What kind of systems does the University have?

There are many different types of formal university systems that manage records. A number of the key university systems are listed below.

The university also has a number of informal systems that contain records.

System Name	What kinds of university records do they manage?
Course information and enrolment systems	Records about courses, units and enrolment in order to facilitate both the publication of this information (including the student handbook) and course approval process. The student handbook is a permanent university record.
Financial resources information system (SAP)	University's master set of financial records.
Human resources information system (SAP)	University's master set of human resource records, including staff member's name, address, staff id number, pay details, start date (and where applicable, end date) at the university. Additional human resource records are kept on the HR files, which are currently managed in paper form by Human Resources, who have the files registered in TRIM. Information kept in SAP is of permanent value. HR files have long term retention periods (if a summary record exists for the staff member in SAP, the files are kept 50 years after the staff member has left the university) and in some cases, where there is no summary information, the HR file is kept permanently. For more information about the retention period of HR files, please see the Retention and Dispsoal Authority
Student information system (Callista) / WES	Callista is the master student record. Information kept in Callista is permanent. Callista records key information about the student, including name, student id, address, results, graduation and enrolment information. However, the university is also required to maintain a student file for each student in TRIM. The student record in TRIM contains additional information about the student. The student file is a short term record. For details about the retention periods of student files see the Retention and Disposal Authority. WES is the frontend used by students through the Monash Portal, to access information from their Callista record. Please note that students are limited in terms of what they can modify via WES
Timetabling systems (Allocate+, Syllabus+ and MUTTS)	These recordkeeping systems contain short term value records as they document the ad hoc creation and scheduling of academic and non-academic room bookings and the ability for students to allocate themselves to class related bookings and the web publishing of all required room bookings.
Web facilities and services (includes CMS)	University web pages contain records. Some university web pages are maintained in the Content Management System (CMS), which provides version control. Web pages held in the CMS are more records compliant than those that sit outside of it.
Google Mail (and other email systems)	As noted on the Monash email (staff) ITS website, there are a number of different email systems in use across the university. The three most common are Gmail, Microsoft Outlook and Thunderbird None of these email systems are considered 'recordkeeping systems'. An email system allows you to send and receive email as well as sort it and provide some short term storage options for it. Storing short or long term value emails permanently in an email system is not a records solution, as the email is not available to others, it is not subject to the same vigourous security measures over time, as it would be if stored in a recordkeeping system, and there are no classification rules in the email system to help organise or access the emails consistently over time.
TRIM	The university currently uses TRIM Context to manage university records in both hardcopy and electronic formats. TRIM currently services a wide range of administrative units across the organisation, including (but not limited to): University Solicitor's Office (legal files, correspondence files), Research Office (correspondence files), Faculty of Education (correspondence), Occupational Health and Safety (correspondence files), Facilities and Services (correspondence and project files), Human Resources (staff files), Student Administration (student files - with access at faculty level across all faculties, university wide).