Records and Archives Services (RAS)
What is the TRIM Gateway?
TRIM ACCESS FORM
(GATEWAY RECORDS)
*FOR SYSTEMS THAT ACCESS OR CREATE TRIM RECORDS*
The TRIM Gateway is a business service that enables other business system
applications to create files, upload documents and view documents in TRIM
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:
Department/Business Unit:
Campus:
Email Address:
Phone Number:
Authcate Username:
2 – ACCESS DETAILS
Which system is used to access
or create TRIM records?
What type of records are being
accessed or created within the
system above?
Select System:
 RAS (Research Administration Strengthening)
 UniSTAR (University System to Assist Research)
Examples: Costing models, research contracts, student enrolment forms etc
Access Level:
View Documents
Upload Documents
Create Files
3 – THINGS YOU SHOULD KNOW
By accessing or creating TRIM records via another business system, be aware of the following:

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 TRIM for authorised purposes

Any records accessed, extracted or received from TRIM will 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/
Payment Card Industry Data Security Standards (PCI-DSS) Procedures (Aust Only)
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/
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4 – TRIM USER ACCESS AGREEMENT
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
Authorisation for access to TRIM records (identified via the business system selected in Section 2) must be granted by
the Department or Business Unit Manager
MANAGER DETAILS:
Title:
First Name:
Last Name:
Position Title:
Department/Business Unit:
Manager’s Signature:
Date:
(MANUAL SIGNATURE REQUIRED)
6 – RETURN COMPLETED FORM
SEND COMPLETED SCANNED (PREFERRED) OR HARDCOPY FORM TO (AFTER MANAGER AUTHORISATION):
Preferred:
Service Desk Online
Internal Mail:
Service Desk (eSolutions – Monash University)
700 Blackburn Road, CLAYTON VIC 3800
7 – RECORDS AND ARCHIVES SERVICES USE ONLY – NOMINATED AUTHORISATION
Authorisation to access TRIM records (identified via the business system selected in Section 2) must also be granted by
the Business Owner (or nominee) of the records (sent by RAS to Business Owner for signature post applicant vetting)
Nominated Authoriser’s
Signature:
Date:
(MANUAL SIGNATURE REQUIRED)
8 – RECORDS AND ARCHIVES SERVICES USE ONLY – TRIM ACCESS VERIFICATION
YES
Verify access
NO
Create new user
Existing TRIM User?
Basic to Advanced user upgrade:
Verify permissions
Actioned By:
Date:
TRIM Access Verified:
Date:
If you require assistance with completing this form log a job with Service Desk Online
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