PM 004 Project Business Plan - Department of Premier and Cabinet
Contents
1. Audit Tab Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Note The Audit function e Assignee Changed allows you to define what e For others select from list audit event information will See the TRIM Context On be available for display when line Help Administrator you select Audit Security Guide Record Types Active Audit Events from the Record Type Dialogs record s right click menu for Audit Tab for more records of this type in TRIM information Context by default no events will be logged Defaults Tab Class 1 Vital Mandatory 2 Corporate 3 Workgroup 4 Personal 5 Reference 6 Temporary Owner Location From your Locations table Home Location From your Locations table Track During Census Yes No Yes No Home Location can be a Space Yes No Yes No Retention Schedule From your Archive Retention Schedules table Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Disposition 1 Active Mandatory 2 Inactive 3 Archived Local 4 Archived Interim 5 Archived Permanent Prevent Disposition changes for Records with no Schedule TERNO KOREDE Record Access Defaults Security Level e Unclassified Mandatory e Any other choice from your Security Levels table Active Caveats Any c2. All Records must be within this Classification From your TRIM Classification Plan Behaviour for handling more secure Documents 1 Ignore 2 Display Warning 3 Display Warning Update Container Security 4 Upgrade Container Security 5 Prevent Document form being placed in Container 6 Display Warning Update Document Security 7 Update Document Security Mandatory Behaviour for handling less secure Documents 1 Ignore 2 Display Warning 3 Prevent Document form being placed in Container 4 Display Warning Update Document Security 5 Update Document Security Mandatory Records should be placed within a Series Yes No Yes No Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Menu Tab Note The Menu tab allows Too numerous to list here you to define which tasks See the TRIM Context On may be performed on records line Help Administrator of the selected Record type Guide Record Types by default all Menu items Record Type Dialogs Menu will be activated Tab for more information Prevent users without Record Administration Yes No Yes No permission from overwriting existing Notes Allow users without Modify Record Permission to Yes No Yes No Append to Notes Allow users without Modify Record Permission to Yes No Yes No Change Assignee
3. Exclusions This pilot does not include Microsoft Access Microsoft Photo Editor WinZip WinZip will need to be opened and then saved Constraints and Assumptions Assumptions e The classification system Thesaurus will already have been decided Associated training will be coordinated with the conversion of the G drive Records staff in conjunction with the Unit will convert specific records to the new classification system in TRIM where conversion is justified Paper files will no longer be created in the Unit unless there is a business or legal requirement to do so e g documents that need to be hardcopy original format for evidentiary purposes If paper files are to be created they will be related to associated electronic records e Appropriate hardware and software have been installed e Incoming hardcopy records will be scanned Service Tasmania Unit will use TRIM Context to manage their records and o Outlook Exchange training has occurred Constraints Staff unable to undertake training Jane amp Neil need you to provide some technical constraints if any Output s Implementation of the department records management software TRIM Context to enable electronic records management within the Service Tasmania Unit Electronic records are defined as Email Word Excel and PowerPoint Development of guidelines and procedures to address requirements related to electronic re
4. Options Restrictions Default shown in Bold Mandatory Your Choice Negative Currency Format 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mandatory Decimal Symbol User specified Mandatory No of decimal digits 0 5 2 Mandatory Digit Grouping Symbol User specified Mandatory Digit Grouping 1 123456789 2 123 456 789 3 1 23 45 67 89 Mandatory Miscellaneous Tab Enable Scheduled Tasks Yes No Yes No Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice If yes to above Enable Scheduled Tasks Yes No Yes No When using Classifications Limit the display of classifications Numbers vesa No Yes No When placing a Record Records that behave as within a Container or Documents can only be Allocating to a contained within Records Yeni No Classification that behave as Folders Yes No Ensure US DoD 5015 2 Yes No Compliance Will need to have the Yes No Classified Security License Allow records that are within a container to be added to Yes No Yes No Holds Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice Record Searches Tab Available Search Methods Too numerous
5. Mandatory Type Number Pattern 2 Number Pattern Based on Container Record 4 Based on Classification w If Option 1 Selected go to next section Electronic Tab If Option 2 Selected Using a Number Pattern Pattern User specified Mandatory Last Number User specified amp or from Mandatory Number pattern Reset Generated Numbers at Yes No Yes No Year s End Confirm Each generated Yes No eek No Number Part Numbering 1 Record Type does not allow New Parts to be Created 2 Use the Next Generated Record Number 3 Use Part Number If Options 1 or 2 Selected go to next section Electronic Tab If Use Part Number selected Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Part Separator 1 Mandatory 2 3 4 5 6 V 7 P 8 9 N Compress Part Number Yes No Yes No If Option 3 Selected Based on Container Record Separator 1 Mandatory 2k 3 4 Dee Digits 1 20 Mandatory Compress Container Yes No Yes No Number Reset Generated Numbers at Year s End Yes No Yes No Confirm Each generated Yes No Yes No Number Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice Part Numbering 1 Record Type does not allow New Parts to be Created 2 Use the Next Generated Reco
6. attached to records of this support for this Record type If so into which Type document store will they be 2 Use the Default Electronic placed Store 3 Use the Nominated Document Store below If Option 1 Selected go to next section User Fields Tab If option 2 selected Use Default Electronic Store Suppress Content Indexing Yes No Yes No Allow Replace Yes No Yes No Allow Revisions Yes No Yes No Go to next section User Fields Tab If option 3 selected Use Nominated Store Store Name From your Document Stores Mandatory table Suppress Content Indexing Yes No Yes No Allow Replace Yes No Yes No Allow Revisions Yes No Yes No User Fields Tab Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold User Fields available for this Refer to Appendix 5 TRIM User Fields Required Record Type User Defined Field Formats for more information Form Tab See separate Record Entry Form Configuration Worksheet on Page 20 Access Controls Tab Can Use 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Can Update 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Can Modify Access 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and
7. Classification Date Due for Destruction Security Consignment Enclosed Client Container External ID Disposition Foreign Barcode Any User Defined Fields Home Location Indicates the Field is Assignee Notes already mandatory and Date Closed Date Created Other Contact Owner Location will be populated by default 5 System Configuration Options Worksheets For further information on configuring your System Options see the TRIM On Line Help e Administrator Guide Context Administration Functions System Options Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold General Tab When placing a record in a 1 Ignore Mandatory closed container 2 Display Warning 3 Prevent Minimum number of 1 8 Mandatory Thesaurus Terms required when Titling Records When Checking Dates against Record Date Created Ignore Chronological Discrepancies Yes No Yes No When Editing Notes and Record Titles Insist that Spelling is Checked with the Spelling Checker Yes No Yes No When Creating a Record from an E mail Message Convert all Recipients to Contacts for the Record Yes No Yes No PM 004 Project Business Plan 21 Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold When creating a new Record with an attached document Suppress Automatic
8. Donohue TRIM Administrator Neil MacKinnon Helpdesk Coordinator Working Group Service Tasmania Unit Staff Closure amp Outcome Closure e Conversions from G drive to TRIM Context completed and All staff at Service Tasmania Unit using TRIM Context for electronic records management Outcome Electronic records management by Service Tasmania Units staff using TRIM Context e Identification of opportunities for electronic records management elsewhere within the department and e Djskjdsdhsfsdjfdkjsdf 3 Record Type Configuration Worksheets Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold General Tab Record Type Name User specified Mandatory Behaviour 1 Document 2 Folder 3 Series 4 Box 5 Folder Paper Only Container Level 0 9 Mandatory Titling Method 1 Free Text Mandatory 2 Classification 3 Thesaurus Term ISO 4 Thesaurus Term Descriptor 5 Client Allow Blank Free Text Title For Titling Methods other Yes No Yes No than Free Text If Yes to the previous question Hide Free Text Title On Data Entry Form Yes No Yes No Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice Behaviour for Duplicate Titles 1 Ignore 2 Display Warning 3 Prevent Mandatory Start Classification From your TRIM Classification Plan
9. Profiling Yes No Yes No of the record from the document profile Capturing Native Mail 1 Do Not Capture Native Renditions Mail Renditions 2 Simplest Linked Format 3 Advanced Long Term Format When Creating a new Record Suppress Automatic Profiling with an attached Document of the Record from the document profile Yes No Yes No When changing disposition Display a warning if the or removing Records Record is related to other Records Yes No Yes No Security Tab When searching do not retrieve Records that have a Yes No Yes No higher Security Profile than the Current User Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold When changing a Record s 1 Ignore Mandatory Note Already covered this question in Assignee Home Location or 2 Display Warning Section 3 Security earlier in the Owner Location to a less 3 Prevent Workbook secure Location Use Shredder Delete for Yes No Yes No electronic documents Filter Classifications that a Yes No Yes No user has no access to Implement US DoD 5015 2 Activate the Classified Classified Security Security functionality specific Procedures to the United States Department of Defence Digital Signature Hashing 1 Secure Hash Algorithm Mandatory Algorithm 2 Message Digest 5 Locations Tab Default setting for Record 1 Current Login Mandatory Assignee unless othe
10. any of their members Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Can Delete 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Notes Tab Notes Anything you like to provide supplementary information about this Record Type Active Tab Active From User specified date Active To User specified date 4 Record Entry Form Configuration Worksheet Form Name Required Fields List all required fields in the table below in the order you want them to appear Remember the Record Entry Form is only for the creation of new records At the bottom of this page is a list of fields that can be placed on the Record Entry Form Some of these fields may be unavailable because of your licensing or because you have disabled a task Record Title will automatically appear on the Record Entry Form The Record Number is assigned when saving a record and therefore is not an available field Field Name Mandatory Read Only 4 1 1 1 O O 4 1 1 2 O O 4 1 1 3 O O 4 1 1 4 O O 4 1 1 5 O O 4 1 1 6 O O O O O O O O O O O O O O List of Available Fields Access Control Date Due Priority Accession Number Date Finalised Record Class Addressee Date Published Representative Author Date Registered Retention Schedule Record
11. ate indexes for pending event searches Yes No No Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice Logging of events for audit and billing purposes Log events to the TRIM Audit Log Yes No If Yes you will also be prompted to select which events out of approx 40 should be included in the log Yes No Log events to the TRIM Billing Log Yes No If Yes you will also be prompted to select which events out of approx 40 should be included in the log Yes No Permissions Tab Note The Permissions function allows you to define the default permissions for the various User Types allowed in TRIM Context Too numerous to list here See Error Reference source not found on Page Error Bookmark not defined Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold JITC Activates the specialized JITC Joint Interoperability Test Command set of permissions developed for the United States Yes No Yes No Department of Defence Selecting this option will modify the User Type permissions to comply with JITC requirements Currency Tab Currency Symbol User specified Mandatory Positive Currency Format 1 1 1 Mandatory 2 1 1 3 1 1 4 1 1 Configuration Setting Parameter
12. aveat s from your Caveats table Access Controls View Document 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members View Metadata 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Update Document 1 Everyone Mandatory na Private 3 Custom Restricted to the following Locations and any of their members Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Update Record Metadata 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Modify Record Access 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Destroy Record 1 Everyone Mandatory 2 Private 3 Custom Restricted to the following Locations and any of their members Workflow Action Tab Initiate Action From your Procedures table OR Days Until Due User specified number of days Update the Record s due date whenever an action step or Yes No Yes No Workflow Activity becomes due Initiate Workflow from Workflow Template From your Workflow Templates Numbering Tab Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Numbering Method 1 Using another Record
13. cords management 1 9 Project Activities and Milestones Id Description Who Scheduled Scheduled Predecessor Start Finish Outlook Exchange ISB Installed on desktop Outlook Exchange ISB Training completed TRIM Context ISB Installed on desktops Scanner hardware and ISB software installed Classification scheme JD Thesaurus imported to TRIM Disposal Schedules JD imported to TRIM TRIM Training JD G Drive conversion JD Personal Drive JD conversion if required 1 10 Budget A consultant fee of 5000k is required for technical and procedural 1 11 knowledge of TRIM Context No other expenditure is anticipated as the project is being undertaken internally and hardware and software relating to this project has already been purchased Resources TRIM Training Officer TRIM Administrator Identify learning outcomes Develop procedures Schedule training Deliver training Deliver one on one training as required and Support implementation conversion of TRIM by being available to field questions Technical Support ISB Provide production support for the TRIM system including technical maintenance and support for other hardware and software 2 Project Management Plan 2 1 2 2 Governance Project Owner Glenn Hill Manager of Service Tasmania Unit Glenn Hill Project Manager Lisa Baker Manager Records Project Team Jeanette
14. i a Tasmania Pilot Service Tasmania Unit TRIM Context Project Business Plan RECORDS DEPARTMENT OF PREMIER AND CABINET Draft Version March 2005 DOCUMENT ACCEPTANCE and RELEASE NOTICE This is Version 0 A of the Service Tasmania Unit TRIM Context Pilot Project Business Plan The Project Business Plan is a managed document For identification of amendments each page contains a release number and a page number Changes will only be issued as a complete replacement document Recipients should remove superseded versions from circulation This document is authorised for release once all signatures have been obtained PREPARED DATE ___ _ for acceptance Lisa Baker Manager Records ACCEPTED DATE _ _ for release Glenn Hill Manager Service Tasmania Unit This document has been derived from a template prepared by the Department of Premier and Cabinet Tasmania The structure is based on a number of methodologies as described in the Tasmanian Government Project Management Guidelines For further details refer to http www projectmanagement tas gov au 1 Pilot Project 1 1 1 2 1 3 1 4 1 5 Introduction Service Tasmania Unit has been selected as the first pilot to test the management of emails and other electronic records using the department s records management software TRIM The Unit has well organised information and uncomplicated work processes This will assist wi
15. rd Number 3 Use Part Number If Options 1 or 2 Selected go to next section Electronic Tab If Use Part Number selected Part Separator 0 OO Ge Sv Caster eg DOH IN Mandatory Compress Part Number Yes No Yes No Go to next section Electronic Tab If Option 4 Selected Based on Classification Prefix Pattern User specified Prefix Last Number User specified amp or from Number pattern Suffix Pattern User specified Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Suffix Last Number User specified amp or from Number pattern Generated Number from Yes No Yes No Plan Reset Generated Numbers at Yes No Yes No Year s End Confirm Each generated Yes No Yes No Number Part Numbering 1 Record Type does not allow New Parts to be Created 2 Use the Next Generated Record Number 3 Use Part Number If Options 1 or 2 Selected go to next section Electronic Tab If Use Part Number selected Part Separator 1 Mandatory 2 3 4 De S 6 V 7 P 8 9 N Compress Part Number Yes No Yes No Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Electronic Tab Allow electronic objects to be 1 No Electronic Object Mandatory
16. rwise 2 Default Position of specified Current Login 3 Default Organization of Current Login Default setting for Record 1 Assignee Mandatory Owner Location unless otherwise specified 2 Default Organization of Assignee Location Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Use Owner Location from the Container Yes No Yes No Default setting for Record 1 Assignee Mandatory Home Location unless 2 Default Organization of otherwise specified Assignee Location Display and Reporting Display the Last Name first Format for Names of People Yes No Yes No Display Initials rather than First Names Yes No Yes No Display any Suffix eg PHD Yes No Yes No Display any Title eg Mr Yes No Yes No When Validating a Location Use strict validation for in a data entry field Record Contacts Yes No Yes No Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Use strict validation for any other uses of Locations Yes No Yes No Workflow Tab Start of Working Day User specified time Mandatory End of Working Day User specified time Mandatory Calendar User specified days Automatic rescheduling of Reschedule if an Action is due dates for subsequent completed Early Yes No Actions Yes No Reschedule if an Action is comple
17. ted Late Yes No Yes No Allow Relaxed Date checking Yes No Yes No for Procedures Configuration Options Restrictions Mandatory Your Choice Setting Parameter Default shown in Bold Barcodes Tab When printing barcodes for 1 Print TRIM Barcode Mandatory Records 2 Print TRIM Barcode Clear Any Foreign Barcode 3 Print Foreign Barcode if it exists When printing other types of 1 Print TRIM Barcode Mandatory Barcodes 2 Print TRIM Barcode Clear Any Foreign Barcode 3 Print Foreign Barcode if it exists Web Server Tab When using ContextWeb to User specified URL connect to this database via the Internet use the following URL Use the WebDrawer URL Yes No Yes No format Events Tab Send E mail Notification of Security Breaches To Selected location from your Locations table Configuration Setting Parameter Options Restrictions Default shown in Bold Mandatory Your Choice Send E mail notification when Document Stores approach capacity limits Selected location from your Locations table E mail notification for Activity Action Assignees Activity Action is first assigned Yes No No Activity Action is ready to commence or has been reassigned Yes No No Activity Action becomes overdue Yes No No Processing of changes to Disposition Event Schedules Cre
18. th any technical issues before dealing with areas which have complicated workflow The Unit may also have business related emails stored on the G drive Background This project has been initiated as Service Tasmania Unit have no records management software in operation and the hardcopy records are incomplete as much of the information is kept electronically on the Units G drive Purpose The purpose of the project is to provide a process to ensure that the knowledge acquired by the Service Tasmania Unit is captured as Corporate Information in an efficient and effective manner It will assist the Unit in managing version control and workflow relating to circulating documents and managing obligations to respond to corporate information Objectives Improve efficiency of record retrieval Enable better quality advice through improved access to information e Enable shareable and reusable information and e Decrease storage costs through disposal procedures Scope This pilot will involve gt the migration of electronic records currently stored on the Units G drive the migration of business electronic records stored on personal drives the classification and registration of emails the classification of new electronic documents and scanning of new hardcopy documents including the classification and registration All the classification and registration will be done using TRIM Context VVVV 1 6 1 7 1 8
19. to list here You can select Search Methods to be blocked hence preventing users from conducting those searches 6 Appendices Records Management Framework Management of Electronic Records Guideline Corporate Information Management Guidelines e TRIM Context Power User Manual and e TRIM Context Desktop User Manual Lisa Baker November 2004
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