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Records Explorer Manual - The University of Sydney

1. Records Management Services August 2015 FILTER TAB The Filter tab allows the search to be refined to only return results of a certain Record Type Status or Disposition Under Disposition uncheck the relevant checkboxs to search for records that are Inactive Destroyed or Archived Search for finalised or unfinalised documents by selecting the relevant Finalised Filters In the Date Registered Filter You can select broad date ranges to search within If you need to set specific dates use the Date Registered search option in the Search tab 11 Records Explorer Manual Under File Types you can type document extenstions to narrow the results to a particular document type E g pdf docx etc 3 6 RECORD TYPES TAB Search for specific record types by right clicking and selecting Untag All under the Record Types section Then tick the record types that you do wish to search on by clicking in the white space to the left of the record type name e g Electronic Folder Document Sub Folder A tick will be placed next to the selected record type Search Filter _ Record Types Sort Results Options Record Type Uf Unsuccessful Application Folder amp Working File g FMO Publications B8 Administrative File Bf Cumberland College Student File Prospective Student File gf International Prospective Student File uf Staff File wl Staff File Pre Peoplesoft uf Staff File Unis
2. will have the same affect for a single document as a multiple document drag and drop Click Save A New Record Document form will appear Alter the title author etc if desired Click OK DIRECT SAVE AS It is possible in the HP TRIM 7 release of Records Explorer to save a MS Office or Adobe document directly to Records Explorer in the normal Windows Explorer way However please ensure that the folder that you wish to save the document into is available under Tagged Records Favourite Records or In Tray as you will not be able to conduct a search once in the Save As process With the document open select Save As gt Word Document for example gt My Computer gt Records Explorer gt USYD_TRIM_Production and then navigate through to the required folder Click Open Upon saving the New Record entry form will display Complete the title and save The document will remain checked out for editing until it is has been closed SAVING OUTLOOK ITEMS Outlook items can be saved using drag and drop as per a document from your network drive They can also be dragged over in bulk by highlighting all relevant emails and dragging into Records Explorer The Bulk Email Storage Options box will pop up I Bulk Email Storage Options Ls a eee Always leave Carry forward the selected Record Type checked Carry forward metadata where appropriate Check Only show data entry screen for first item stored so that a New Only show
3. Tagged Records All Trim Users Procedures to be updated RM8 TRIM Install List TRIM and Outlook Ad TRIM Installed d TRIM Native Outlook Add In users Tagged Records or individual tags can be dragged to the desktop as a shortcut if desired 6 3 MODIFYING A TAG Tags can be deleted but cannot be renamed Deleting a tag does not affect the records within they still exist To delete a tag right click on the relevant tag and select Manage my Tag Groups gt Tagged Records ff Work Tray Expand fs Workflow Activities ig Add to Favourites USYD_TRIM_Production Manage my TRIM Queues USYD TRIM UAT _T2 B i Manage my Tag Groups ocs Highlight the required tag and select Delete If you wished to change the name of the tag and retain all the tagged records first create the new tag name Open the existing tag highlight all the records left mouse click on the records and drag them to the new tag Then delete the old tag Records Management Services August 2015 35 6 4 IN TRAY Records Explorer Manual The In Tray is located in the menu options and is populated with folders that have been assigned to you Double click on the In Tray to view its contents c In Tray II 2010 Animal Ethics Committee AEC Meetir Ea ADMINISTRATION amp SUPPORT Informatio ma TEACHING amp RESEARCH Collection manac Ea TEACHING amp RESEARCH Collection manac ma TEACHING amp RESEARCH Teaching Profes E test box 1 E test
4. fs2 shared sydney edu au a G GP aweden fsl shared sydney edu au hi Network GA Control Panel 5l Recycle Bin 4 W Records Explorer e A RMS 2013 TRAINS Domain mcs usyd edu au Memory 8 00 GB D RMS 2013 TRAIN5 Processor Intel R Core TM i7 47 4 items jM Computer Double Click on EFT Records Explorer You will be given the following options in the right hand screen All Offline Datasets USYD_TRIM Production Double Click on USYD TRIM_Production to enter the live dataset You are now in Records Explorer NOTE If you have any difficulties completing this step please contact Records Online immediately to have your access reviewed If you double click Records Explorer and there are no grey datasets listed you will need to have the datasets configured through TRIM A Records Online Helpdesk Officer can talk you through this on the phone or else you can arrange for a Helpdesk Officer to come over to you and configure the datasets for you 2 DISPLAY Records Explorer is an interface for TRIM the University of Sydney s enterprise record keeping system Records Explorer mimics the look and functionality of Windows Explorer whilst interacting with TRIM Records Management Services August 2015 2 1 FOLDERS VIEW Records Explorer Manual When launching My Computer or opening a shortcut into a Records Explorer item if the left menu is not displayed automatically click Organize gt
5. gt Fe Personnel management mM gt Ei Project management 4 Fs Property management gt Ei Acquisition gt Fe Construction gt Ei Disposal gt FA Emergency response management gt FA Energy amp water management Ei Environmental strategies H Ei Extension amp re gt Ei Farm manager FS Maintenance ty Add to Favourites gt FA Naming 3 New TRIM Record The Classification will now show in Favourite Classifications as a shortcut Due Tray Due In Tray E Favourite Classifications A ADMINISTRATION amp SUPPORT Property management Extension amp refurbishment amp Favourite Locations Mm TIP Left Click will reveal all Administrative Files and Electronic Folder that have been created under this Classification this may be a vast number of records and could take a long time to extract Avoid left clicking on the last tier of a classification if at all possible 4 3 3 SET UP STEP 3 SAVE AN EXISTING FOLDER INTO FAVOURITES TO ACT AS A TEMPLATE Locate an Electronic Folder that has the Folder Structure required for your department s files Try your In Tray or My Containers or else conduct a TRIM Search Right Click on the Folder gt Add to Favourites If you wish to make a proper template folder rather than just copying an existing folder that is in use this is possible Records Management Services August 2015 23 Records Explorer Manual You can create a template yourself using the
6. parameters for your search After a search method has been used once it will then display in the drop down list in the Search By field to the left of the blue folder icon 3 3 BOOLEAN SEARCHING Multiple search terms can be set by selecting New in the Current Selection section of the Search For Records dialogue box Boolean searches work on the And OR Not principle E g Creator Bloggs Joe and Title Word Madsen etc Search Filter Record Types Sort Results Options Search By Date Registered Enter a date and optionally a to date for a range search Matching M 1 01 2005 More search options And Up Until 31 12 2005 Specific date or range of dates e g 1 1 2007 to 2 2 2008 NOT Reset 3 4 SORT TAB Cancel Lim Currently the Sort tab does not affect the search results Do not use the sorting facility here run the search and sort the results by clicking on the appropriate column headings Search Filter Record Types Sort Results Options Records with Disposition V Destroyed V Unfinalized V Finalized E Save as Default Filters V Archived Keep Forever vV Archived Custody Transferred Records with Date Registered Within File Types enter a list of file types separated by Within another Saved Search Records with Record Class ial
7. ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT ma ADMINISTRATION amp SUPPORT File Edit View Tools Help Explorerfor TRIM TRIM User Settings Organize v TRIM Search Reset TRIM Search Favorites BB Desktop Libraries B Angus Wenden J Computer Cu Network EF Control Panel E Recycle Bin s W EFT All Offline Datasets USYD_RM_UAT_U1 WS Browse Via Classifications Browse Via Record Type amp Date Browse Via Thesaurus Fy Documents Checked Out amp Due Tray G Due In Tray R Favourite Classifications amp Favourite Locations i Favourite Records Q Favourite Searches amp In Tray O Locations A My Containers Q Personal Searches t Recent Documents Im Search Results IIl A14 test manual SEARCH PROGRESS AND COUNT ui Community relations Community liaison Vice C Community relations Donor relations Gift accept Community relations Gift management Donor co Finance administration Budget Approval Sydne Finance administration Budget Approval test Information management Information man
8. Loans program administration Incor Untag all Invert all tags Copy New Search Navigation Contained Records Edit Check Out J Check In Record Numb Supercopy a Dispositi SO a Details _ Date of Dispo i i b Title ee Collection mananement oans program administration Incoming Loans Macleay Museum Container 707 1778 The University of Sydney Fisher Library Rare Books Date Created Requests gt Series Workflow Communications gt Home Apply To All Tagged Rows Currently Highlighted Row Only Always Show This Dialog Lox J cancel J Hep Ensure that All Tagged Rows is selected Click OK In the Set Assignee All Tagged Rows dialogue box Records Management Services August 2015 38 Records Explorer Manual S Set Assignee All tagged Records Ox Details Set to Location Due for Return By Set to Home lt Tagged gt Set to Earliest Requester Set as Missing lt Enter an update comment for the audit log gt OK Cancel Help Select the blue look up folder to the right of the Set to Location field The Select From Locations dialogue box will appear Begin typing the surname of the new Assignee see Section 6 7 1 for detail Click OK Select the correct user from the resulting list and Click OK Bj Set Assignee All tagged Records Details Set to
9. A My Containers Q Personal Searches lio Recent Documents lm Search Results Q Shared Searches Tagged Records JL Work Tray m Q Personal Searches Ry Recent Documents Im Search Results Q Shared Searches Tagged Records JL Work Tray 2s Workflow Activities To fix this simply click on Organize at the top of the page Open Folder and search options Records Management Services August 2015 21 Records Explorer Manual Organize Search TRIM Rese Cut Copy Paste Undo Redo Select all Layout Folder and search options Delete Rename Remove properties Properties Close You can apply the view such as Details or Icons that you are using for this folder to all folders of this type f Apply to Folders Reset Folders Advanced settings d Files and Folders E Always show icons never thumbnails Always show menus Display file icon on thumbnails Display file size information in folder tips E Display the full path in the title bar Classic theme only L d Hidden files and folders Dont show hidden files folders or drives OJ Show hidden files folders and drives Hide empty drives in the Computer folder Hide extensions for known file types Hide protected operating system files Recommended gt m This will show the top menu bar In the Menu Bar select TRIM User Settings gt Activate Power User Tree View eam gt EFT USYD_RM_UAT_U
10. Books Wenden Angus Mr ja The Select From Locations dialogue box will pop up with the current Assignee listed Simply begin typing the surname of the new Assignee The Prefix Search Name dialogue box will appear Hit Enter click OK Records Management Services August 2015 36 Records Explorer Manual Assignee amp Select from Locations favorite Record Assignee Locations a Name mi Prefix Search Name Records Prefix is out of range Try to reselect gt Ee e i e e A list of all people with surnames beginning with those letters will appear Select the appropriate person from the list Click OK 3 Select from Locations name Records Record Assignee 13 Locations found o os Locations a Name Records Explorer Users Ei Records Management Services Mm El Records Management Services Cumberland This will return you to the Properties screen Click OK The Assignee is now changed The folder will now appear in the In Tray of the new Assignee and will no longer be in the In Tray of the previous Assignee The folder is still searchable and accessible by all relevant parties 6 5 2 CHANGE ASSIGNEE FOR MULTIPLE FOLDERS To change the Assignee for a large number of folders navigate to the appropriate folders via a search a tag your own In Tray etc Highlight all of the relevant folders by following the instructions in Se
11. Changed 2015 3344 9 07 2015 at 3 44 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 44 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 42 PM Assignee Changed 2015 3344 9 07 2015 at 3 42 PM Assignee Changed 2015 3344 9 07 2015 at 3 42 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 42 PM Assignee Changed 2015 3344 9 07 2015 at 3 40 PM Last Action Date Chan 2015 3344 eee 9 07 2015 at 3 40 PM 4 i Event Assignee Changed For Object Uri 2015 3344 14089195 Updated By E Angus Wenden Event Date Thursday 9 July 2015 at 3 54 PM Event Details Assignee Changed Wenden Angus Mr Thursday 9 July 2015 at 3 54 32 PM done by SHARED aweden on 9 07 2015 at 3 54 PM Security Violation None cancel __ Search Heb 7 9 ATTACHING A RECORDS EXPLORER DOCUMENT TO AN OUTLOOK ITEM This function is only supported for Outlook at the present time not for other email clients such as Entourage Locate the document in Records Explorer Right click on the document name gt Advanced gt Send Email via Outlook Records Management Services August 2015 47 Records Explorer Manual E e g i Advanced gt amp Check Out and Edit Create New Version Show Properties and Data d Ha Copy Record i Place TRIM Links into your Clipboard Navigate to Container View Document Send Email via Outlook tg Add to Favourites Imaging and Exporting Tag Selected Records Show EXIF and
12. Folders and Search Options and ensure both Navigation pane tick boxes are ticked If these boxes are not ticked your windows explorer window will resemble the screenshot below on the left rather than the screenshot on the right jk Computer gt File Edit View Tools Help Burn to disc Properties System properties Unins Fr Favorites 4 Hard Disk Drives 1 OS C ta Libraries P 184 GB free of 286 GB 1 Computer 4 Devices with Removable Storage 1 4 Ga Network ba DVD RW Drive D 4 Network Location 7 Computer gt it View Tools Help Organize v System properties Uninstall or change a program Map netwo 4 Hard Disk Drives 1 OS C Fr Favorites 4 8B Desktop 184 GB free of 286 GB Sg Libraries TB Angus Wenden 4 Devices with Removable Storage 1 Dg Computer f gt Network aa DVD RW Drive D A Control Panel amp Recycle Bin 4 Network Location 7 Det ____ ARMS fs2 shared sydney edu au J docs S77 G IB temp lt tt CS RMS J applicationeventlog E fs2 shared sydney edu au ARM lt lt _ k J Once you have made these changes the drives will then be visible in the left hand column right screenshot When conducting searches or navigating to folders in Records Explorer the options in the left hand pane can be expanded or collapsed The core
13. Records In Tray Highlight it and click Ok Click Ok to the search for records screen In the Select From Records Records In Tray dialogue box the folders from your In Tray will be displayed c Select from Records inTray 4 Records foun Records s Container Record Num Title wa 2015 3344 wa ADMINISTRATION amp SUPPORT Information management Data adm W W BOX 13753 w 2015 3324 Wa TEACHING amp RESEARCH Teaching Professional placement administi wa 2015 3324 QE DOC2015 106 Q test BOX 13754 E test box 2 W BOX 13753 E test box1 BOX 13753 w 2015 3324 W8 TEACHING amp RESEARCH Teaching Professional placement administi M0157232 P p0c2015 106 PE tet w 2015 3315 wa ADMINISTRATION amp SUPPORT Community relations Publications BOX 13753 W test box1 BOX 13753 w 2015 3324 Wa TEACHING amp RESEARCH Teaching Professional placement administi wa 2015 3324 QE DOC2015 106 H test w 2015 3315 wa ADMINISTRATION amp SUPPORT Community relations Publications wi 2015 3315 DOC2015 106 uu Bo amp gt amp Bs B mm E Expand the folders to see the documents inside Select a document by clicking in the white space to the left and placing a purple tick Records Management Services August 2015 49 Records Explorer Manual Click OK The Attach HP TRIM Records dialogue box will pop up Attach HP Records Mana
14. TB Angus Wenden test profiles Ml Computer h test scan cover sheet amp 0s C Htet J install TRIM OUTLOOK ADD IN RM8 di Apps TRIMtrainUsers P dell Using HP Records Manager DataPort ad Drivers adl lt 1 t File name test vy All files v open fe coma Locate the document in your drives and click Open Then click OK in the original dialogue box If you do not have a working draft skip the above step and simply click OK The New Version will be a direct copy of the original until you open it and make changes The two versions will have v1 and v2 appended to the title They will also have the same record number but with v1 and v2 appended to the Record Number Records Management Services August 2015 44 Records Explorer Manual Name Checked Out Finalised Number Ly test document v1 Yes DOC2015 1068011 bwi test document w2 DOC2015 1068011 It is best practice to then Finalise the original document so that it can no longer be edited Double Click on the document with v1 appended to the title Select Finalise from the Profile Screen If the new version of the document needs to be placed into a different folder move the document as in Section 7 3 7 7 VIEWING PREVIOUS REVISIONS OF A DOCUMENT Each time a document is checked out changes are made and the document is checked back in Records Explorer Saves a new revision and keeps the old copy in the background To access the
15. The User Sub Folder is the third and final level in the TRIM folder structure 4 3 CREATING FOLDER STRUCTURES USING COPY TREE FEATURE A New Electronic Folder complete with the sub folder structure can be generated by Copying an existing folder The structure is then Pasted on to the relevant Classification Node Generally RMS will have prescribed this Classification to your team as part of Records Explorer training RMS recommends that you follow these 3 steps upon first for the best experience 4 3 1 SET UP STEP 1 ACTIVATE THE POWER USER TREE In the Menu Bar select TRIM User Settings gt Activate Power User Tree View If when opening Records Explorer you are presented with the following view i e No TRIM User Settings b EFT USYD_RM_UAT_UL gt Organize v TRIM Search Reset TRIM Search 9 Clock Language and Region Ease of Access wA Hardware and Sound oe Network and Internet fa Programs k System and Security amp User Accounts A Name EN Browse Via Classifications Fy Documents Checked Out amp Due Tray f Due In Tray IH Favourite Classifications 3 Favourite Records amp Recycle Bin D me Q Favourite Searches i J In Tray O All Offline Datasets 4 My Contai ontainers 4 USVD_RM_UAT_U1 Y Browse Via Classifications Documents Checked Out Due Tray f Due In Tray UG Favourite Classifications Ft Favourite Records Q Favourite Searches amp In Tray
16. This can provide the recipient with a link to the document in TRIM if editing is required it can also provide them with a native copy of the document if they need to send it on to a third party or do not wish to make any changes to the document but would still like to know where the document is located in TRIM This is also useful if you are not sure if multiple recipients are Records Management Services August 2015 48 Records Explorer Manual The attachments will appear with the Document Number and the first 50 characters of the title in the file name The full details will be listed in the body of the email as per the Windows Explorer feature Send to gt Mail Recipient You may notice the email signature does not appear automatically this too is in keeping with the Windows Explorer Send to Mail Recipient behaviour To attach documents to an email reply generate a new email as per above and then copy the documents from the new email over to the email reply Alternatively if you have the TRIM plug in activated in your Outlook you can click on the HP TRIM tab in the email and select Attach Records EJ E Untitled Message HTML FILE MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW HP Records Manager Ga Catalogue On send Search for Hee lei Search By Records In If you need to navigate through the folders in your In Tray or Favourite click into the blue look up folder and navigate in details view to the
17. a sub folder must be contained within an Electronic Folder or else you will not be able to create it When creating a new record for a new matter always start with an Electronic Folder and work down 4 1 ELECTRONIC FOLDERS To create a new Electronic Folder right click over the In Tray menu item in the left pane Select New TRIM Record gt Electronic Folder NB you will only see Record Types in the list that you have access to use InT Loc O My Q Pers t Rec im Seat jal Q Sha Tagged Records Expand 3 New TRIM Record gt a Application Folder Candidature Folder Practicum Folder Property Student Sub Folder Student File FMO Publications Administrative File Refresh Folder Help About Change Global Options J Work Tray ee Workflow Activities USYD_TRIM Production USYD_TRIM_UAT_T2 di docs RRRREREBDEEE Staff File Pre Peoplesoft Staff File Unistaff Electronic Staff Folder Electronic Folder A New Record entry form will appear Mandatory fields are indicated by the red stars General Update Security and Access Policy Additional Fields Title Descriptive title of item This portion of the title will be Tile Free Tet Pat f returned in Title Word and Notes Word searches 3 Classification Summary of the business process being covered Classification by the documents inside Often Access Controls and Retention Schedu
18. bar Ee Favourite Records a q Favourite Searches Q New Search SHARED SEARCHES A Shared Search is a saved search that has been opened up for other people to view You can share it with one other person a whole department or any combination of people departments provided they are registered Records Online users The search criteria will be the same for everyone however the results may vary from person to person depending on their access rights Please bear this in mind if you are unable to view files that one of your colleagues can see If you think that you should be able to view a file and you cannot please notify Records Online to review your access rights Records Management Services August 2015 16 Records Explorer Manual To create a Shared Search run the search and follow the same steps as outlined in Personal Searches Then email records online sydney edu au with the exact name of the saved search and the names of the users requiring access to the saved search the Helpdesk will update the access controls and send you through an email notification to let you know the shared search is now available Please then communicate this to the rest of the users in the access group 4 FOLDER CREATION TRIM allows users to create folder structures of three levels For recordkeeping purposes each of these levels has its own Record Type Sub folders are subordinate to the Electronic Folder and cannot be created as a free folder
19. box The In Tray will hold folders and paper files that have you as the assignee This form of navigation is not used by most business units as most matters have multiple people contributing to the record keeping You may not have any records in your In Tray this is normal Assignee is only set against a top level Electronic Folder Sub Folders and Documents are considered to be Contained in the top level folder 6 5 CHANGE ASSIGNEE 6 5 1 CHANGE ASSIGNEE FOR A SINGLE FOLDER If a project has been reassigned to another officer the Assignee can be changed by navigating to the appropriate Electronic Folder and Right Click gt Show Properties and Data gt Record Properties ma TEACHING amp RESEARCH Collection management Loar Show Properties and Data t In TRIM Desktop A e x In Search Screen a Place TRIM Links into your Clipboard In Profile Screen eee 3 Record Properties E Remove from Favourite Records Select the blue look up folder to the right of the Assignee field 5 B Properties 2009 4608 SE General Classification Title Free Tet Part Attached Thesaurus Terms Record Jurisdictions Additional Extra Details Update Security and Access Policy TEACHING amp RESEARCH Collection management Loans program administration Incoming Loans Macleay Museum MML2007 2 Internal Rational order carl von linne 1707 1778 The University of Sydney Fisher Library Rare
20. copy tree feature Otherwise ask Records Online Helpdesk to create one They will send you the Record Number to allow you to search for the record Supply the Record Number of the template folder to any of your colleagues who do Folder Creation so that there is only one template in use 4 3 4 CREATE A NEW FOLDER Go to Favourite Records to see the Template Folder as saved at step 4 3 3 above Right Click on the Folder gt New TRIM Record gt Copy Folder s and Sub Folders Record Number J C13 St James Campus L6 refur 2 ase ar Show Properties and Data a Place TRIM Links into your Clipboard ag Add to Favourites Remove from Favourite Records Send Email via Outlook Tag Selected Records Manage my TRIM Queues Clear my Thumbnail Cache l Project Control Centre Fe io Mew TRIM Record s P l Copy Folder s and sub Folders E10 1426 A confirmation message will appear Click OK a generalmessage The folder s and sub folders have been selected Navigate to an Open Classification Node higher level Folder or My Containers to paste a copy Go to Favourite Classifications Right Click on the saved Classification as per step 4 3 1 above gt New TRIM Record gt Paste Folders and Sub Folders Record Number EE ADMINISTRATION amp SUPPORT Propechomrmacement vtencion B refurhicheqent Y Remove from Favourites F 1 18 1 19 Refresh Folder E Application Folder Hel
21. data entry screen for first item stored Record Form will display for one item only all subsequent items will be conte stored without need of your interaction If dragging a large portion of emails over at once the screen may freeze while this is in progress There is no Progress of bulk email storage operation dialogue box as there is when dragging documents from the network folders Progress can be monitored by the appending of the words TRIMDB US in front of the email subject line as the email is successfully catalogued RMS recommends limiting the number of emails being dragged over in a single drag and drop to a maximum of 50 at a time You will be able to distinguish catalogued emails from uncatalogued emails by TRIMDB US appearing in front of the email subject line SAVING EMAIL ATTACHMENTS ONLY 5 6 1 DIRECT DRAG AND DROP Records Management Services August 2015 31 Records Explorer Manual In the HP TRIM 7 version of Records Explorer direct drag and drop of email attachments has been enabled Highlight the attachments and drag them to the appropriate folder in Records Explorer Let go of the mouse button The Drag and Drop options will pop up the same as if you had dragged these documents from the network drive See Section 5 2 If you have dragged multiple documents over then use the Attempt to store all after the first one without user interaction button Click Save The bulk progress bar will display whil
22. different folder ssssesssuseseenesrresesreresrrrsssrrresrresssrereserersseeresererssreresereesseeee 43 7 6 Creating a NEW Verion Ola documen eannan eenn a E N ST 43 7 1 VIEWING previous FEVISIONS of A COCUMENL ccccsssecccceseccccesecccsesececeenececceusccessuecessenecesseneceesenseseteusecesseneceetanseeetes 45 Records Management Services August 2015 2 Records Explorer Manual TS OWI VC PCN Oe acs a ws cate a E aude medaenecenas uae es veese saa ease dnanbta eaasteouens oseae 46 7 9 Attaching a Records Explorer document to an Outlook itOM ccc eeeecccesseccceeeeccceesececeeseceeseseceseensceeseuseceeseneces 47 8 EXPORTING DATA AND THE PROJECT CONTROL CENTRE cccccccccsssseecccccccceeesssecccccessueeeseeeceesessauesseeececeessuaaaseseeeess 50 8 1 WANN ANG EDON IN tie cee se ee sos ocr eet ed ecteee T stinci oes pela cat nctec ea eube E eenmunontaneroke 50 8 2 Project COMM OCC i EE Ch sireceyeticn gas tance castncni sated recuse eaten tce E E seamed sarsome 51 8 2 1 Change all titles to Windows Safe CHaracters csset T E AE 52 8 2 2 Write Existing Folder structure to File Syst e Mren ne eae EN E E 52 8 2 3 Write Existing Folder Structure to File System and ZIP it sosssussssensssenseserresrrrrssrrresrreresrrresereessrersserereseeresene 52 8 2 4 Checkout Selected Folder Struct ureto File Systemi sennarnietsir i nA E T a Aa a 52 8 3 Project Read Only Extract Details ecniia re E dA hae ea le oe 52 g4 Sendin
23. items 3 9 NO SEARCH RESULTS If there are no search results the following message will be displayed o No results found for the last searc l No results found for the last search Use the TRIM Search button See Section 3 6 to modify the search criteria 3 10 PERSONAL SEARCHES After running a search you are able to then save that search criteria under Personal Searches Saving a search allows you to re run a complex search at a later date without having to recreate all of the relevant criteria Personal Searches will only be saved to your login After performing a search expand Personal Searches to show the New Search option Right click over Search Results and select Save my Last Search gt TW Aat gt mE TEAC fg FRON gt Q Shared gt amp Taggec gt Work gt 28 Workflowrren b E Search Poculte New TRIM Record e 7 Help About Change Global Options Save my Last Search The Select From Records dialogue will appear listing your search results in a TRIM search screen Records Management Services August 2015 14 Right Click over one of the documents listed in the upper pane Select Search gt Save Search As USYD_RM_UAT_U1 Browse Via Classifications E Browse Via Record Type amp Date Browse Via Thesaurus By Documents Checked Out Due Tray f Due In Tray amp Favourite Classifications amp Favourite Locations Ce Favo
24. of the new assignee 7 EDITING DOCUMENTS 7 1 PROFILE SCREEN Double clicking on a document opens up the Profile Screen Select what you want to do with the document test document v2 DOC2015 1068011 Document 24 07 2015 9 17 33 AM Record DOC2015 1068011 v2 test document Vw De EaFnwin FFs PEPE lt 2 onoono Save Changed Title test document In HP Records Manager Store Microsoft Word Document 11 0 KB DOC2015 1068011 v2 test document 24 Jul 2015 09 17 2015 3344 ADMINISTRATION amp SUPPORT Information manage Records Management Services August 2015 40 7 2 7 3 Records Explorer Manual Opens a Read Only copy Opens a copy that can be altered Upon saving and closing the document it will be checked back into Records Explorer as a new revision see Section 6 4 Select to view the metadata of the document i e the Title Retention Schedule Assignee etc Select to see an editable version of the metadata Checkin This option will only be available if the document you have selected is currently checked out to you Locks the document so that it becomes Read Only and can no longer be opened for editing by users If at a later date a revision needs to be made you can create a new version see Section 6 3 and make changes to that document which will be related to the first document as v1 and v2 etc Update Allows you to make changes to the document title Enter the changes to the tit
25. Geo Spatial data 6 Project Control Centre p 1 Manage my TRIM Queues Clear my Thumbnail Cache Create New Document 2 5 New TRIM Record gt 42 Attach New Actions Help About Change Global Options a Properties The following dialogue box will appear Outlook Message Type Attach Records as HP RM References tr5 Create Email e i aiia F Attach Records as Electronic Documents E Create a new Appointment E Attach Record Renditions as Electronic Documents Create a new Task ok Cancel Select the Mail Item Type you desire Email Appointment or Task on the left On the right are three options for the attachment format Se ee Attach As TRIM References Provides the recipient with a link to the document in TRIM Desktop The recipient will only be able to open the document if they are a registered user with Records Management Services and they have sufficient access rights to view your documents Sending a link to a colleague allows them to check the document out and edit it check it back in and all the work automatically captured into TRIM Attach As Real Electronic Provides the recipient with a normal attachment in its native Document application e g Excel or Word This provides no security measure on who can open the document If the person makes any revisions to the document they will not be captured into TRIM unless this is conducted manually Use Both Methods
26. I gt A File Edit View Tools Help Explorer for TRIM Organize TRIM Search Reset TRIM Search Activate Power User Tree View Show Record Numbers at start of Folder Titles k Desktop Hide Record Numbers from Folder Titles my Downloads rm ae ee Repeat Typed Title in Name F Links Reset User Settings Press F5 to refresh the screen The menu should change showing more menu items than previously in particular you need to see Browse Via Classifications and Favourite Classifications If the menu does not refresh try closing Records Explorer and re opening Records Management Services August 2015 22 Records Explorer Manual 4 3 2 SET UP STEP 2 SAVE FAVOURITE CLASSIFICATION In the left hand pane click on the Browse Via Classification menu option Navigate through the Classification Tree to the Classification used for your departments Folder Structure e g Administration amp Support Property Management Extension amp Refurbishment When you see the final tier of the Classification you need in this example Extension amp Refurbishment Right Click on it gt Add to Favourites 4 WD EFM All Offline Datasets 4 USYD_RM_UAT_U1 4 Fs Browse Via Classifications 4 ADMINISTRATION amp SUPPORT gt Hi Community relations gt Fs Finance administration F Information management gt Bi International relations gt FA Legal matters gt A Occupational health amp safety OH amp S
27. Location Wenden Angus Mr Bo Due for Return By In the Set Assignee dialogue box click OK Select Yes To All aye E10 285 Hee 2010 Animal Ethics Committee AEC Meeting Minutes and Agendas Set the Assignee of Record E10 285 to Wenden Angus Mr r No Cancel When the Set Assignee dialogue box disappears your list of folders will be displayed and the Assignee will reflect the changes Records Management Services August 2015 39 Records Explorer Manual 3 Record Num Title ill lil E10 285 Ill 2010 Animal Ethics Committee AEC Meeting Minutes and Agendas vV mi mE 2009 4607 B TEACHING amp RESEARCH Collection management Loans program administration Incor J oa mm 2009 4608 ma TEACHING amp RESEARCH Collection management Loans program administration Incor 4 mT F Record Number W 2009 4607 a Disposition Fis Active Date of Disposal Title Wa TEACHING amp RESEARCH Collection management Loans program administration Incoming Loans Macleay Museum MMlO007 1 Exhibition Rational order carl von linne 1707 1778 The University of Sydney Fisher Library Rare Books Angus Wenden since Friday 24 July 2015 at 10 01 AM atest Pa 0S to Date Registered Monday 23 March 2009 Close the dialogue box and return to Records Explorer which will still be open in your task bar The folders will now be reassigned and will now appear in the In Tray
28. M Install List TRIM and Outlook Add In TRIM Installed TRIM Native Outlook Add In users New Tag Name This will be blank when you first start using Records Explorer See Section 6 1 2 for creating a new tag See Section 6 1 3 for how to select an existing tag As your tag list become long or if the tag names are lengthy the scroll bars will allow you to see the full list tag name Records Management Services August 2015 34 Records Explorer Manual 6 1 2 CREATING A NEW TAG To create a new tag type the name under New Tag Name in the bottom of the Tagged Records Management and Selection dialogue box and click Create The tag will then be added to the My Record Tags list To use the tag highlight it and click Use this one The new tag will now appear under the Tagged Records menu item 6 1 3 SELECTING AN EXISTING TAG Once a tag has been created you can simply drag new documents or folders over the tag and drop You will receive a dialogue box to confirm that you wish to tag the records Then a confirmation that the record has in fact been tagged You can also right click on the record you wish to tag gt Tag Selected Records and select the relevant tag from your My Record Tags list Click Use this one 6 2 RETRIEVING THE RECORDS THAT HAVE BEEN TAGGED Expand the Tagged Records option in the left pane list Double click on the tag name to open up a list of all of the tagged records in that tag
29. Records Online helpdesk or you Records Management Services Project Officer for advice before using these features 8 1 IMAGING AND EXPORTING Records Management Services August 2015 50 Records Explorer Manual You may need to remove documents from TRIM in bulk in order to send them on to external clients etc If all are located in a single subfolder simply highlight the necessary documents gt Right Click gt Imaging and Exporting this will be in the Advanced menu if you only select a single document to export Advanced gt amp Check Out and Edit Create New Version Show Properties and Data b Ha Copy Record Place TRIM Links into your Clipboard Navigate to Container B View Document Send Email via Outlook 4 Add ta FEavnniritor Imaging and Exporting Click to show options z 1 Cirl Click to pickup Swap colors Show EXIF and Geo Spatial data amp EShift Click to pickup frame color p A Manage my TRIM Queues Clear my Thumbnail Cache Create New Document b 5 New TRIM Record b 2z Attach New Actions Help bj About Change Global Options Properties Select what versions of the documents you wish to export this is defaulted to the Latest edits TRIM is currently not supporting Thumbnails so please ignore these options Select Apply G Imaging and Export C X Export only the latest documents Most Recent Edits Export only the first documents Originals Right 30 deg Export
30. T Community relations Publicati wa ADMINISTRATION amp SUPPORT Community relations Publicati wa ADMINISTRATION amp SUPPORT Information management Data wa ADMINISTRATION amp SUPPORT Information management Data wa ADMINISTRATION amp SUPPORT Information management Data Wf STUDENT TEST TEST Wf STUDENT TEST TEST W SURNAME GIVEN NAME W TEACHING amp RESEARCH Collection management Loans progr z Wa TEACHING amp RESEARCH Collection management Loans progr Wa TEACHING amp RESEARCH Student assessment Appeals Faculty W TEACHING amp RESEARCH Teaching Professional placement adn W TEACHING amp RESEARCH Teaching Professional placement adn Wa TEACHING amp RESEARCH Teaching Professional placement adn W TEACHING amp RESEARCH Teaching Professional placement adn Ill test mn Records Management Services August 2015 19 4 2 Records Explorer Manual Double click on the folder to open it and begin adding documents see Sections 5 or to add Sub Folders see Section 4 2 If Records Online Helpdesk normally populate the Sub Folders and User Sub Folders for you continue creating all of the Electronic Folders you need then send an email to records online sydney edu au asking for the sub folders to be populated for all Electronic Folders created by yourself and the date of creation ELECTRONIC SUB FOLDERS AND USER SUB FOLDERS To create a Sub Folder within an existi
31. THE UNIVERSITY OF SYDNEY Records Explorer MANUAL August 2015 ARCHIVES amp RECORDS MANAGEMENT SERVICES Rm 134 Below Lobby M Main Quadrangle A14 The University of Sydney NSW 2006 Australia HELPDESK p 61 2 9036 9537 f 61 29351 4173 e records online sydney edu au w http sydney edu au arms Records Explorer Manual CONTENTS T ACCESSING THEAPPEICATION arn 220k aelons sth eeids acorn te seer archon chsh toed iacusaneatee orcsaumions anaeaveg sauces reessancoaneanieiwcaumeoneadeess 4 2 DISPLAY ireanii E EEA E E EAA wecd cit aics AA E N 4 2E FOE VICW nenese a a a a nee cana Dandeaaheesauetdemnaaeetes 5 2 2 NaVIS ATION ANG SEA CMO OLIOMN Sister cn aN A EO 5 23 Detalls VIEW sss iiien lava ie legion cdavicoadiacaovid daamnatamiantacvie E cent vanneleeeaee 6 24A SHOW FUN Dae MAIN ENG address Dai sxausaccowacctdasucnacae nets suiveeuaervaec ean a ncaeh Seana S 7 2 5 Highlighting multiple items in Records EXPlOrer cccccccssscccceseccccenecccceesececeeeceeseeccessesecessenececeencceseusecetseecessenas 7 2 5 1 Adjacent recors fous sssectaitees sca sea atena eta ois oak tide os Ba icon teste saver eae eh ate nadeaia E T 7 25 2 NOM2AGIACE IIE RECON S sa a E a E E N 7 2G DES KOP NOOU o a a a a a E eaten 8 2 7 Opening Non Standard document applications with the TRIM Document VIEWER sssccccssseccceesseceeeseceeeeneees 8 3 SEARCHING uiine A E TA 9 3 1 Initiating a New Search using the Reset TRIM Search b
32. The document will launch in its native application See Section 2 7 if this does not happen automatically Edit the document and click Save as normal Then close the document The document is now checked in There can be some delay between closing a document and Records Explorer recognising that the document is checked back in Before you close your Records Explorer session open the My Checked Out Documents menu item This should be empty If not double click on the document and select the Checkin option from the Profile Screen You can hit CTRL S or Save in Word etc as many times as you like whilst you are working on the document a new revision will only be created in Records Explorer once you have closed the document at the end checked it back in When opening Records Explorer for the first time each day you will receive a message if there are any documents Checked Out to you You will not receive any message if there are no documents Checked Out 7 4 MOVING DOCUMENTS If you have placed a document in the wrong folder you can move it to another folder by drag and drop First locate the new folder Ensure that you can see one folder in the right hand pane and one in the left use favourites or tags to group ensure they display adequately Open the folder that currently contains the document Drag and drop the document onto the correct folder Select Move these Record to the Container Move these Records to the Container Moves the sel
33. ac hnes ONVsarei i a a a a aunbenedasite 31 5 6 1 Dire t Dra eas Drope E E E A EE E E 31 5 6 2 Saving an open attachment MS Office and Adobe documents only ssssssessssssresesrrrssrreresrrreserrresrrrserrrresens 32 5 6 3 TRINMGOUCICOK Eliya PIOC INasa nn n a a a a a a a 32 TOACA alle EN e E E E E N E E T E A A N 33 6 NAVIGATION anns e a N E N E TE 34 6 1 Tagged RECONGS ei A A aise 34 6 1 1 Tagged Records Management and Selection Dialogue bOX ssesesessesesessersssresssrrrssrrersserresrreesseereseressseeress 34 6 1 2 Creatine T NEW TIE aoirean E A A ORA 35 6 1 3 Selecunge an EkXStNE CAS acen A E E AS 35 6 2 Retrieving the records that have b en tagged oniran a a a a a E EN 35 6 3 Modi NE PIE eaa r T E E E PE ET E T A T N 35 6 4 E RAN EE E T E E T E E E nena nauR ea 36 Go CHange ASSIS MOC nosar aa a A N E E 36 6 5 1 Change Assignee TOF asinele Tolder asorin a a a aeacdedis iene edoondosaddesens 36 6 5 2 Change Assienee for multiple foldet S asmua a E 37 7 EDITING DOCUMENT Saren N vibeaehaln andeeleawesh el auesesaeaeateneiedseaaseels 40 H PrO SERGI enea a a E a teeta t nal te crthern cule aati neal tidade E ea bad atta naat aud 40 7 2 PRUNE GNC Kea ceesegateue dence aoa ccctinseee ante E E A ee naceteicerese 41 73 gt SCHECKING Outa document FOn CCIUING sessirnar nan teas ascasats asic es aukas NE nincce i uc paae eae eee 41 7 4 VIOVINE DOCUMENTS zari r e E E a a A a E boi ien inal 42 7 5 Alternatively relating a document to a
34. age Attachments Current folder test lt 4 Favorites Search test Ctri E P current Folder Inbox 237 All Unread By Date Newest 4 Sent Items We didn t find anything to show here Deleted Items 502 4 angus wenden sydney edu au 4 Inbox 237 catalogue testing 1 A TRIM Folder Properties dialogue box will pop up Records Management Services August 2015 32 Records Explorer Manual HP Records Manager folder properties Outlook folder test ee eee Select with the blue folder icon or type in USYD_RM_UAT_U1 Document Record Type Type the TRIM Record Number in the Container Container field Display data entry form when cataloguing messages Delete messages when catalogued in HP Records Manager OK Cancel Help It is recommended that you leave Display data entry form when cataloguing messages ticked Occasionally if Outlook does not close properly the HP Records Manager add in will disappear and needs to be reinstated from the Disabled Items You will know that this has happened immediately if you drag an email into a mapped folder and the New Record dialogue box does not pop up Click OK You can now drag emails into that Outlook folder and they will be catalogued into TRIM The word TRIM will be added as a prefix to the Email subject line as a further indication that the document has been saved 5 6 4 CALENDAR ITEMS Presently Records Explorer cannot support calendar items that a
35. agement Information management Information management Information management Information management Information management Information management Information management Information management Information management Information management A final count of the number of records retrieved will then display Information technology Records management Records management Records management Records management Records management Records management Records management Records management Records management Statutory Access Freed Svstem desian Email you can see the result count accumulating in the bottom left of the screen Checked Out To view the contents of a folder double click on the folder name The Sub Folders or Documents will be displayed in the right hand pane When opening a folder from the search results it will then list under the New Search button in Favourite Searches on the left whilst the folder contents are displayed on the right Search results do not display until all of the relevant records have been retrieved While the search is in progress 13 Records Explorer Manual LA Recent Documents gt I Search Results Ill A14 test manual q Shared Searches Tagged Records hs Work Tray 88 Workflow Activities Ui Ot di docs i di temp USYD_TRIM_Production USYD_TRIM_UAT_T 2 ah applicationeventlog z5 2 668
36. all Items Retain Onginal Tile AtStart At End ly m Leading Number Padding 0000 Title Formats eg 0001 Tite 1o0f10 Title Title 0001 Title 10f10 Blank ooe Select from the Title Formats at the bottom how you would like the numbers to display Select Apply Click Yes to the following warning E Title Sequencer Warning This operation will update the titles of all selected records Do you wish to apply the change Yes No Click Save A New Record Document form will appear as per Section 5 1 The Title is inherited from the title in your network drive it can be edited within this screen if desired the Container populated with the record number of the folder that you dragged the document into A second dialogue box will also be present in the top of the screen called Progress of Bulk Storage Operation This will show the progress of the documents being saved It will disappear when all of the documents have been catalogued O Progress of bulk operation Storing item 1 of 4 C Users aweden Desktop monday test doc doc Click OK 5 3 2 DRAG AND DROP A SINGLE DOCUMENT Records Management Services August 2015 30 5 4 5 5 5 6 Records Explorer Manual For a single document highlight the required document and drag and drop to the relevant Records Explorer folder The Drag and Drop Options dialogue box will pop up All of the drag and drop options except Attempt to store all
37. arch for Records dialogue box will then pop up Organize TRIM Search Ww Favorites Search Filter Record Types Sort Results Options Search By Record Number Choose operator and enter string value to search for Matching ne More search options A single string possibly using wildcards or comparison operator e g gt red invo anD or New Insert Delete ay NOT Reset number C ees em Records Management Services August 2015 9 Records Explorer Manual 3 2 SEARCH TAB In the Search tab select the type of search method required and enter the relevant text Common search methods include Title Word Record Number Creator and Date Created Click the blue folder to the extreme right of the Search By field Search By Title Word A dialogue box called Search Methods will pop up The search methods can be displayed in categories Categorised or as a single alphabetical list Details Search Methods So Search Methods Search Methods By Category By Category Alphabetical Method Name Caption Category Caption Category We Favorites Access Control Security gi a ts Recently Used Methods i Accession Number Reference i Sa Text Search i Active Audit Event Q Security an Linked Navigation ivi Activity O Business PI A Trays and Labels Address
38. aret fa Castino Lauren May Ms Select the relevant location and click OK Locations v Name E3 Records Management Services amp amp E3 Records Management Services Cumberland 28 Records Office amp Records Online El Records Online Helpdesk Officer H E3 Records Online User Profile Templates 28 Records Online Workflow DEV E Records Online Workflow Service Ei Records Storage Areas 28 Records Student Centre amp e ELESE Explorer Users A Records Explorer Manual Simply start typing the name of the business unit or individual s surname the Prefix Search Name dialogue box will appear with your text inserted place an asterisk at the end of the word and hit Enter Click OK All locations that begin with that word will appear in a list This will return you to the Customise Access View Metadata dialogue box Repeat this step if more users or business units are required to have access Click OK You are now back in the New Electronic Folder dialogue box Click OK Upon creation a dialogue box will pop up Do you want to navigate to this new record Selecting Yes will then expand the My Containers menu item in the left pane and the new folder will be listed alphabetically It will be highlighted A My Containers Jil 2010 Animal Ethics Committee AEC Meeting Minutes and Agenc g wa ADMINISTRATION amp SUPPOR
39. at Is it checked out to someone else If so ask that person to check it back it back in so that you can make changes 10 5 DOCUMENT WILL NOT OPEN WHEN I CLICK EDIT You can only open a document for edit if you have the application installed on your PC e g if you wish to open a CAD document you must have the compatible software installed on your computer or else you can only see a Read Only version in the TRIM Document Viewer You may receive the following message TRIM Context Failed to open C Documents and Settings hcolley My Documents Offline Records 12 newer Drawing1 VSD No application is associated with the specified file For this operation Ox80070483 It may also try to launch Internet Explorer to direct you to the software Records Management Services August 2015 55 Records Explorer Manual Records Management Services August 2015 56
40. avigation Open Saved Search Date Created Monday 28 May Date Registered Thursday 31 May View Trays Date Declared As Final Supercopy Container w 2007 51 ADM A RMS 2007 Details Refresh Search Count Save Search As payable Records Management Services Enclosed V Yes Security and Audit Assignee amp In Container Locations Author E Neil Bateman Workflow Edit Status Checked In Communications Revision Number 1 Document Details Wl In HP Records Latest Part amp i DOC2007 192 Electronic Archiving 322 4 KB 330 126 bytes Document Store ID 2007 0 c00044xb vmbx Administrative Tools 4 Properties 4 Notes Preview A Pri Send To Remove From b b b b gt b b b b b Properties The New Saved Search dialogue box will appear General Access Controls Name ee Name Type a title for the search so that you will recognise it later Records p title Records test Management Services recommends including an agreed acronym for your Icon Q department as a prefix for the saved search name Owner Wenden Angus MP Description summarizes the search criteria Within Search Group Add to Favortes Owner will list the logged in users name Records Management Services August 2015 15 3 11 3 12 3 13 Records Explorer Manual Edit Query returns you to the Search For Records dialogue bo
41. ct All files before viewing the documents inside as this will ensure that the documents will open Occasionally a document exported from TRIM in this Export and Zip action will not open directly from the zipped folder and extraction will solve this issue Records Management Services August 2015 53 Records Explorer Manual 9 GLOSSARY TERM EXPLANATION TRIM The program for which Records Explorer is an interface Also referred to as HP TRIM in the Drag and Drop Options Record Any evidence of a business transaction tacking place an email memo tender letter meeting minutes etc Much the same as a Windows Explorer folder though with additional metadata Used in this guide as an abbreviation of the following Electronic Refers to the top level folder in the structure Electronic Folder is the name used Folder in TRIM This is where the summary of the project is recorded Documents should not be added at this level Sub Folder Second layer of the folder structure Sub Folders are contained within an Electronic Folder Documents can be added at this level if there are no User Sub Folders within User Sub Third layer of the folder structure Documents should always be added at this Folder level unless no User Sub Folders exist User Sub Folder is the name used in TRIM it has a pink icon ae The form that a record takes Microsoft Office applications CAD Outlook items etc Folder in which a Sub Folder or docume
42. ct from Records 1 4089195 1 Record foun Records vV gf Container Record Num Title E a agg dE Yate min management Data administration test Tag All Untag all Invert all tags Copy New Search Navigation Details Security and Audit Security Access Locations View Rights Request Workflow Record Number W8 2015 3344 Communications Disposition Active Electronic 4 i Date of Disposal Title Wa ADMINISTRATION amp SUPPORT Information m Date Created Wednesday 8 July 2015 at 12 32 PM Assignee E Angus Wenden since Thursday 9 July 2015 at 3 5 latest Part ma 2015 3344 4 Properties A Notes gt Preview A Previous Archiving Administrative Tools Send To Remove From Properties The Active Audit Events will then display with the activity performed listed under Event the unikey of the person who performed the activity under Login plus the Event Date of the activity and some further context listed under the Event Details Records V Record Event wf For Record Updated By Login Us Event Date Event Details Assignee Changed 2015 3344 SHARED 9 07 2015 at 3 54 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 54 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 48 PM Assignee Changed 2015 3344 9 07 2015 at 3 48 PM Last Action Date Chan 2015 3344 9 07 2015 at 3 44 PM Assignee Changed 2015 3344 9 07 2015 at 3 44 PM Assignee
43. ction 2 4 Right Click gt Show Properties and Data gt Show in Search Screen Mame Checked Out Finalised Number Jil 2010 Animal Ethics Committee AEC Meeting Minutes and Agen E10 285 Mm TEACHING amp RESEARCH Collection management Loans progr 2009 4607 Ea TEACHING amp RESEARCH Collectic Show Properties and Data t In TRIM Desktop In Search Screen a Place TRIM Links into your Clipboard ug Add to Favourites Remove from Favourite Records Send Email via Qutlook The Select From Records dialogue box will pop up listing the selected folders Right Click gt Tag All Records Management Services August 2015 37 Records Explorer Manual V gf Container TA Record Num Title va PCS 2009 4607 TEA a ianagement Loans program administration Inco Ja wm 7000 4608 wh TEA ML Ill 10 285 Il 2010 anagement Loans program administration Incor Untag all eeting Minutes and Agendas Invert all tags Copy New Search Navigation Contained Records Edit Check Out A tick will appear next to all of the Folders Right Click gt Locations gt Assignee erorc xX Records Si Container UA Record Num v ill Ill 10 285 Title IIl 2010 Animal Ethics Committee AEC Meeting Minutes and Agendas _ TEACHING amp RESEARCH Collection management Loans program administration Inco TEACHING amp RESEARCH Collection management
44. ds J Work Tray E Workflow Activities 4 m 20 items Records Management Services August 2015 2 3 Records Explorer Manual Records Explorer navigation options menu Menu Description S ak Due Tray Due In Tray Favourite Classifications Favourite Locations Favourite Records Favourite Searches In Tray O As Les Locations My Containers Personal Searches Recent Documents I Search Results q Shared Searches Tagged Records ae Work Tray Documents Checked Out Documents Checked Out Displays the contents of your HP Records Manager Documents Checked Out Tray i e documents currently checked out to you Due In Tray Displays the contents of your HP Records Manager in Tray i e items assigned to you Favourite Classifications A list of classifications that you have saved Right click gt Add to Favourites Favourites Favourites Right click gt Add to Favourites Favourites Locations A list of all locations including internal within HP Records Manager My Containers Displays containers you have recently accessed or created Search Results Displays the results of your last search Shared Searches Displays saved searches to which you have access Tagged Records Displays the records you have tagged using Records Explorer Right Click gt Tag Selected Records Work Tray Displays the records you have dragged into the Work tray to work on Personal Searches Displa
45. e document Records Management Services August 2015 45 Records Explorer Manual 2 Right Click gt Extract to save a copy to your local drives 3 Right Click gt Print Document If the document opens in the TRIM Document Viewer rather than its native format e g Microsoft Word Microsoft Excel etc click File gt Launch and it will launch into the native format See Section 2 7 for further details about the TRIM Document Viewer 7 8 VIEWING THE AUDIT LOG Each time a person makes a modification on a folder or document this activity is recorded in the Active Audit Events against their unikey login Locate the document folder Right Click gt Show Properties and Data gt Show History Show Properties and Data t amp In TRIM Desktop oa SAE z In Search Screen ai Place TRIM Links into your Clipboard In Profile Screen Send Email via Qutlook 3 Record Properties a Request Record Edit Dat Navigate to Container amp i j Show Revisions Tag Selected Records o Manage my TRIM Queues EATA SJ Show Hist Clear my Thumbnail Cache m ae Edit Notes l Project Control Centre Change Assignee Create New Document Extract File I New TRIM Record s gt i Set Security Additional Fields Refresh Folder Select tag the folder or document you wish to view the active audit events for Right Click gt Security and Audit gt Active Audit Events Records Management Services August 2015 46 Records Explorer Manual Sele
46. e in Source File document in the source directory Folder Carry forward Record Type Useful for dragging multiple documents The Record Type Container User Fields and Container and some other generic fields for the documents in Various TRIM Fields that drag and drop will be copied over Always leave this option checked Attempt to store all files Again when dragging multiple documents only one New Record after first one without user Document form will need to be completed the others will be interaction uploaded automatically This feature works in conjunction with the option above saving to HP TRIM automatically deleted after saving them to Records Explorer Re sequence Titles after When doing a bulk drag and drop of documents a description Save can be added to all titles e g if you have 10 photos of the Main Quad that are named IMG0001 though IMG0010 you could append Main Quad Photos 2011010 to all ten photos You can also completely replace the original title if desired A numbering pattern can also be allocated by the Title Sequencer such as 1 of 10 2 of 10 10 of 10 to represent this relationship After the documents are saved an additional dialogue box will appear Records Management Services August 2015 29 Records Explorer Manual Sort Order Date Registered x Ascending Decending Title Display Typed Titles Full Titles Current Titles test uu Optional Replacement Title for
47. e the attachments are being logged to TRIM 5 6 2 SAVING AN OPEN ATTACHMENT MS OFFICE AND ADOBE DOCUMENTS ONLY If the attachment is open and is a MS office or Adobe document then select Save As gt My Computer gt Records Explorer and navigate through to the correct folder As per Section 5 4 5 6 3 TRIM OUTLOOK EMAIL PLUG IN With Drag and Drop enabled this tool is not particularly necessary however if you have a simple folder structure you may wish to map your outlook folders to matching Records Explorer folders if the bulk of your documentation is in email format In your Outlook you will see the HP Records Manager tab on your tool bar HOME SEND RECEIVE FOLDER VIEW HP Records Manager F Import configuration Open Offline Records B Fa Settings B Find gt Catalogue all _ linked folders Open dataset ray Manage Tools Message Attachments Current folder Inbox a Create link Catalogue Take note of the Record Number for the folder you wish to map to Note you can title your outlook folder as you wish In this case test has been used for demonstration purposes Highlight the folder in your Outlook Inbox Select the Create Link button Ww g y F test angus wenaenwsyaney eau au UuTIOOK FILE HOME SEND RECEIVE FOLDER VIEW HP Records Manager Fe Import configuration Open Offline Records Fr Settings B Find Catalogue all _ linked folders Open dataset a Manage Tools Mess
48. ected records from one container to another Alternatively Relate these Records to the Container Place a reference to these records into the selected container Records Management Services August 2015 42 Records Explorer Manual You will receive a confirmation that the move was successful Click OK If you ever receive this screen in error by dragging and dropping accidently simply click Quit to close the dialogue box without taking any action 7 5 ALTERNATIVELY RELATING A DOCUMENT TO A DIFFERENT FOLDER It is possible for a single document to be displayed in two or more folders if needed In TRIM this is referred to as an Alternative Relationship or Alternatively Contained Within This is similar to creating a shortcut To effect this simply drag and drop the document from its original place to whichever folder it needs to be displayed in as well When the Drag Drop Options dialogue box pop up select Alternatively Relate These Records to the Container Move these Records to the Container Mowes the selected records from one container to another Alternatively Relate these Records to the Container Place a reference to these records into the selected container You will receive a confirmation that the relationship was successfully established The document will now be displayed in both folders Any modifications made to the document will be reflected in both spots this is one document the alte
49. ee amp Contacts F E Q Reference and Control Numbers All Q Other H Document Management All Parts Of Linked Nav 4 Dates and Times All Records With Relationship Linked Nav ab Additional Fields allVersions All Versions Linked Nav fff Retention and Disposal altContains Alternately Contains Linked Na E 3 Contacts People and Places Aa anyWord Any Word Aa Text Searct Business Process Aa ApprovingAuthority Approving Authority ab Additional Records Management Q ArchibusID Archibus ID ab Additional Q Security and Audit Aa ArchivesControlSystemldentifier Archives Control System Ident 4b Additional SharePoint Integration br assignee Assignee amp Contacts F Q Other assigneex Assignee Details Contacts F Client Matter atHome At Home Contacts F TH A If using the categorised display expand each category using the Select the desired search method Click OK This will return you to the Search For Records screen Enter the required text in the Equal To field Search By Date Registered Enter a date and optionally a to date for a range search More search options Specific date or range of dates e g 1 1 2007 to 2 2 2008 z Click OK Records Management Services August 2015 10 Records Explorer Manual NB If the Equal To field is left blank you cannot run a search even if you have used the Filter tab to set
50. ents with unsafe characters will not be extracted 8 2 2 WRITE EXISTING FOLDER STRUCTURE TO FILE SYSTEM This will create a normal windows folder that mimics the structure you just extracted Only folders sub folders with contents will be extracted Empty folders will not be included Right click on the electronic folder required gt Project Control Centre gt Write Selected Folder Structure to File System gt II 2010 Animal Ethics Con wa TEACHING amp RESEARC PPand Wa TEACHING amp RESEARC Show Properties and Data gt Q Favourite Searches i Place TRIM Links into your Clipboard amp In Tray eB Locations A My Containers Q Personal Searches Add to Favourites Remove from Favourite Records D a Send Email via Outlook Tag Selected Records Recent D t ts Recent Documents Manage my TRIM Queues m Search Results Q Shared Searches Tagged Records 6 Project Control Centre gt H Write Selected Folder Structure to File System Fa Write Selected Folder Structure to File System and ZIP it 6 Check Out Selected Folder Structure to File System Clear my Thumbnail Cache ih Work Tray Create New Document 2 Workflow Activities New TRIM Record This process and those outlined in 8 2 3 and 8 2 4 may take several minutes depending on the size of the items you are extracting Please leave it alone while it is processing You can still work on other non Windows Explorer applications including Outlook Inte
51. etas ances salsa sec asain atone eanananueranuiceensnecs A 18 4 2 Electronic Sub folders and User Sub Folder cccsssssssssecccccccnnsseseecccccscnnsssseescceccenaseseecececeanansssecsceecseassseseccees 20 4 3 Creating Folder Structures using Copy Tree Feature cccccccsssecccceseccccescceceusececeeeccceeesecessuecessegecesseesesetseneses 21 4 3 1 setUp Step tf Activate the POWErUSEr Tree yorin A cee 21 4 3 2 Set Up Step 2 Save Favourite Classification serere E E a nati dedapeteulertweasutee deed Mapatadacevedt 23 Records Management Services August 2015 1 Records Explorer Manual 4 3 3 Set Up Step 3 Save an existing folder into Favourites to act aS a Template ccccceeecceseeeceecseeeesseeneseeees 23 4 3 4 Create a NSW FONG basiscs since eaten inan ana A arate tus botcn spades AS 24 S NEW DOCUMENT CREATION aeeai taceccie abet css Canta teaeube E E A atutebe A AA N 27 S1 Gheating a NEW blank documen cricssesacetycnceiecictecdo ecg covs a a A 27 5 2 Cheating a NEW document sing acLE ID LALO naenin E voneavanteesasunted E E Gavan cueaemeeosaraneneies 28 5 3 Drag and Drop document SAVING erisso en TAT evans Barend dead aaa A 28 5 3 1 Dr g and Drop MIU IESE docume nM Sereias E N NA vemenddebdenes be eancagaicleacihe 28 5 3 2 Drag ANd Crop a sinele COCUMENL ersin eE E E E 30 SA Drect SAVE AS neoaea aar E T E main O a tase oe eae eee 31 5 SAVNE OUUOOK EMS ana n A A a a aenilie 31 56 Savine emakat
52. first documents and latest documents left 30 deg O Export all document revisions 180 deg E Export Thumbnails Only Mirror X axis E Create Contact Sheet from Thumbnails saab Mirror Y axis Output Image Size 190 Presets AA Portrait Images Per Row You will need to pick a place to save the documents i e the Desktop or My Documents Click ok 8 2 PROJECT CONTROL CENTRE You can only export one folder structure at a time However if you have an Electronic Folder and alternatively contain multiple folders inside that Folder the alternative contents then act like sub folders to the top folder allowing you to export multiple folders in one action Records Management Services August 2015 51 Records Explorer Manual Please ensure that the Top Folder has a short title a maximum of 40 characters if you wish to send the extracted file off as a large file transfer through the University s web page An additional 8 characters will be added to the title upon extraction which will bring the title up to its limit of 50 characters 8 2 1 CHANGE ALL TITLES TO WINDOWS SAFE CHARACTERS This feature only affects one layer of the folder structure You need to go into each sub folder to make the characters of documents within safe The best method therefore is to make them safe upon saving please minimise all punctuation and characters in titles Please save items without unsafe characters including FW or RE in email headers Any docum
53. g zipped TOIGESrS CO chenla a A widens leoabetive giant emboretetee 53 D LOSARI aeea T E A E TE E E OE 54 LO TROYBCESHOOTING ead E a eaten ates 54 TOD Let THANG mMenu ooreo a a amie a a S Aa 54 TOA EREE N e E O E EE E E E ES 54 10 3 Search FOr Records Dialogue box DOD DING UD ereere N E ENA 55 10 4 Cannot editadocu ment sesona as ste aed ele Saeco ae 55 10 5 D c c ment Will NOLO DEM WHEN CHOKE GIUsiiicstscnciveniidesad cals deaiceceb scence NEN AA E 55 Records Management Services August 2015 3 1 ACCESSING THE APPLICATION Open My Computer Records Explorer will display under your network drives Records Explorer Manual A desktop shortcut can be created by highlighting the program name and dragging it onto the desktop OU gt Computer gt v s Search Computer p Organize v System properties Uninstall or change a program Map network drive gt s gt i Documents a Hard Disk Drives 1 a Music Dict Local Disk C Pictures eg A F Videos 370 GB free of 465 GB E B Angus 4 Devices with Removable Storage 1 Sigphtente TE Contacts ntl fe Desktop DVD RW Drive D i Downloads SA he Sr Favorites 4 Network Location 2 JB Links E My Documents D My Music E My Pictures __ aweden B My Videos w fsl shared sydney egef au H B Saved Games lt lt rs Searches aj Computer amp Local Disk C ca DVD RW Drive D G ARMS fs2 shared sydney edu au G ARMS
54. ger Records 2 1 Message format Record metadata Attachment list Record number Record name Dataset DOC2015 1067429 test US7YD_RM_ DOC2015 1067418 uu USYD_RM_ Add Record details to message body Attach HP Records Manager Record reference IW Attach electronic document OK Cancel Help You can deselect any documents you have changed your mind about including if desired Ensure that Attach Electronic Document is selected in the bottom 3 options You can select the other options if desired Add Record Details to Message Body will place a summary of document metadata into the email body Attach HP TRIM Record Reference will insert a TRIM link for each document into the attachments section of the email so if you are attaching 3 documents you will have 3 documents and 3 links equalling 6 attachments in total Use the searching section of this manual to locate documents using other search methods You will probably need to use Boolean searches and filter the search down so that TRIM is only searching for the Document record type When using this feature it is best to complete the whole process without navigating away if you do navigate away or try to go back a step often the search screen will go behind other windows that you have open and can be difficult to get back to the forefront again 8 EXPORTING DATA AND THE PROJECT CONTROL CENTRE Please talk to the
55. gt Relationships Electronic document Retention Schedule Date fields Additional Fields fete Select al Select none Use the following document to start off the new version If you have already begun drafting the New Version of the document and it is saved in your network drives tick the Use the following document to start off the new version check box at the bottom the field below it will then become active and the document icon at the far right can be clicked to start a Browse Create New Version DOC2015 1068011 ES Details Select properties to copy V Security profile Assignee O pen n x Wi Access Control Owner MME Desktop Senich Desktop p v Disposition Home n V Attached Thesaurus Terms Container Organize v New folder vy hl Vi Attached Classification gt f Ir Favorites a M ROL checking in error uu V Relationships Electronic document z EROL Searching Methods 22072015 Syy V Notes Retention Schedule WE Desktop HEROL UAT Errors AW Attached Actions Date fields pees MROL UAT Staff User script V Additional Fields E Documents HROL UAT Test Script Contacts Select all a Music T Stabex test mee E Pictures T Files test creation amp Videos Tcprclient Shortcut
56. gust 2015 Records Explorer Manual SHOW FULL PATH IN THE ADDRESS BAR If the Windows Explorer option Show full path in the address bar is selected in the Windows Explorer Folder Options the location of the folder that you are inside will display in the address bar You can use this as a safeguard to know which folder you are in if you have a folder structure where the top level folder is unique but all the subfolders are a uniform for each matter ll gt EFT USYD_RM_UAT_UL Search Results A14 test manual File Edit View Tools Help Explorerfor TRIM TRIM User Settings Organize v TRIM Search Reset TRIM Search ir Favorites test 4 E Desktop a E Search Results 5 TRIM MCS Environment as at 25 October 2006 gt a Shared Searches E Tagged Records d Work Tray HIGHLIGHTING MULTIPLE ITEMS IN RECORDS EXPLORER Some functions outlined in this guide require multiple records to be highlighted 2 5 1 ADJACENT RECORDS Locate the required list of documents see Section 3 Searching or Section 6 Navigation Click on the first document required Hold down the Shift key and click on the bottom document required _ Name cr a image00 1 gif a image0Oe jpg outcome jpg outcome jpg Special Consideration txt sstdfsdfs jpg supervisor Feedback jpg Click over the highlighted documents holding down the left mouse button to drag the items Or right click over the highlighted doc
57. le and Typed Title then click the Update Typed Title button RIGHT CLICK Rather than double clicking and using the Profile Screen you can also Right Click on a document and select gt Advanced gt Check Out and Edit gt View Document gt Show in Context you can then Right Click gt Electronic gt Final gt Edit Properties Click the revisions tab to see previous revisions of the document CHECKING OUT A DOCUMENT FOR EDITING To edit a document you must check it out of Records Explorer When you check it out it will be saved into your My Documents under a folder called Offline Records with the same red and blue X that characterises Records Explorer Upon saving the edited document it will be checked back into Records Explorer as a new revision under the same name record number etc To check out a document double click on the document name The Profile Screen will appear Records Management Services August 2015 41 Records Explorer Manual ha test document v2 DOC2015 1068011 Document 24 07 2015 9 17 33 AM E race vocas nA ere Ges ey eee DABE oiiae Changed Title test document Value gt in HP Records Manager Store Microsoft Word Document 11 0 KB Record Number DOC2015 106801 1 v2 Title Free Text Part test document Extemal ID Date Created 24 Jul 2015 09 17 Container 2015 3344 ADMINISTRATION amp SUPPORT Information manage Enclosed True X r Select the Edit option
58. les are linked the Classification Navigate using the blue SO 4 D Owner The University of Sydney Look up icon i lt At Home gt Electronic Assignee Retention Schedule Owner Business unit in charge of the matter the Electronic DOD Initiate Workflow from Folder covers Assignee Individual in charge of the matter the Electronic Folder covers not all business units use this Generally this is used when a folder relates to a Project that is run by a single staff member Records Management Services August 2015 17 Records Explorer Manual Retention Schedule Code indicating the length of time the folder must be retained for Initiate Workflow From This feature is not currently active 4 1 1 MODIFYING ACCESS CONTROLS It is recommended that Access Controls are added to the Electronic Folder so that the folder can only be viewed by relevant personnel Only users within the Access Group will be able to see the folder and its contents All Sub Folders and documents within the Electronic Folder will inherit these Access Controls though they can be modified after creation to restrict or open certain sub folders to a different audience After completing the details in the General tab click the Update Security and Access Policy tab In the Access Controls pane at the bottom highlight View Metadata and then click Custom in the bottom right New Electronic Folder General Update Security and Acces
59. menu items are always visible if you scroll up and down whilst the right hand side will only display your search results and the contents of folders etc 2 2 NAVIGATION AND SEARCH OPTIONS When the Records Explorer database is open two search buttons will display in the top menu bar in addition to navigation options which will be display in both the right and left hand panes SEARCH BUTTONS NAVIGATION OPTIONS WARE eT AD RMT U yf Cs File Edit View Tools elp Explorer for TRIM TRIM Ver Settings 4 W EFT All Offline Datasets 4 USYD_RM_UAT_U1 Y Browse Via Classifications E Browse Via Record Type amp Date Browse Via Thesaurus gt Documents Checked Out v Due Tray Due In Tray R Favourite Classifications amp Favourite Locations F Favourite Records Q Favourite Searches amp In Tray eB Locations ta My Containers Q Personal Searches Recent Documents I Search Results Q Shared Searches Tagged Records d Work Tray 2 Workflow Activities a 20 items Sass ml Name Browse Via Classifications E Browse Via Record Type amp Date Browse Via Thesaurus Documents Checked Out amp Due Tray amp Due In Tray R Favourite Classifications amp Favourite Locations ES Favourite Records Q Favourite Searches Select a file a oy Tray to preview Locations o My Containers Q Personal Searches ts Recent Documents I Search Results Q Shared Searches Tagged Recor
60. ng Electronic Folder open the existing folder or highlight it and right click gt New TRIM Record gt Sub Folder gt Docum 65 New TRIM Record s Bl Application Folder fF Duen Wi Practicum Folder Attach New Actions B Student Sub Folder gt R Favour i en 7 Help W Student File EN E About m FMO Publications N 2010 B our l B Administrative File B TEAC Change Global Options a E Bi Staff File Pre Peoplesoft gt BE TEAC H3 Properties BI Staff File Unistatf gt m TEAC ka New TRIM Record W Sub Folder b Iil Test rrer Wi User Sub Folder gt Q Favourite Searches mf Resolve Folder gt In Tray Non Folder Types The New Record entry form will pop up wl New Sub Folder Sle General Title Free Text Part si Container E15 407 eAt Home gt E15 407 The University of Sydney In Container gt E15 407 Retention Schedule Enclosed Le Generally just complete the Title Free Text Part field and click Ok Most other fields are inherited directly from the parent container i e the Electronic Folder and cannot be modified A different Retention Schedule can be applied to the Sub Folder Sub Folders may need to be kept for different lengths of time Refer to the folder structure outlined by Records Management Services and your department Records Management Services August 2015 20 Records Explorer Manual Creating a User Sub folder is performed in exactly the same way as above
61. nt Read DOCZO10 340028 University of Sydney Letterhead Personalised 34 78645 doce Document Read DOCZO10 340031 Hewlett Packard TRIM Data Sheet 3478648 pdf Document Read DOCZO10 340030 Sydney University Letterhead Personal Monochrome 34 78647 do Document Read DOCZO10 340029 University of Sydney Email Signature Guidelines 34 786 46 docx Document Read DOC20107 339924 Project Brief template of headings 3478316 docx Document Read DOCZO1I0 340034 RE Project Review Meeting Minutes and Action Plan now available Document Read DOCZO10 340035 SNS Practicum upload 34 70661 bt Document Read DOCZO1O 340036 SNS Practicum upload 34 78662 tet Document Read DOCZO1IO S40037 Student Filing Guide from Andrew August 34 78665 docx si Any that read Could Not Extract will not be present in the extracted folder Generally this will only happen to documents that have titles with unsafe characters If there are any documents that did not extract which have entirely windows safe characters please contact RMS to investigate the reasons It is possible to export the remaining document s by locating them in the TRIM folder and following the steps in 8 1 for Imaging and Exporting Once saved drag the document into the folder structure you had extracted previously This will work for zipped folders as well 8 4 SENDING ZIPPED FOLDERS TO CLIENTS If you send the zipped folder to a client please ask them to Extra
62. nt is stored Blue Look up Contains different features depending on where the look up is located click folder on the look up to make selections 10 TROUBLESHOOTING 10 1 LEFT HAND MENU The left hand list pane displays a selection of your search results Do not be alarmed if this does not refresh at the Same speed as the right hand view You can Right Click gt Refresh Folder to force a refresh Some features in the left hand pane will only refresh after you have closed the application 10 2 FS REFRESH Records Management Services August 2015 54 Records Explorer Manual If you are refreshing in order to see Checked Out update and it is causing the Search For Records to pop up instead wait til later in the session and check under My Checked Out Documents instead If they are still Checked Out ensure that all documents are closed and use the Profile Screen double click or Right Click gt Advanced gt Check In 10 3 SEARCH FOR RECORDS DIALOGUE BOX POPPING UP This happens occasionally on an F5 refresh particularly in the Shared Saved Searches functions Records Management Services aim to improve this functionality on the next release Try clicking out of the folder and then back into it again rather than using the F5 button to refresh the screen This should update the view 10 4 CANNOT EDIT A DOCUMENT Is it finalised If yes it cannot be edited You should create a New Version and make changes to th
63. ose to the Paste Folder Structure screen The new Folder can be located in My Containers Records Management Services August 2015 26 5 NEW DOCUMENT CREATION Records Explorer Manual 5 1 CREATING A NEW BLANK DOCUMENT Locate the Folder Sub Folder where you wish to save a new document Right Click gt Create New Document gt Select appropriate document type Create New Document Choose from File System Templates k New TRIM Record s E Microsoft Word Document Refresh Folder Microsoft Excel Spreadsheet A Microsoft PowerPoint Presentation Attach New Actions Help About Change Global Options z The New Record Document dialogue box will appear New Document General Extra Details Update Security and Access Policy Record Actions Display and or Modify Notes Title Free Text Part lt enter title here gt Extemal ID Date Created 24 07 2015 3 18 34 PM Author Wenden Angus Mr gt a Container E10 285 gt V Enclosed lt At Home gt E10 285 C Users aweden AppData Local Temp EFRM8x zoycjxks 3irautotemp docx Declare As Final After Saving Enter a document title following naming conventions outlined by your department This is mandatory Write your surname in the Author field then select the blue folder look up to pick your name from the list of users with the same surname This will appear in the drop d
64. own list for subsequent records that you create The Container shows the Record Number of the folder you are placing the document inside This is mandatory but will auto populate provided you initiated the New Document creation by right clicking on or inside the desired folder Click OK Select Yes to launch the blank document template and begin editing If you select No and wish to work on the document later it can be found in the appropriate folder or under Recent Records Records Management Services August 2015 27 5 2 5 3 Records Explorer Manual CREATING A NEW DOCUMENT USING A TEMPLATE To create a document using one of your business units templates right click gt Create New Document gt Choose From Office Templates In the Please Select a File screen click on My Computer and navigate through your network drives to the stored template To locate other Microsoft Office applications navigate through your C Drive to the following path Please Select a File Look in 3 Microsoft Office 3 My Recent Documents Desktop eB My Documents My Recent P biy Computer Documents z OS C i Documents and Settings i 5 All Users C Start Menu O Programs 4 DYD RAM Drive D be Heolley on ICT Server tango uce usyd edu a My Documents ARMS share on ICT Server tango ucc usyd ARMS ime on ICT Server tango ucc usyd ed a Ea Ezescan on 129 78 67 50 5 e heolley on cadmium mes usyd edu au
65. p E gt Candidature Folder um Records Management Services August 2015 24 Records Explorer Manual A Paste Folder Structure dialogue box will pop up showing all Folders Sub Folders User Sub Folders and Documents from the Template folder NB By default the Copy Tree feature selects all Folders Sub Folders and User Subfolders for copying but leaves all documents unselected If you wish to copy documents as well either place a tick next to specific documents that you require or to copy all documents click the Select All Electronic Records option at the bottom of screen Scroll to the top of the dialogue box to see the Folder Title Right Click on it gt Edit Title Mj Paste Folder Structure C13 St James Campus L6 refurbish relocate staff from L13 24391 MY 01 Project initiation C Emme WE Brief amp Business Case E M Assessment 4 C13 Assessment 20120614 vey Background Information amp General Notes ME 02 Finance amp payments E ME Budget Staff News 30 March update on the 2012 change plan TRIMDB US PEs lt No Subject gt v E Orders Ff C13 Ashfield order EHE C13 FAC order EWE C13 FAC ve order E ERA C13 Workspace order ERS C13 L6 ve vai FAC EHE C13 L6 Ashfield order ee L6 EAR nrd E Select all Electronic Records F Copy Electronic Files along with the Record Create Copies Close A small dialogue box Edit Title will pop up Type the new Folder title over the
66. previous Revisions right click on the document gt Show Properties and Data gt Show Revisions ay test docu Advanced b f Show Properties and Data gt In TRIM Desktop Te 7 In Search Screen Place TRIM Links into your Clipboard In Profile Screen amp View Document a Record Properties 4 Add to Favourites Tag Selected Records amp Edit Dates Show Revisions 6 Project Control Centre b Show Renditions Create New Document gt Show History 3 New TRIM Record gt Edit Notes 4 Attach New Actions Change Assignee 7 Hep Extract File ial About i Set Security Change Global Options Additional Fields Properties If there are revisions the Select from Revisions dialogue box will show NB If after 5 seconds no screen has popped up it is safe to assume that the document has never been modified since being in TRIM and that therefore no revisions exist You can then select from the list of revisions li FI Select from Revisions DOC2015 1068 Revision Number E Source Offline Records on ARMS A14 12 0 C Users aweden Desktop test docx Print Document 4 a Preserve Revision Source ds on ARMS A14 12 02 mcs usyd edu au Delete Revision Extensi Date M Properties 5 at 9 19 AM 11 260 Size Document Type Microsoft Word Document Preserve X No Properties 4 Preview 1 Right Click gt View to see th
67. re dragged directly from Outlook If you wish to save these document types please save them to your network drive desktop in iCalendar Format ics extension Then save it into Records Explorer using Drag and Drop as you would any other document stored in your network drive This will allow you to open the document and launch it into its original format to see all the contextual information such as attendees Records Management Services August 2015 33 Records Explorer Manual 6 NAVIGATION 6 1 TAGGED RECORDS Tagging records allows you to group together records that may not otherwise be related Tagged Records lists are personal and can only be viewed by you Run a search for folders or documents that you would like to tag or perform this task after creating of a new record 6 1 1 TAGGED RECORDS MANAGEMENT AND SELECTION DIALOGUE BOX Select the records that you want to tag from the search results To highlight multiple records follow the instructions in Section 2 4 Right Click on the text block and select Tag Selected Records hw test document v1 Yes DOC2015 1068011 82 test docurpent 1 21 _ DOC2015 1068011 Advanced gt Show Properties and Data b Place TRIM Links into your Clipboard View Document Add to Favourites Tag Selected Records wim k The Tagged Records Management and Selection dialogue box will pop up My Record Tags All Trim Users Procedures to be updated RM8 TRI
68. rnative relationship is much like a shortcut 7 6 CREATING A NEW VERSION OF A DOCUMENT If you need to make a new version of a document to distinguish it from its present state locate the document that you wish to create a new version of Right Click on the Document name select Advanced gt Create New Version Name Checked Out Finalised i test doi Advanced gt amp Check Out and Edit Create New Version Show Properties and Data gt Ha Copy Record amp Place TRIM Links into your Clipboard Navigate to Container B View Document Send Email via Outlook ty Add to Favourites Imaging and Exporting Tag Selected Records Show EXIF and Geo Spatial data l Project Control Centre 1 Manage my TRIM Queues Clear my Thumbnail Cache Create New Document bir New TRIM Record gt 42 Attach New Actions Help ja About Change Global Options a Properties The following dialogue box will appear The greyed out fields will be inherited automatically you can customise what other aspects of the original record you want the new version to inherit Records Management Services recommends that you do not change any of the defaults Records Management Services August 2015 43 Records Explorer Manual Details Select properties to copy Security profile Assignee V Access Control Owner Disposition Home Attached Thesaurus Terms Container Attached Classification
69. rnet Explorer Filemaker Pro and TRIM Context in its native format When it is complete the location of the folder will display in a Windows Explorer page Minimise this to see the report of documents extracted See Section 8 3 for more details 8 2 3 WRITE EXISTING FOLDER STRUCTURE TO FILE SYSTEM AND ZIP IT Follow the steps in Section 8 2 2 but select the option with and ZIP it This will produce both a normal windows folder and a zipped folder being extracted 8 2 4 CHECKOUT SELECTED FOLDER STRUCTURE TO FILE SYSTEM T his feature extracts the files into a normal Windows folder however all of the documents inside will be checked out to you as though you are editing them This is not recommended unless used in a controlled environment 8 3 PROJECT READ ONLY EXTRACTION DETAILS Records Management Services August 2015 52 Records Explorer Manual Once the extraction is complete and the Desktop pops up in a Windows folder a report of the documents extracted will be displayed If you click back into Records Explorer you will see a report of the documents that were exported fm Project Read Only Extraction Details with ZIP creation IP File Created as C Documents and SettingshcolleysDesktop l3 34 6844 4 more likely event zip Directory Structure Created as C Documents and Settingsshcolley Desktops 3 347 8644 4 more likely eve Root Folder Created as C Documents and Settingssheolley Desktopl3 3476844 4 more likely event Docume
70. s Policy Additional Fields Security Level So Neseeeeeeneeeeeeeeeeeeeeeeeeeneeneeeeeeeeeeeeneneeeeeeeeeeeee eee eEeeEeSEeSRESRESEEEEEEREESESEESEESES SSSR EREESEESEERESESERESESERESRESSESSE SESE REE EOESEESES SHORES REE REE SEEDS EESEEREEEE SESS ES Active Security Caveats J Remove v Access Controls vV Access To Details View Document Everyone View Metadata Everyone Update Document Everyone Update Record Metadata Everyone Modify Record Access Everyone Destroy Record Everyone Contribute Contents Everyone 4 mW p Bypass Record Type access control references C mae custom In the Customise Access View Metadata dialogue box Select Restricted to the following Locations and any of their Access Control mem be rs e Everyone Same As Container Record ee ee ee Highlight your own name in the Sort Name field and select Sort Name E Wenden Angus Mr Re move Then select Add A list of all locations will appear Records Management Services August 2015 18 amp Select from Locations favorite Access Control Location o S sa Locations vV amp Name amp Albarran Cesar Alberto E Baumgartner ok E Bhanot Purvi Prefix is out of range Try to reselect E Binnie Rebecci fa Brennan Madeline Ms fa Brentnall Jennie Ms E Bui Hai E Burch Micah Mr E Caslick Jennifer Marg
71. such as Visio charts or CAD drawings will launch into the TRIM Document Viewer The TRIM Document Viewer will only show if the document is non standard document or if you do not have the native application installed on your desktop this allows you to still view the document without having to install the software Select View gt File gt Launch to launch the document into its native application This will only work if you have the relevant application installed on your machine You cannot open a Visio chart if Visio is not installed on your machine for instance Records Management Services August 2015 8 Records Explorer Manual DOC2006 293036 TRIM MCS Environment as at 25 C File Edit View Window Help Save As Print iy Reply Gy Reply to All Forward XM Close TEST DR DEVELOPMENT Wands Agglicsien Web Soro Enter the asset ID Merny Application Web Server Talia Application Web Server Titanium Database Server Launch the current document in the viewer with the associated application 3 SEARCHING 3 1 INITIATING A NEW SEARCH USING THE RESET TRIM SEARCH BUTTON The Reset TRIM Search button in the menu bar will always result in a clean search being initiated i e it will not inherit any filters set during a previous search Click the Reset TRIM Search button b EFT USYDRMUAT LUI File Edit View Tools Help Explorerfor TRIM TRIM User Settings Reset TRIM Search The Se
72. taff Ill Electronic Staff Folder cA Staff File Restricted Information v Ill Electronic Folder Ill Policy Folder E Sub Folder Ill Electronic Student Folder V User Sub Folder E If you have not populated the Search tab please ensure that you do so before clicking OK 3 6 MODIFYING A SEARCH USING TRIM SEARCH BUTTON To correct a typo or to change some of the search parameters select TRIM Search from the top menu bar this will retain all of the criteria set in the previous search including Boolean search terms and filters Simply edit required fields and click OK to run the search again 3 7 SEARCH RESULTS DISPLAY The search results will display in the right hand side of the screen Records Management Services August 2015 12 3 8 Records Management Services August 2015 File Edit View Tools Help Explorer for TRIM TRIM User Settings Records Explorer Manual Organize v TRIM Search Reset TRIM Search x Favorites a BB Desktop Libraries B Angus Wenden JE Computer hi Network A Control Panel Recycle Bin 4 D EFT All Offline Datasets 4 USYD_RM_UAT_U1 ee Browse Via Classifications Browse Via Record Type amp Date Browse Via Thesaurus Fy Documents Checked Out amp Due Tray f Due In Tray Name Oh ALY test manudi wa ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT ADMINISTRATION amp SUPPORT wa ADMINISTRATION amp SUPPORT
73. top of the original folder s title Click OK Edit Title New Test Folder 2013 The Edit Title dialogue box will close and the Title of the record in the Paste Folder Structure screen will update Ensure that Copy Electronic Files along with the Record at the bottom of the dialogue box is selected Click Create Copies Records Management Services August 2015 25 Records Explorer Manual JE Assessment Ej C13 Assessment 20120614 TE Background Information amp General Notes vE 02 Finance 4 payments JD Budget MEJ Stat E TRIMI cNo oD Orders Macia fe C13 fe C13 fe C13 A C13 a Folder Copy and Paste Interaction Methods See the HP TRIM property screen for each record being created Only show the property screen for the top most record being created Create the copied records with no user interaction or HP TRIM property screens TIP if you realised at this point that you had forgotten to change the Folder Title you could select Partial and modify the title in the Folder Properties screen Never select Interactive as you will need to OK a multitude of properties screens As the tool works each Folder will have Created appended to the folder title in the Paste Folder Structure screen this is not in the actual folder title it is just to show the progress of folder creation Scroll to the bottom of the Paste Folder Structure Screen Once the last Folder says Created simply click Cl
74. trim T My Computer My Network Places e J File name a My Network Files of type DRAG AND DROP DOCUMENT SAVING 5 3 1 DRAG AND DROP MULTIPLE DOCUMENTS Open your network drive in a new window Locate the required documents and highlight them using the Shift or Ctrl keys for further instructions see Section 2 4 Click on the highlighted area hold down the left mouse button and drag the documents over to the relevant folder in Records Explorer Release the mouse button When you release the mouse the following screen will appear Drag and Drop Option F Create HP RM TR5 Reference in Source File Folder Carry forward Record Type Container User Fields and Various TRIM Fields Cancel E Attempt to store all files after first one without user interaction Delete Original Files after Saving to HP RM Resequence Titles after Save is Completed Default Record Type will be 5 files located in the directory Extensions Found 1 bet TXT a 2t 3 bet 4 tet 5 tet Records Management Services August 2015 28 Records Explorer Manual NB If the Default Record Type will be box is not present please contact Records Online Helpdesk so they can talk you through adding this Click in the check boxes to select the desired functions The Drag and Drop Options are defined in the following table Option Description S O Create HP TRIM TR5 Saves the document to Records Explorer and leaves a link to the Referenc
75. uments to perform functions such as Tagging the records see Section 6 2 5 2 NON ADJACENT RECORDS Click on the one of the documents that you require Hold down the CTRL key and click on the other documents that you require one by one Records Explorer Manual _ Mame cl a imagel0e jpa m outcome jpg E w oukcome jpg Special Consideration txt sstdfsdfs jpg ni A supervisor feedback jpg You can now click over a highlighted document holding down the left mouse button to drag the items or right click over the highlighted documents to perform functions such as Tagging the records see Section 6 2 6 DESKTOP SHORTCUTS Desktop shortcuts can be made of any Records Explorer menu items Tags Electronic Folders Sub Folders or Documents Simply drag and drop to the desktop To open the item double click on it Windows Explorer will open and display the location where the item existed when you created the shortcut The left hand pane will not open automatically when opening Records Explorer from a shortcut so click Folders to display the left hand pane as outlined in Section 2 1 When double clicking a desktop shortcut of a Document the Profile Screen will be displayed see Section 7 1 Select the option that you require e g View or Edit and the document will open into its native application 2 7 OPENING NON STANDARD DOCUMENT APPLICATIONS WITH THE TRIM DOCUMENT VIEWER Some non standard document types
76. urite Records Q Favourite Searches amp In Tray eB Locations ta My Containers Q Personal Searches ts Recent Documents Im Search Results Ill A14 test manual Q Shared Searches Tagged Records wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTF wa ADMINISTR wa ADMINIST wa ADMINISTF wa ADMINIST wa ADMINIST wa ADMINIST Il Electronic 1 Il Electronic 1 al Show Properties and Data gt Place TRIM Links into your Clipboard Send Email via Outlook Request Record Tag Selected Records Ed Manage my TRIM Queues Clear my Thumbnail Cache Save my Last Search Project Control Centre b Create New Document gt New TRIM Record gt Refresh Folder Attach New Actions Help About Change Global Options Properties GE EA LEGAL ADVIIINOS ASPECTE A reee The following window will open click ok Records Explorer Manual W Container wA Record Num Title wf 2006 9650 _ DOC2006 287 _ test machine for Records Online 2 C 2007 51 x DO Tag All i 4P Vista test PC for Records Online Project May 2007 w 2008 7524 DO 7 e Records Online Untag all w 2008 7524 ui DO ist site Records Online Invert all tags m Record Number Ril Doc2007 192 CORY Unique Identifier El 1435332 New gt Date Received Monday 28 May noes Ui Asset receipt N
77. utton s eessesesessesrresesreresrrrreserresereeesrrresereessrersserereserresene 9 AIC Taa E E O E E aceanatoaceua ce veseaaincementonien 10 3 3 BOONS CAC Ii on a aaa ten canes actcueacaseaneind ween eee eae 11 Bu SORE MAD greene Meet tanncceteat cena ta cronies acc ech ea tact a cease acacniel estan an tamvea teehee E sent ceamuaeceub coset 11 3o HENS TW AD onn A ets aaen at teuk vocsudsaaal O 11 356 R cordiypes Ta Dessen a a aa a a Sasa auteerah ean 12 3 6 Modifying a search using TRIM Search button essesssseessserssssrresrreresrrresrrressreressrersssrressreessereesereroserressrereserrssene 12 37 DCCANTESURS APII ssia a a n a ia 12 3 8 Searc Proere sS and COUN enaena r E ee ee 13 39 No Sedrch RESUS niinn E O E NO 14 310 PERSON ales CaCl eea a a a naan aba sali as ht lie tansaulete acelin nant he 14 S14 IVIOGITVING a PerSONGl SCal Ch annia a a damaheeniteaaea tind a T 16 3 12 New Search in Personal Searches favourite Searches ccccccccsseccccesseccccesececcesscceceusececeuececeeecesecsuseseesueceesenes 16 3 13 Shared SCAPCIMCS nessen an cha Tava tausa sinha cavatad sama sua davon Uaelagicesbusewaveassusecstd Sov vedas nen chad eeadenouieta rea talents 16 A OTE CRT OI Nisa castes reese br aarcoeca ety el E stuns E cco ws ees net en ea scroll eced es E andes asoneG 17 A Elec FOIE S cae se wi ceca cecc cacti uadetehanatenaipauties A A caer nescete E E A A uateaees 17 4 1 1 Modine Access CONTI ONS aasaran hing shasta t
78. x to modify your search criteria before saving the search The search will now be displayed under Personal Searches Ce My Containers 4 q Personal Searches E test saved search 27 07 2015 To run a saved search click on the search name The Search For Records dialogue box will pop up Click OK without making any modifications MODIFYING A PERSONAL SEARCH To modify the search criteria at a later date right click on the search name and select Edit this Search A dialogue box similar to the New Saved Search screen will open where you can use the Search Filter and Access Controls tabs to modify the search criteria Gl test saved search 27 07 2015 4 Expand gt io Recent Documents 2 4 Search Results 5 New TRIM Record e r Ml A14 test manual Edit this Saved Search Q Shared Searches Add to Favourite Searches gt Tagged Records 1 Work Tray 25 Attach New Actions 8 Workflow Activities Help USYD_TRIM Production About usyD TRIM UAT T2 Change Global Options di docs 3 Properties NEW SEARCH IN PERSONAL SEARCHES FAVOURITE SEARCHES By expanding Favourite Searches or Personal Searches in the left hand list options you will find that there is a New Search button This is the same as the TRIM Search button i e it will inherit all the values of your most recent search including any filters that you set If you require a fresh search use the Reset TRIM Search button on the menu
79. ys Saved Searches to which only you and the HP Records Manager Administrators have access Recent Documents Displays the documents you have recently registered or edited For the majority of users these items will be empty when first using the system They can be customised as you begin using the system The names of any paper files that you have in your possession will appear in the In Tray and some Shared Searches may have been created on your behalf by Records Management Services DETAILS VIEW As in Windows Explorer the display for folders can be set to Thumbnails Tile Icons List or Details Records Management Services recommends the Details display The Details display places the information in the right hand pane into columns allowing more information about the records to be immediately apparent The columns can be sorted into ascending or descending order by Name Assignee and Type etc In the example below the search results are sorted by Number i e the TRIM Record Number Name Checked Out lll test file created by Ill TEST FILE lll Library Enquiries 20 Ill Practicum Record Finalised Number Type Date Created F15 386 Electronic Folder 2 07 2015 12 54 55 PM F11 690 Electronic Folder 8 04 2011 9 33 79 AM E11 108 Electronic Folder 20 01 2011 amp 51 47 AM Electronic Folder 10 09 2010 3 41 14 PM Records Management Services August 2015 6 2 4 2 5 Records Management Services Au

Records Explorer Manual - The University of Sydney

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