FYB has a position available for a Project/Helpdesk Manager. The successful candidate will become the newest member of an exciting and growing team dedicated to providing superior electronic document and records management solutions to our clients.

Our team of highly motivated staff are dedicated to providing our clients with a personal yet professional approach to implementing a solution that meets the client’s needs rather than try to mould the client to a ready-made solution.  FYB recognises that ‘one size does not fit all!’ and we work closely with organisations to ensure a solution that works for them.

Click here for a copy of the Position Description and contact details.

After 10 years of duty, Ambulance Victoria’s Retention and Disposal Authority was due to expire.  Teresa Hodgetts, Records Management Administrator at Ambulance Victoria discusses the process of creating a new Retention and Disposal Authority. 

Click here to read more about the processes undertaken by Ambulance Victoria and FYB to create the PROS 10/08 Ambulance Service Function Retention and Disposal Authority that was published on the PROV website on 31 May 2010.

On the 21st October 2010 in Hamilton Victoria the next FYB Forum on Records, EDRMS & ECMS (FREE) Road Show will be presented.  Following the success of the FYB FREE Road Show in Hobart this year, FYB has set the date and is excitedly finalising guest speakers for the Hamilton FREE Road Show. 

At no cost to you, FYB FREE will present sessions on TRIM 7, Business Classification Schemes, SharePoint and Helpdesks plus exciting guess speakers.

For a review of the Hobart Road Show or to register for the Hamilton FREE just click here.  We will be posting more information about the guest speakers in the near future so keep your eyes on the FYB website. 

If you would like more information about the FREE Road Show please do not hesitate to contact Michelle Dickson on 03 9397 0428.

According to an article published in iQ/The RMAA Quarterly Magazine (Feb 2010) some of the most common frustrations users have with their Electronic Document and Records Management System (EDRMS) is being unable to locate documents and records.  The following reasons were cited as some of the most annoying issues for users.                                           

Lack of meaningful titling

Documents and records are often titled inappropriately which makes it hard for users to find what they are looking for.  The use of abbreviations or acronyms by users when titling corporate information also causes search difficulties.

 An easy solution to this problem is to develop document titling guidelines and promote them throughout the business through training sessions.

Lack of understanding of classification schema

Unfamiliarity with using the classification scheme for searching makes users rely on using metadata fields for searching.  Often the user will obtain their metadata from other sources than the EDRMS.

 By simplifying classification schemes to make them more user friendly and providing users with training these issues will be greatly reduced.

Document searched for not registered in EDRMS

This is a common problem that occurs when other repositories, like network drives, are used to store corporate information for the organisation. 

It is important for a business to identify the use of their EDRMS system as the single repository for all business and corporate data.  Security levels can be implemented to protect corporate records.

Too many search results to browse through

It is perceived by users that that having to plough through more than 15 search results is too difficult.

Training is a way to overcome this issue, teaching users how to search more effectively to find the record they are looking for in your EDRMS.

Basically simple measures can be taken to make using the EDRMS more user-friendly including user training and ‘simple’ classification schemes.  If your users are showing signs of frustration consider contacting FYB to assist you with solutions on how to improve your EDRMS processes in your business.

FYB is excited to inform you of a new product known as the Zapper Tornado BT. 

Used in conjunction with TRIM the ‘Tornado BT’ is a highly accurate and versatile barcode scanner. The benefits over typical scanners include its ability to quickly and accurately read low contrast, damaged, smudged and poorly printed barcode labels which are commonly found in the real world.
The versatility comes from the Tornado’s Bluetooth capabilities. Scans will be automatically transmitted to the SmartStand or Cradle when in Bluetooth range. For those barcodes scanned out of range they will be transmitted once the Tornado BT comes back into range. 

The ergonomics of the Zapper Tornado BT also make it ideal when doing bulk scanning. It’s much easier on the hand!

The Zapper Tornado BT is also competitively priced at $695.00 (ex GST) which makes it a valuable and worthwhile addition to your records toolkit. For our FYB Helpdesk Members don’t forget you will receive a 5% discount on this price.

Please note that FYB can also install the barcode reader to work with TRIM for you and provide you with training.

Click here to read more about the Zapper Tornado BT.

For more information or to place an order contact FYB on (03) 9397 0428.

HP have announced that, as of 31 October 2011, they will no longer support HP TRIM Version 6.1x and all earlier versions.  As of 31 October 2011 HP will cease Telephone support, Security Rule updates and Product upgrades for TRIM 6.1x and earlier versions.

HP will continue to support HP TRIM 6.2x but they are recommending HP TRIM customers plan to upgrade to HP TRIM 7.  Click here if you have any questions regarding the discontinuation of HP Support or you would like more information regarding upgrading your current version of TRIM as FYB will be able to help you.

TRIM 7 has been released with much excitement and enthusiasm from users who previewed the release. 

In fact with TRIM 7, HP has specifically focused on upgrading the records and archiving elements. In this respect, they have created software that enables organisations to transparently manage all of their Microsoft SharePoint records in a single environment, regardless of the source of those records.

This means that HP TRIM 7 can now capture Microsoft SharePoint files and even entire SharePoint workspaces.

If you would like a demonstration of TRIM 7  and the SharePoint integration contact FYB.  We can also arrange for a Health Check of your TRIM environment to ensure that your organisation is ready for TRIM 7.

The reduction of labour intensive processes and ease of accessibility to Student Enrolment Forms drive The Gordon to implement a scanning solution. Mr Jan Askhoj, Records Manager at Gordon Institute of TAFE discusses the improvements made by the implementation of EzeScan.

Click here to read how the scanning solution implemented by FYB at The Gordon has reduced processes and increased accessibility to student documents.

FYB offer a unique and total support program for its clients. Members have access to helpdesk facilities via telephone and website services to assist with TRIM® issues as well as records management enquiries.

FYB spoke to Ombudsman Victoria’s Mr Henry Chung Yan, Manager Information and Technology Systems and Ms Kerry Bain, Manager Records Management, who share their experiences as FYB Helpdesk Members.

Click here to read the Ombudsman Victoria’s Case Study.

The Evidence Act 2008 came into effect on 1 January 2010. The act changes the law of evidence in Victoria and abolishes the “original as best evidence” rule, effectively giving equal weighting to paper documents and electronic documents in the courtroom.

This is great news for all organisations which are currently, or are looking to commence, digitising their records and wishing to destroy the paper originals. Storing documents electronically in a well-set up EDRMS, such as TRIM, has many benefits for an organisation, including providing easy access to documents as well as savings to the business in terms of both storage costs and space along with the time spent searching for documents.

The Public Record Office of Victoria (PROV) has issued a new general retention and disposal authority (RDA) – PROS 10/01 – General Retention and Disposal Authority for Converted Source Records. This RDA gives authority for source records to be disposed of after conversion.  However, there are also a number of conditions which need to be fulfilled before these converted records can be disposed of. 

FYB can assist your organisation with understanding the requirements of the Evidence Act 2008.  FYB can also assist with the preparation of your Digitisation Plan and the setting up a compliant scanning project. Contact Chris Alday at FYB on 9397 0428 for further information.