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CRDS, TRIM, RM8 and other acronyms

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Owen Griffiths

on 19 February 2015

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Transcript of CRDS, TRIM, RM8 and other acronyms

Welcome to
Planet TRIM

Digitising of Personnel Records Project
All hardcopy personnel files being digitised
What's New on Shiny Planet RM8
CRDS, TRIM, RM8 and other acronyms you should know about
Planet CRDS
(sounds like CRuDS)
One of two rival factions that control the planet of gangs, thugs and hustlers.

Our main rival is another gang called the Blips. Savvy enough to send the Blips a crate of guns as a sign of trust - and then rid the streets of our real enemy (giant spiders).


Option 1:
The Crud Gang
Programming lingo for:

Create
Retrieve
Update
Destroy

and sometimes

Search
Option 2:
CRUD
Option 3:
Corporate Records and Digitisation Services
(all of the above)
Business Enablement Team
(All Glory to the Hypno-Toad)

The Business Enablement Team is responsible for the management of recordkeeping systems and advice on other records management options outside of the core EDRMS application

Archive and Appraisal Team
The Archive & Appraisal Team is responsible for the management of the University Archive and the appraisal of legacy records.
Owen Griffiths
Kaidan Alenko-TEST
Michael Banks
Ximena Pinzon-Olive
Digitisation Services
Digitisation Services is responsible for the digitisation of learning materials, preparation of course materials for disability access, assignment handling services and exam scanning.
Records Services
Records Services is responsible for the day-to-day management of the paper and digital records, including advice on retention and management of University corporate records
Faye Whitham
Jessica Bravo
Amy Ford
Jacky Lai
Aaron Van Wyk
Create
Retrieve
Update
Destroy
Search
Gabrielle Ingram
CRDS - Corporate Records and Digitisation Services
Retrieve
Create
Update
Destroy
Search
Alexa Guanzon
James Harryman
Bev Jeppesen
Melissa Koklas
Jenny MacFarlane
Camille Furniss
Barbara Hiller
Peter Brookes
Clare Brotherton
Gareth Burdett


What is TRIM?
A haircut
A lifestyle
A records and information management system
TRIM:
Total
Records
(and)
Information
Management
(but most people don't know this is what it stands for so it's ok if you don't)
Orginally developed by Tower Software, an Australian developer based in Canberra
Close proximity to Parliament gave it some really good regulatory DNA
Used by the US Department of Defence to secure records
Allows for additional security and content rights management
One of the few software tools that is compliant with recordkeeping regulatory requirements
Record changes are audited and users can't delete records
The only tool that allows for the proper application of retention and disposal schedules
TRIM is commonly deployed in the University sector
Particularly popular with State and Commonwealth departments and agencies
There are a number of business units at Griffith that use TRIM
Corporate Records and Digitisation Services
All archived hardcopy records at Griffith are managed in TRIM
All records that are managed by CRDS on behalf of other units are managed in TRIM
15 Users
Griffith Enterprise
Commercialisation agreements
21 Users
Consultancy contracts
Intellectual property
Legal Services Unit
9 Users
Office for Research
Research Grants
Ethics Approvals
8 Users
Finance (PFS)
13 Users
Office of the Vice President (Corporate)
7 Users
VP Correspondence
Internal Audit Unit
Office of the Vice Chancellor
VC Correspondence
5 Users
Student Administration
Student Files
29 Users
Human Resources
Staff Files
46 Users
Development and Alumni Office
Scholarships
7 Users
(Everyone Else)
Academic integrity
39 Users
Dental clinic files
Psychology clinic files
Rehabilitation Files
Workplace Health and Safety
RHD Thesis Examinations
Planning, design and construction
Assorted media
Digitising of Personnel Records Project
All new personnel records captured in digital
TRIM upgrading to RM8
Integration of RM8 and PeopleSoft
Software
All current TRIM users are coming along for the ride
2008 - Tower Software purchased by HP
2008 - 2013 HP TRIM 7 was the love child of Tower and HP
2013 - RM8 is the completely rebuilt version
TRIM
RM8
RM8
Records
Manager
8
(generic names are all the rage)
(the previous TRIM was version 7)
Architecture
TRIM
RM8
Infrastructure
1 Server (Nathan)
3 Servers (Nathan and GC)
No redundancy
Includes redundancy and disaster recovery
Resource intense IDOL on same server as data
IDOL will be on separate high-spec server
TRIM
RM8
Support
Unclear support structure
Tier 1: CRDS
Tier 2: Application Services Team
Tier 3: Miktysh (support vendor)
Tier 4: HP
Tower/HP hybrid
Entirely rebuilt
TRIM
RM8
Interface
Some general users are on desktop version
General users migrating to simplified webclient version
TRIM
RM8
Integration
No integration with SharePoint
Can be integrated with SharePoint
No integration with PeopleSoft
PeopleSoft integration built into upgrade
Some general users are on webclient version
Mac general users must be on webclient version
Records management team on desktop
RM8 designed to be mobile ready (tablets and phone)
Simplified server side support
Simplified deployment packages
Extra Bonus
Inclusion of CRDS in the Service Desk Tool (at some point)
TRIM
RM8
(More realistic interface comparison)
TRIM
RM8
Training
Ad hoc sessions for users
Has really sophisticated search capabilities based on the most obscure details
TRIM tip documents
Training and induction sessions
No training dataset
Ad hoc training for admins
Skills transfer to support team
RM8 community in SharePoint
Training dataset
Extra Bonus
Kaidan Alenko-Test
Does not complain about being a test subject
Works for free
Can move stuff with his mind
Will not shoot other team members
The Future
RM8 Upgrade
Already started
Go live is early April
More Sharing
Better use of SharePoint
More ongoing communication with users
Integration
PeopleSoft
SharePoint
More Digital
Digital natives
Re-formatting
Webclient and browser based delivery
EzeScan
DocuSign
Google
Born digital stay digital
Lifting the burden
Contacts:
Manager, Corporate Information
Gabrielle Ingram
Records Systems Administrator, Business Enablement Team
Owen Griffiths
g.ingram@griffith.edu.au
o.griffiths@griffith.edu.au
Full transcript