Procedures & Guidelines
To assist you in managing the records you create as a staff member of 91ԭƬ, Records and Archives Management Services has developed several Procedures and Guidelines.
More Information on Recordkeeping and CM (TRIM) can also be accessed via
If you require further assistance, please contact RAMS
Email Best Practice
- Subject Field (PDF, 75.47 KB) (opens in a new window)
- What Can I delete? (PDF, 78.54 KB) (opens in a new window)
Organisational Change
- Guideline - Managing Records Pre and Post Restructure (PDF, 73.56 KB) (opens in a new window)
- Guideline - Organisational Change - Moving Offices ( PDF, 132.51 KB) (opens in a new window)
- Guideline - Organisational Change - Staff Ceasing Employment - Requirements for records and information management (PDF, 109.57 KB) (opens in a new window)
Recordkeeping
- Fundamentals (PDF, 1569.31 KB) (opens in a new window)
- Staff Separation Checklist (PDF, 62.2 KB) (opens in a new window)
- Guideline - Recordkeeping Responsibilities - What is a University Record (PDF, 96.16 KB) (opens in a new window)
Records Destruction - Including the use of Locked Bins
- Guideline - Records Destruction - Examinations & Assessments (PDF, 125.34 KB) (opens in a new window)
- Guideline - Preparing Records for Destruction (PDF, 173.46 KB) (opens in a new window)
- Guideline - Recycle Bins and Secure Destruction (PDF, 139.26 KB) (opens in a new window)
Student Records
- Student Records - Email Capture - cc to TRIM (Content Manager) ( PDF, 123.23 KB) (opens in a new window)
- TRIM 9 User Guide - Misconduct Rule - Recordkeeping (PDF, 984.29 KB) (opens in a new window)
- Outlook Rule - TRIM in cc Field (PDF, 218.22 KB) (opens in a new window)
- Quick Guide to TRIM Student Records (PDF, 1280.45 KB) (opens in a new window)
- Student Records - Searching for, and Navigating in, a Student File PDF, 781.51 KB (opens in a new window)
CM (TRIM)
- TRIM 9 - Create New Folder (PDF, 639.17 KB) (opens in new window)
- TRIM 9 - Email a Record from TRIM (PDF, 375.68 KB) (opens in new window)
- TRIM 9 - Fix Error - Connection to HPE Content Manager Dataset Failed (PDF, 163.51 KB) (opens in new window)
- TRIM 9 - Installing Content Manager Add-ins to Outlook - May 2022 (PDF, 230.86 KB) (open in new window)
- TRIM 9 - Fix Error - Guideline to open. EML Messages in TRIM (PDF, 323.97 KB) (opens in new window)
- TRIM 9 - HPE Content Manager - Installations Instructions May 2022 (opens in new window)
- TRIM 9 - HPE Content Manager Troubleshooting (PDF, 663.72 KB) (opens in new window)
- TRIM 9 - HPE Content Manager Web Client user Guide (PDF, 331.37 KB) (opens in new window)
- TRIM 9 - Link Outlook folder to TRIM Folder (PDF, 312.28 KB) (opens in new window)
- TRIM 9 - Quick Search (PDF, 190.45 KB) (opens in new window)
- TRIM 9 - Save an Email (PDF, 219.75 KB) (opens in new window)
- TRIM 9 - Save an MS Office Document to TRIM (Word, Excel, Powerpoint, Project (PDF, 303.17 KB) (opens in new window)
- TRIM 9 - Shared User Labels (PDF, 176.44 KB) (opens in new window)
- TRIM 9 - TRIM 7.3 to TRIM 9.1 (HPE Content Manager) - Whats Different PDF, 668.53 KB (opens in new window)
- Applying Access Controls to Documents (PDF, 679.44 KB) (opens in a new window)
- Course Documentation: Unit Outlines/Learning Guides (PDF, 272.92 KB) (opens in a new window)
- Edit a Document (New Revision) PDF, 124.94 KB (opens in a new window)
- Edit a Document (Replace Revision) PDF, 336.81 KB (opens in a new window)
- Exporting Documents - TRIM (PDF, 961.36 KB) (opens in a new window)
- Global Settings in TRIM PDF, 154.46 KB (opens in a new window)
- Make a Document Final (PDF, 181.89 KB) (opens in a new window)
- Moving a Document to a Different File (PDF, 209.14 KB) (opens in a new window)
- Relate Documents - Alternatively Within (PDF, 598.73 KB) (opens in a new window)
- Relating Files (PDF, 405.43 KB) (opens in a new window)
- Saving a Document - Drag & Drop (PDF, 525.3 KB) (opens in a new window)
- Saving a document - Optional Fields PDF, 167.4 KB (opens in a new window)
- Saving a Document - Right Click - Send to TRIM (PDF, 405.45 KB) (opens in a new window)
- Saving a Network Folder - Drag & Drop (PDF, 650.5 KB) (opens in a new window)
- Saving a Network Folder - Right Click Send to PDF, 1748.83 KB (opens in a new window)
- Saving a Scanned Document (PDF, 161.95 KB) (opens in a new window)
- Scanning Standards (PDF, 189.5 KB) (opens in a new window)
- Searching - Advanced, Quick Find, Saved Searches (PDF, 822.81 KB) (opens in a new window)
- Setting Record Alerts (PDF, 899.2 KB) (opens in a new window)
- Showing TRIM Record Number in Outlook (PDF, 199.83 KB) (opens in a new window)