RECORDS MANAGER (TRIM) Records Management Office Enterprise Information Management, eSolutions ACCESS FORM MONASH HR (STAFF FILES) If you require assistance with completing this form log a job with Service Desk Online

1 – APPLICANT DETAILS

Title: First Name: Last Name:

Staff ID:

Division/Faculty: Monash HR

Department/Business Unit:

Campus:

Email Address:

Phone Number:

Authcate Username:

2 – ACCESS DETAILS

 BASIC USER (Search and View Records)

Access Level:  ADVANCED USER (Create, Search and View Records)

 FILE CREATOR (Create Staff Files) MAC  Other (specify below): Computer Type:   PC Records Manager (TRIM) can be installed on YES Is your computer registered on  your computer the Monash network? (i.e. within the Monash domain)  NO Contact the Service Desk for advice

Why is access required?

3 – THINGS YOU SHOULD KNOW

Page 1 of 3 Version 4.0  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: http://www.adm.monash.edu.au/staff-development/course-catalogue/working-at-monash/index.html

 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 http://privacy.monash.edu.au/procedure/

Information Technology Use Policy – Staff & Other Authorised Users http://policy.monash.edu.au/policy-bank/management/its/ Recordkeeping: Retention and Disposal of University Records Policy http://policy.monash.edu.au/policy-bank/management/governance/

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: Date: (MANUAL SIGNATURE REQUIRED)

5 – MANAGER AUTHORISATION (APPLICANT’S MANAGER TO COMPLETE BEFORE SUBMISSION)

Authorisation for access to Monash HR employee 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: Date: (MANUAL SIGNATURE REQUIRED)

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: Date: (MANUAL SIGNATURE REQUIRED)

Print Name:

Page 2 of 3 Version 4.0 7 - TRIM USER DECLARATION FORM

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

Service Desk (eSolutions – Monash University) Internal Mail: 700 Blackburn Road, CLAYTON VIC 3800

If you require assistance with completing this form log a job with Service Desk Online

Page 3 of 3 Version 4.0