov’t of Newfoundland, Gov’t of BC, City of Vancouver, US Navy, FBI & Gov’t of Northern Ireland

Gov’t standard set by BC Gov’t CIO’s Office

Fit to BC requirements verified through multiple ministry and branch deployments

4

5

TRIM BENEFITS

BUSINESS IMPROVEMENT

Improve searching and retrieval

Better information = better service

Support branch information sharing

Address email burden

Support knowledge retention

6

TRIM BENEFITSTRIM BENEFITSRISK MANAGEMENT

Retirement of QRMS

Keep electronic records for appropriate time

Reduce paper shadow file

Back-up copy of key case files

COMPLIANCEMeet legislative requirements

Maintain security and privacy

Increase accountability and integrity

Improve support for litigation

7

TRIM BENEFITS

SUPPORT GREEN INITIATIVES

Reduce records storage equipment, space and costs

Reduce creation of paper records

Reduce records duplication costs

Reduce courier requirements

8

TRIM ROLES

Information Worker (= records staff)Attends 2-3 days training in Victoria

Creates electronic and physical folders in TRIM

Completes folder maintenance (searches, reports labels, box maintenance etc.)

First line of support for Branch TRIM users

End Users Attends on-line training or ½ day in Victoria

Searches and saves documents in TRIM

Information Mgr & Administrator (select IAO staff)All configuration tasks & system procedures

9

SAMPLE TRIM IMPLEMENTATION

PROJECT PLANNINGReview of current needs

Project charter

Plans for project, communications, training & change management

IMPLEMENTATION Phase 1 - TRIM for physical records mgt

Phase 2 - TRIM for electronic records mgt

10

PHASE 1 – TRIM FOR PHYSICAL RECORDS

KEY ACTIVITIES:

Installation of TRIM software on desktops

TRIM user & location configuration

ORCS data migration from QRMS/CRMS

Physical folder data migration from QRMS/CRMS

TRIM Information Worker training & desk-side support

11

PHASE 2 – TRIM FOR ELECTRONIC RECORDS

KEY ACTIVITIES:

Information management assessment report

TRIM user & location configuration

TRIM security and access configuration

Records Management (RM) training

Open e-folders in TRIM

TRIM user training & desk-side support

12

RESOURCE REQUIREMENTS

IAO provides at no cost: Project implementation support & subject matter expertiseTRIM configurations & user set-up Monthly training sessions (in Victoria)On-line training & Live Meeting trainingTRIM business helpdesk

Branch provides: Project sponsorProject team members as appropriateISTORE orders for TRIM installation & data migrationProject communicationsPays for TRIM licences & data migration if applicable

TRIM FUNCTIONALITY

Create

ShareUpdate

Search

Save

CREATING A FOLDER IN TRIM

Choose your Record Type P or E Folder

Fill in Dates

SAMPLE LIST OF PAB RECORDS IN TRIMR click to change column

headings

TRIM SEARCHINGBEFORE AFTER

Personal Email Folders

§ Many LAN drives to search for documents§ Labour intensive directory tree searches§ Difficult to identify latest document version§ No access to email other than your own

§ A SINGLE repository contains all documents and emails

§ Powerful ‘Google-type’ searches are used for finding documents and emails.

§ Searches always return the latest version of a document.

§ Users can view special documents (e.g.. Visio) without owning the native software.

TRIM Database

Multiple LAN Directories

SEARCHING IN TRIM

Click on search icon

PRINTING TRIM REPORTSSearch records, tag records you wish to print or right click in search box & select “Tag all”.

Click Printer Icon, select OK Print report, choose report type, print preview to view &/or

Print.

Select a report & print

TRIM AND ELECTRONIC DOCUMENTS

BEFORE AFTERChanges are made directly to a document on

the LAN.A copy of the document is checked out from the TRIM Database to your TRIM TopDrawer for editing. Once changes are completed the

document is checked back into TRIM. TRIM looks after version control.

TRIM DatabaseWorkgroup Drive

(LAN)

Top Drawer

The document is locked for view

access only while it is checked out

The document is locked for view

access only while you are editing it.

TRIM – DOCUMENT UPDATING

Offline Records

Offline Records

TRIM – SHARING DOCUMENTS

BEFORE AFTERDocuments are sent to your colleagues by

attaching a document to your email.Duplicate documents are proliferated

across the Ministry on the LAN.

Documents are shared with your colleagues by attaching a TRIM reference (hyperlink) to your email.§ TRIM reduces duplication of documents

across the Ministry! § TRIM reduces the size of emails!

Recipients click on the hyperlink and view documents

directly in TRIM.

Documents are extracted from emails and stored on LAN

drives

EXAMPLE OF TRIM REFERENCE ATTACHMENTS

TRIM – SAVING EMAILBEFORE AFTER

Emails are saved in your personal Outlook folder. Your colleagues can’t view them.

Business emails are catalogued in TRIM for your colleagues to view. You can

automatically catalogue email from selected Outlook folders. Personal email is saved as

usual in your Outlook folders.

TRIM Database

All Emails

Busin

ess

Emai

ls

Outlook Folders

Outlook Folders

Personal Emails

QUESTIONS?

24