Electronic Document Management (EDM) - Student Records

This Green Fund project is designed to fully extend TRIM EDM for student records within ECMS in 2013. The funding will provide a dedicated pool of 20 TRIM licences. This project will replace future hardcopy student records (in addition to uncontrolled electronic records) with a single consolidated student record for each ECMS student in TRIM.

Faculty/School/Unit: Services & Resources, University Libraries, UniARC

Project Goals & Objectives

• Alleviate the requirement for hardcopy ECMS student records (approximately 25-30 pages per student), saving both paper and file covers
• Establish credible paper saving metrics associated with TRIM EDM implementations as a benchmark for future activities
• Provide instant, simultaneous access to authoritative electronic student records across schools and administration areas
• Free up physical storage space in prime North Terrace office spaces (ranging from a standard four-drawer filing cabinet to an entire room)
• Support the further implementation of the 2009 mandate requiring all schools to use TRIM for student records
• Improve student support and administration processes as a result of more timely access to records
• Remove requirement for repetitive physical filing saving staff time
  Improve University’s compliance under State Records Act 1997

Green Project Fund: $10,000
Payback Period: 6 years

The project will be a pivotal test case in relation to the effectiveness of TRIM to support University paper reduction by ensuring the capture of pre-implementation metrics regarding paper usage to compare post-implementation. This data comparison is essential to better understand the impact of EDRMS (Electronic Document & Records Management Systems) implementations in relation to paper usage.

This project will also leverage off the current TRIM v7.1 upgrade in October 2012 which includes a web interface – an essential feature for potential ECMS TRIM users outside the University’s SOE. This project would also result in immediate environmental benefits from reduced paper and toner cartridge wastage. Tangible financial benefits would also be realised through decreased costs associated with paper waste disposal and printing.

Lead Project Representative: Kylie Percival

Office of Sustainability Contact: Phillipa Schliebs