TRIM Cheat Sheet 33: Manual cataloguing of email into TRIM using Outlook INT09/2302

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TRIM Cheat Sheet 33

Subject Manual cataloguing of email into TRIM using Outlook

TRIM Reference INT09/2302

Commencement Date 29 April 2009

Last Modified 1 October 2012

Review Date 1 October 2014

Emails are to be treated the same as any other form of business record. Emails with business content must be captured into TRIM in a timely manner so others may share the information, where appropriate. (Refer to Managing Email as Records brochure or Email Checklist)

Incoming Email

1. Either open or highlight the email to be captured.

2. Select the appropriate method you wish to use to capture the email by selecting one of the following icons from the tool bar. In Outlook 2010 this found in the Add-Ins Tab.

Catalogue – this means both the email and the attachments have some relevance in being captured and will be captured into TRIM.

Catalogue Attachments only - this means that the email itself may have no informational value of a corporate nature: only the attachment will be captured into TRIM.

Send Attachments to Offline Records – this means you can place the attachments into your Offline Records. This option is not a preferred option.

3. Select the Appropriate Record Type

4. Complete the Entry Form.

TRIM Cheat Sheet 33: Manual cataloguing of email into TRIM using Outlook INT09/2302

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Outgoing Email – Catalogue on Send

This method allows you to identify that the email is required to be placed into HP TRIM once it has been sent. Useful for those of us who forget to go back and do it later.

1. Select New Mail Message.

2. Prior to sending the email select the Catalogue on Send option / , for Outlook 2010 this is located in the HP TRIM tab.

3. Select the appropriate record type and container (folder) for the email and other options as required. Once form is completed select OK.

4. Complete the email and once you have sent the email the TRIM Entry form will be presented for completion.

Refer to the TRIM Help file for further clarification.

Note: Emails that have this Icon next to them mean that they have been archived. You will need to restore the email first otherwise you do not get the full email content, only the header information.

Note: When an email and its attachments are placed into TRIM, the word TRIM is added to the email title in Outlook (e.g. TRIM: Re: Advice: Human Movement files and archiving). This does not occur if you capture the attachment only.

Note: It is not a requirement to “print and file” the hardcopy for emails captured in TRIM

Refer to TCS34 INT09/2308 - Outlook Integration with TRIM Set up.

Refer to TCS35 INT09/2348 – Attaching records from TRIM to an email message using Outlook.