TRIM

James Cook University has an obligation to ensure appropriate Recordkeeping requirements are adhered to in accordance with the following legislation and Standards such as:

• Archives Act 1983
• Privacy Act 2009
• Right to Information Act 2009
• Electronic Transactions Act 2001
• Public Records Act 2023
• IS18 Information Security
• IS40 Recordkeeping

Under the Public Records Act 2023, the university has an obligation to ensure full and accurate records of all the University's business are created, kept and used in accordance with the ACT.

Content Manager/TRIM satisfies all the Acts and Standards James Cook University are obligated to adhere to.

Unfortunately, data stored on shared drives are not safe from:

• Cyber Security Hacking. One of the biggest risks today to any organisation, is access and theft of data
• Accidental deletion
• duplication
• loss; and
• Updates to programs. Ever tried to open a document that is an an older version than one currently used? 'Please choose a program to open your document with'. When it does open, it looks like a page full of Hieroglyphics! Sound familiar??

The functionality and benefits of Content Manager/TRIM 10.1 include:

• A centralised repository for the creation, maintenance, retention and disposal of University records
• Increased business efficiency through:
  • simultaneous desktop access to digital information by multiple users at different locations
  • more accurate and faster retrieval of information
  • information about the location of a physical record
  • improved information sharing across work group and system boundaries
  • streamlined system processes across business areas for access to and retrieval of University records
  • more consistent naming or titling of records (recordkeeping standards) for simplified searching, allowing easier access to records
  • ability to open any record stored in Content Manager/TRIM, regardless of the program version. File types are continually added to Content Manager/TRIM to ensure that records will always be accessible.
• Reduce business risk and improve governance through:
  • enhanced ability to locate and retrieve information
  • greater security and access control over sensitive information
  • reduced risk of loss or inappropriate destruction of important corporate and Student information

Yes. The latest version of Content Manager/TRIM offers Mac compatibility through a 'web version' of the full desktop client. This version allows Mac users to search and retrieve records with the same simplicity that is provided to PC users.

Absolutely.

1. Content Manager/TRIM has it's own server on campus, which is where all your data in Content Manager/TRIM is safely stored.
2. The Records team are the administrators of Content Manager/TRIM and it's contents.
3. Unlike shared drive folders, each folder/file in Content Manager/TRIM has the security set at the folder/file type level, called a Record Type. So, for example, HR have their own secure record type that is locked down to certain positions. When an audit is conducted, the Director or Associate Director in HR will give us a list of  specific records created using their Record Type to give access to, rather than their entire collection.
4. Each file and Record Type used to create records in Content Manager/TRIM has it's own security settings. These settings are based on your Divisional or College instructions, as  the owners of the content being saved to the Record Types.
5. The Records team are the custodians of all JCU  records and hence accountable for ensuring these are created, maintained, managed and destroyed within a compliant recordkeeping system. TRIM meet all those obligations.
6. Content Manager/TRIM has an audit trail of all access and changes made to every item in it, whether it is a document, folder, box, photograph, microfiche etc. The audit provides the persons JC/JD number, date, time (to the minute) and 'trail' of what occurred.
7. The only people who can delete items in Content Manager/TRIM are the Records team. Even then there are Archival rules and procedures they have to follow to ensure they meet audits.
8. People wanting access to records they do not have security privileges for, is not automatically given. The Records team do not decide who should have permission either. To access Records outside security settings, please email corporateinformation@jcu.edu.au. We will locate the record/s and let you know who it is you do need to seek permission from. Once the Records Manager receives the authority from the relevant business manager via email, access to the record/s will be given.

Content Manager/TRIM licenses are a 'one off' per seat cost. And as at October 2016, the cost is $350 per license.

Each seat/license purchased in Content Manager/TRIM belongs to the Office/College/Division who paid for the licenses. These licenses sit in Content Manager/TRIM against positions, not individual people within those Office/College/Divisions they belong to. This means licenses can be moved between positions and renamed as required, by the area that purchased the licenses.

License moves usually occur when employees go on leave, secondment or are leaving JCU. Noting that the Records team need to be notified, via an email to corporateinformation@jcu.edu.au of all staff changes. HR changes are not an automated process.  The team will need to know:

• The name JC/JD identity number and position of the person being replaced; and
• The name JC/JD identity number and position of the person commencing in the role.

For a current cost per seat/license it is best to contact the records team via email at corporateinformation@jcu.edu.au for a quote.

The Records team provide a 3 hour facilitated group training session, or a 1 to  2 hour one-on-one training session, giving each participant hands on experience, using their own records.

After training, the Records team are available by email, at corporateinformation@jcu.edu.au and can also remote access in to your PC to assist when required.

There are taskcards below and 1 hour refresh training is also available upon request.