TRIM Tip- Preserve Revision

Preserve Revision is a function in TRIM that has traditionally been used to ensure a particular revision is locked into place so it cannot be removed or replaced with another revision. However, as we become more sophisticated in our use of TRIM (and committed to a paperless office) the use of the function can be extended to replace the traditional signature of approval on paper copies of a document. In this instance Preserve Revisions could be used as a method of approval or electronic signature for a document or correspondence that has several people responsible for the drafting, reviewing then approving process. As each person has finished their stage in the process, and is happy with their work, they can Preserve that particular Revision as a way of approving the work done and confirming that it is ready to move to the next stage of […]

TRIM Tip – Related Records and Alternatively Within

There’s frequently confusion on the difference between the record relationship types, with the two most popular being Related Records and Alternatively Within/Contains. Both can be used when the content of one record is derived from or refers to that of another record. They both enable you to locate that additional information with ease. The Related Records feature creates a simple link between such records. It’s easy to navigate to the related record without performing a search, via the Shortcut Menu or the Record Properties. The Alternatively Within/Contains relationship allows you to set an alternative file path for a record. Records are classified appropriately during original registration, and then when Alternatively related will appear as an icon in a second File or Folder. This reduces risk of overlooking vital information when it is important that all the records are referenced in a decision process as all […]

TRIM Tip: The Activity Log

The Activity Log creates a record of TRIM activities the logged in user has performed during their current session of TRIM. When open, the Activity Log appears as an additional pane in the TRIM window. It is easy to revisit an activity by locating it in the Activity Log window and opening it by double clicking. When you close TRIM, your session will be completed and the Activity Log is cleared. To open and activate the Activity Log, from the menu bar select Window – Activity Log. The TRIM Activity Log is displayed by default at the bottom of the TRIM window. If at any time you wish to stop the logging process, right-click in the Activity Log window and select Stop Logging from the menu.  

TRIM Tip: Tracking Movements of Correspondence

Tracking both the internal and external movements of correspondence can be an everyday responsibility for some staff. TRIM has been designed with the convenient function of allowing this information to be managed electronically ensuring a higher quality of document tracking information is being captured. When physically posting or faxing a document a New Communication can be manually added to TRIM to track the movement of the correspondence. The New Communication tool can be used to track when documents were sent, who it was sent by and who it was sent to. It can even capture the reference number of express post parcels or courier deliveries. Manually capturing these types of communication provides an informative and useful audit trail of document interactions. To add a New Communication to an existing record simply search for and highlight the desired record, Right Click to bring up the menu, […]

TRIM Tip: Setting your Favourites

TRIM Context can be set to open your preferred Shortcut Bar function by default. By setting this up, your favourite Shortcut windows will appear on start up. For example: Recent Documents, Offline Records, or even a Search dialog box. To set this up for those using TRIM Context 6R2, Click on Tools – Options… Then select the Startup tab. Once you have located the Startup tab you will notice there are lists of functions with tick boxes. Simply tick the boxes of the windows you would like to appear at Startup. Next time you start TRIM Context, your selected Shortcut windows will appear automatically. Please note, you will need to close TRIM Context and start it up again for these changes to take effect. *To set this up for those using TRIM Context 6.1 you would need to Click on the menu Tools – User […]

Ten Tips for Managing Students

Use Common Language Avoid technical language or language specific to record management. Translate your terminology into language that everyone in the room will understand. Introduce new terms gradually and clearly. Make sure you are consistent with your terms – don’t call a container three different names (container, file folder, efolder, etc.); choose one and stick to it. Phrase your instruction to the style you would use in a group of friends exchanging information. Reading direct instructions is boring for your audience, boring for you and gives the impression that the trainer’s knowledge is restricted to the printed material. Show Appreciation Provide positive feedback continuously to your participants, but make sure you keep it varied. ‘Good, we’re all on the same screen’, ‘Thanks for asking that question’, ‘That was very efficient’, are some examples. Adults will respond positively to their efforts being appreciated and provide more […]

TRIM Tip: Changing Action Durations

The TRIM Forums and our client experiences tell us that many people are struggling with using Duration in Actions to reset the Due Date of an Action. When you open the Duration and reset the Due date it simply doesn’t stick in 6.2.4. You can use Reschedule of course, but this relies on the user knowing the pre-set Duration of the Action, knowing that weekends are not counted and being able to count backwards! It’s a non-intuitive, frustrating way to set a Due date. We’ve found a work around that’s simple. Right Click on the Action and select Duration. Set the Due Date and click OK. Nothing will have changed at this point.   Now Right Click on the Action and select Reschedule. Click OK. This will refresh the Action and now you’ll see the Due Date updated to that you just set.     […]

Using Quick Find

When using the Quick Find function to do a search by date criteria, remember there are simple word searches available such as Date Registered = Today or Date Created = Yesterday. These are not your only options available, there is a far wider selection to choose from to help make searching by date criteria simpler, some examples are: This Week This Month This Year Previous Year To find these additional options and many more simply Click on the Calender button next to the Quick Find Free Text Box, and then Click on the drop down list located at the bottom of the Calender.

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