Student Files Management

Records and Archives Services Branch

Student Files

December 2013

14 July 2011 2

Background

In July 2012:

•Malaysia student records started managing electronic records.

Since 1 January 2009:

•All student files and student documents created on Monash campuses within Australia have been managed as electronic records in HP TRIM.

In January 2008:

•The Records and Archives Branch became responsible for the management of student files in HP TRIM.

In September

2006:

•HP TRIM was implemented in the University.

Any student who commenced at any Australian or Malaysia campus on or after January 2009 or July 2012 respectively will

have an electronic student file only.

Record Types and Security

Record Types

There are over 35 different record types in HP TRIM ranging from Student Records, Staff Records and Administration Records.

As a HP TRIM user you will have access to over 20 of these record types and to any unrestricted information within them.

Security

Security applies to many levels within HP TRIM to ensure that information is accessible only to authorised staff members.

For example: As student records users you will never be able to access Human Resources files and conversely HR staff will never be able to access student information.

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Locating Hardcopy FilesPrior to the introduction of electronic records management systems Student records were all managed as hardcopy files and documents.

Undergraduate and Graduate coursework student files were stored and maintained on the home campus of the student.

Undergraduate student at Caulfield campus would be stored and managed at Caulfield campus.

PhD or Research Degree Students (HDR in HP TRIM) traditionally had their hardcopy student files stored in Student Files on Clayton campus.

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Student File Creations

To ensure that information is available to Student Records Users.

Student information is extracted from Callista and exported to HP TRIM weekly.

Included in the upload is data for students who have a course attempt status of:

ENROLLED; INTERMIT; or INACTIVE;

UNCONFIRMED students are not created in HP TRIM.

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Managing DisposalDisposal

The Student Files section are responsible for the management of Student records including the Disposal of Student Records which must comply with the university’s retention and disposal schedule .

Student files are retained for 7 years following the completion or discontinuation of a course by a student.

If a file has been destroyed it is recorded in HP TRIM.

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Student File Creations

If the Student File you are looking for is not in HP TRIM, email the student information to the Student Files to request a student file creation.

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Enquiries

Student File questions: Student files staff will assist if you have any queries regarding student files and student documents or if you are searching for a hardcopy file – located at any campus.

Phone: Ext 53014

Email: studentfiles.clayton@monash.edu

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Session Overview

Basic Session:

– Loading TRIM;– Settings & TRIM Screens;– Searching;

Advanced Session:

– Registering a Document;– Modifying a Record;– Managing Access Control;

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Logging Into TRIM

Logging into HP TRIM is via your authcate user name and password.

Everything that you do in HP TRIM is captured in an audit log so you should never share your user name and password.

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