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Records & Archives Records Management Archives Resources

 

Student Files

Student files are managed centrally in TRIM. Records and Archives Services (RAS) provides a range of support services for staff managing student files.

Student Files enquiries

Service Desk Online
Telephone: (03) 9905 1777

When logging Student Files jobs, include 'TRIM' in the request summary (title).

Student Files Training and Guides

For information on TRIM access and training go to TRIM Training

Capturing student documents into TRIM

Key information about documents that are registered into TRIM and how they are titled.

Scanning student documents

Scanned documents must be high quality as the hard copy will be destroyed. Therefore, documents must be scanned in accordance with the specifications in the Student Files Digitisation Program

Documents must be scanned and registered by faculties and business units. RAS cannot do this on your behalf. Poorly scanned documents will be returned to be re-scanned.

Boxes of scanned student documents

A1 archive boxes must be used to store scanned student documents.

For purchase details see: A1 archive boxes for hardcopy student documents

Send filled boxes to:

Student Files
Level 1
700 Blackburn Road
Clayton Campus

Bulk Mail Uploads

RAS will process bulk mail uploads that are greater than 20 records. Uploads of less than 20 records need to be processed by clients.

Templates

Bulk upload templates need to include the email template, the date it was sent and who sent it.

Mail merge bulk uploads need to include the MS Word template and data source (normally .xls or .csv)

RAS can only accommodate one (1) request per Remedy job. Do not send multiple templates or data sources on the same job.

The word 'TRIM' needs to be in the request summary (title) of the Remedy job, or if urgent, request on submission.

Student document errors

Student documents incorrectly uploaded can be moved onto central file CF14/1803. This allows the correct document to be placed on the student file.

Incorrect student file allocation

Documents correctly registered but on the wrong student file can be changed using the Properties section in TRIM.