HP TRIM 7.2 has been officially released by HP.

FYB have implemented this release ‘in house’ and have begun testing the new version, this will enable FYB to extensively test HP TRIM 7.2.

TRIM 7.2 has new features and enhancements to existing features in HP TRIM, including changes to the Document Content Indexes which now uses IDOL.

Significant improvements have also been made to Document Storage, Management Reporting and Event Processing Scalability.

The current SharePoint Integration and Web Client features have also been enhanced and many bugs seen in previous releases have been resolved.

HP have also announced that HP TRIM 7.2 will no longer support Windows XP and Office 2003, so this needs to be considered for any future deployments.

Please note that HP have also released a new patch for HP TRIM 7.1.1.  This patch still supports Windows XP SP3 and Office 2003 environments, it includes many of the same bug fixes included with TRIM 7.2 but it does not include any of the new features available in TRIM 7.2.

Contact FYB if you would like any further information about HP TRIM 7.2.

The third annual National SharePoint Survey has shown that a large number of Australian organisations are either interested in or are actively pursuing deployment of Microsoft SharePoint software.

The survey showed that upwards of 80% of organisations deploy SharePoint to facilitate greater collaboration amongst their staff.

Integration with HP TRIM makes SharePoint a fantastic platform, providing a user friendly and familiar front end, while allowing TRIM to take care of records compliance and retention in the background.

The combination of easy collaboration and bulletproof records management capabilities make TRIM SharePoint integration a powerful tool for organisations.

Contact FYB if you would like further information or a demonstration of the TRIM SharePoint integration.

There will be major changes to the management of data relating to the workers compensation scheme in Tasmania when WorkCover Tasmania implements a new Information Management system from 1 July 2012.  The new system will replace the existing workers compensation management system and will better facilitate the collection of information from insurers through the use of the National Insurers Data Specification (NIDS) which has just been released for final consultation.

NIDS has resulted from collaboration between the WorkCover authorities of Tasmania, Western Australia, Northern Territory and ACT and the Insurance Council of Australia (ICA) and incorporates data requirements reflecting the monitoring and regulatory obligations of WorkCover Tasmania under the workers compensation scheme.

Click here for further information.

As the Member Support Services of FYB continues to expand a newly created position for a Manager of this department has been created.  Click here for more details about this Manager Members Support Services position.

On 19 August 2011 the State Records Authority of New South Wales approved Functional Retention and Disposal Authority FA309.  This authority covers records documenting the function of substitute decision-making for people under guardianship from 1989 onwards.

The Authority, issued to the Office of the Public Guardian, provides classes based on the business functions of the Public Guardian to be used to assist in the identification and sentencing of records specifically relating to client management, policies and procedures, community education, enquiries and guardian support.

The Authority will remain in place until reviewed in 2016.

Click here to view FA309 and for further information on how we can assist you with the development of your Retention and Disposal Authority contact FYB.

The Victorian Public Records Office (PROV) has released an updated standard for the capture of an organisations records.

It is important to comply with this standard when developing any organisational procedures relating to the capture of business records so that records meet the requirements of:

• Authenticity –  Are the records what they claim to be?
• Reliability –  Does the process ensure that all necessary records are kept?
• Usability –  Does the process leave the records in a format that will be usable now and into the future?
• Integrity –  Does the process ensure that records are maintained in a form where they are protected from unauthorised access or alteration?

Accompanying the standard is the specification document which outlines the requirements necessary to comply with the principles set out in the standard.

Click here to view the PROV standard.

Click here to view the specification documents.

The HP TRIM 7 Web Client is a zero footprint product using a browser interface designed to allow users to access HP TRIM via the Web. As it is uses your common variety browser there is no additional software to install on your computer.

The look and feel of the Web Client is similar to that of the TRIM Context Client.

Users can easily access any of their Favourite Records, Locations, Saved Searches, Recent Documents, Records Due Tray and other functions that are available on the TRIM Context Client through their Web Client.

The Web Client makes it very handy for staff wishing to access information while offsite or on a computer that doesn’t have the full client installed (such as a Home PC or MAC Users). By opening your internet browser you can quickly connect back into your organisations HP TRIM Database and search for your records.

Although there is a manual check in and out process for the Web Client it will still allow users to edit documents and check them back in as a new revision. The document is manually checked out to the user PC and checked back in once the editing has been finished.

If you think the HP TRIM 7 Web Client may work for your organisation or would like further information or a demonstration, then please do not hesitate to contact FYB.

The Tasmanian Archive and Heritage Office (TAHO) have recently released Recordkeeping Advice 21: Digitisation of Records.

In the document TAHO endorses ISO Technical Report 13028:2010  which outlines guidelines for creating and maintaining records in digital format, and establishes best practice to ensure that digitised records are trustworthy and reliable.  The Recordkeeping Advice also endorses Archives New Zealand’s Digitisation Standard Appendix 5: Recommended Technical Specifications for specific guidance on technical specifications for digitisation.

TAHO promotes the use of these standards for use in all Tasmanian and local government agencies considering the digitisation of their records.  Compliance with these standards will help ensure that organisations create records that meet the requirements of the Archives Act 1983.

Recordkeeping Advice 21 can be found on the TAHO website, click here to view the list.

FYB have considerable experience with the creation of digitisation plans for government and non-government organisations. Contact FYB for further information.

Did you know that when you are transferring your records offisite, that they must be stored with either an Approved Public Record Office Storage Supplier (APROSS) or Place of Deposit (POD)?

An APROSS is a commercial storage facility which can be used for the storage of unsentenced records and sentenced temporary records, but not permanent records.  Records which are stored at an APROSS are considered to still be under the custody and control of the agency.  PROV has inspected various commercial storage facilities and assessed them as meeting their conditions for storage of public records.  A list of certified APROSS facilities is available from the PROV website, click here to see the list. 

Place of Deposit repositories are also certified by PROV to store public records.  However PODs may store permanent records, and once records are transferred to a POD, they are deemed to be under the custody and control of PROV rather than the agency.

If you have any questions regarding transferring your records offsite, please contact FYB for assistance.