Electronic Records Management System (eRMS) Project Overview

In 2006 the university started to implement a records management system that would support staff in creating and managing records electronically. TRIM is a software tool that staff can use to search, capture, securely store and access electronic documents and records that provide evidence of the university's activities.

TRIM recordkeeping functionality includes

• Searching for electronic documents and files
• Creation of electronic files
• Capture/filing of electronic documents into secure corporate repository
• Potential for integration with other software

Achievements to date

2006

Acquired software, successfully migrated data from previous system and trained existing records system users.

Approximately 50 licensed users.

2007

Configured TRIM for electronic records (word documents, e-mails, powerpoint presentations, excel spreadsheets, etc). Functionality deployed to eight central administration areas (Human Resources, Executive Services, Office of the DVC International, Research Office, Solicitor's Office, Patents, Finance, Records and Archives).

Approximately 220 licensed users.

2008

Two major implementations to extend the use of TRIM across the university:

• Commencement of e-student file to all faculties and central student administration areas
• Facilities and Services records

Software upgraded to enable web access for users who need to search and view records but do not need to register them.

Approximately 550 licensed users

2009

Further implementation to extend the use of TRIM into:

• Faculty records - Faculty of Education
• Central Administration records - Audit and Risk Management and Organisational Development and Policy Branch
• Completion of the implementation of e-student file to all faculties and central student administration areas.

Approximately 650 licensed users.