Records Management Office
Enterprise Information Management, eSolutions / RECORDS MANAGER (TRIM)
ACCESS FORM
MONASH HR (STAFF FILES)
/ If you require assistance with completing this form log a job with Service Desk Online
1 – APPLICANTDETAILS
Title: / First Name: / Last Name:
Staff ID:
Division/Faculty: / Monash HR
Department/Business Unit:
Campus:
Email Address:
Phone Number:
Authcate Username:
2 – ACCESS DETAILS
Access Level: /  / BASIC USER (Search and View Records)
 / ADVANCED USER (Create, Search and View Records)
 / FILE CREATOR (Create Staff Files)
Computer Type: /  / MAC  / Other (specify below):
 / PC
Is your computer registered on the Monash network?
(i.e. within the Monash domain) /  / YES / Records Manager (TRIM) can be installed on your computer
 / NO / Contact the Service Desk for advice
Why is access required?
3 – THINGS YOU SHOULD KNOW
  • All users must complete a Records Manager (TRIM) Training course before access can be provided. See the Staff Development Unit website for training course/registration details at:

  • Records Manager (TRIM) is a corporate business system that can only be accessed by Monash University staff members.

  • Staff members are only permitted to access information in Records Manager (TRIM) for authorised purposes.

  • Any records accessed from Records Manager (TRIM) must be treated and managed as private and confidential.

  • Staff members must comply with the following policies and procedures:

Conduct and Compliance Procedure – Privacy

Information Technology Use Policy – Staff & Other Authorised Users

Recordkeeping: Retention and Disposal of University Records Policy

4 – TRIM USER ACCESS AGREEMENT (APPLICANT TO COMPLETE BEFORE SUBMISSION)
I will not provide Records Manager (TRIM) access to unauthorised users using my authcate account details.
I have read and understood the Monash University policies and procedures outlined above (refer to Section 3).
Applicant’s Signature:
(MANUAL SIGNATURE REQUIRED) / Date:
5 – MANAGER AUTHORISATION (APPLICANT’S MANAGER TO COMPLETE BEFORE SUBMISSION)
Authorisation for access to Monash HRemployee records must be granted by the local Business Unit Manager.
MANAGER DETAILS:
Title: / First Name: / Last Name:
Position Title:
Department/Business Unit:
Manager’s Signature:
(MANUAL SIGNATURE REQUIRED) / Date:
6 – BUSINESS OWNER AUTHORISATION (APPLICANT TO SEEK APPROVAL BEFORE SUBMISSION)
Authorisation for access to Monash HR employee records must also be granted by the Business Owner (or nominee).
IAN KIDDELL (or nominee) Signature:
(MANUAL SIGNATURE REQUIRED) / Date:
Print Name:
/ 7 - TRIM USER DECLARATION FORM
Important Note: This form only needs completing once. You do not have to complete separate declarations for SAP Callista and TRIM.
PERSONAL DETAILS – Please print
YOUR SURNAME / YOUR GIVEN NAME
STAFF PERSONNEL NO. / PHONE NUMBER / DEPARTMENT/CENTRE/UNIT
EMAIL ADDRESS / CAMPUS
AUTHCATE USERNAME
DECLARATION:
I / agree to comply with the following conditions:
(please insert name)
/ I will only use Monash University system(s) and reports generated by those system(s) for work activities directly related to my duties at the University;
/ I will not disclose any system password and/ or authorisation access provided to me by Monash University to anyone, either within the University or outside the University;
/ I will promptly notify the University if any system password and/ or authorisation access details are discovered;
/ I will comply with all legal requirements and University policies on matters of privacy and the collection of personal information (refer and Confidentiality of Student Records (refer
Any data that I extract or receive from the Monash University Information Systems or access within a system eg screens, names, personal details, reports, results, will be treated as confidential and managed accordingly.
/ I will comply with all other relevant University policies and procedures in respect of work activities directly related to my duties at the University, as provided by Monash University Agreements and Awards.
I understand that if I breach any of the above requirements, the University may consider this breach an act of serious misconduct and may take appropriate disciplinary* and/ or legal action, for such breach, as provided by Monash University Agreements and Awards.
* Disciplinary action considered will include restriction/ removal of system and/ or authorisation access.
______DATE: / /
(signature)
VERIFIED BY: / ACTIONED BY: / DATE:
Please fill out this form ONLY if you have not used Callista or SAP before.
8 – RETURN COMPLETED FORM
SIGN USER ACCESS AGREEMENT, USER DECLARATION AND SEEK ALL REQUIRED AUTHORISATIONS BEFORE SUBMISSION AND SEND COMPLETED SCANNED (PREFERRED) OR HARDCOPY FORM TO:
Preferred: / Service Desk Online
Internal Mail: / Service Desk (eSolutions – Monash University)
700 Blackburn Road, CLAYTON VIC 3800
/ If you require assistance with completing this form log a job with Service Desk Online

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