Transcript EDRMS TRIM Presentation

RECORDS MANAGEMENT USING TRIM
Presented by:
Information Access Operations
Shared Services BC
Ministry of Citizens’ Services
1
CONTENT
What is TRIM?
TRIM Benefits
TRIM Roles
TRIM Implementation
TRIM Functionality
2
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
3
4
TRIM BENEFITS
BUSINESS IMPROVEMENT
Improve searching and retrieval
Better information = better service
Support branch information sharing
Address email burden
Support knowledge retention
5
TRIM BENEFITS
RISK MANAGEMENT
Retirement of QRMS
Keep electronic records for appropriate time
Reduce paper shadow file
Back-up copy of key case files
COMPLIANCE
Meet legislative requirements
Maintain security and privacy
Increase accountability and integrity
Improve support for litigation
6
TRIM BENEFITS
SUPPORT GREEN INITIATIVES
Reduce records storage equipment,
space and costs
Reduce creation of paper records
Reduce records duplication costs
Reduce courier requirements
7
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
8
SAMPLE TRIM IMPLEMENTATION
PROJECT PLANNING
Review 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
9
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
10
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
11
RESOURCE REQUIREMENTS
IAO provides at no cost:
Project implementation support & subject matter expertise
TRIM configurations & user set-up
Monthly training sessions (in Victoria)
On-line training & Live Meeting training
TRIM business helpdesk
Branch provides:
Project sponsor
Project team members as appropriate
ISTORE orders for TRIM installation & data migration
Project communications
Pays for TRIM licences & data migration if applicable
12
TRIM FUNCTIONALITY
Create
Search
Save
Update
Share
CREATING A FOLDER IN TRIM

Fill in Dates
Choose your Record Type P
or E Folder
SAMPLE LIST OF PAB RECORDS IN TRIM
R click to change column
headings
TRIM SEARCHING
BEFORE
§
§
§
§
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
Personal Email
Folders
Multiple LAN
Directories
AFTER
§ 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
SEARCHING IN TRIM
Click on search icon
PRINTING TRIM REPORTS
Search 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
TRIM – DOCUMENT UPDATING
BEFORE
AFTER
Changes are made directly to a document on
the LAN.
A copy of the document is checked out from
Offline Records
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.
Workgroup Drive
(LAN)
The document is
locked for view
access only while
you are editing it.
TRIM Database
The document is
locked for view
access only while
it is checked out
Offline
Records
Top
Drawer
TRIM – SHARING DOCUMENTS
BEFORE
AFTER
Documents 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!
Documents are extracted from
emails and stored on LAN
drives
Recipients click on the
hyperlink and view documents
directly in TRIM.
EXAMPLE OF TRIM REFERENCE
ATTACHMENTS


TRIM – SAVING EMAIL
BEFORE
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.
Outlook Folders
es
Outlook Folders
in
Bu
s
ils
s
Em
ai
ma
lE
Al
ls
TRIM
Database
so
Per
n
ai
m
E
al
ls
QUESTIONS?
24