- Create HP TRIM sub-folder hierarchies automatically
- Save time and provide standards in you information architecture
- Standardise repetitive structures for projects and programs, or recurring meeting folders
- Automatically standardise your metadata, such as text, project codes, classifications, security and thesaurus.
Did you know?
Government organisations can purchase Diem and HP TRIM via an Australian Consumer and Competition Commission contract with a piggyback clause. Contact iCognition for more information.
- Overview
- Functionality
- Technical
- Case studies
- Resources
Diem Solutions brochure
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Need more information? We can provide business cases and white papers to assist you.
Overview
Diem Folder Creator automatically creates a fixed set of sub-folders (HP TRIM containers) under a specified HP TRIM Record Type. You can set it up in a number of ways to allow users ease and consistency in creating your own defined information folder/container hierarchy within HP TRIM. For example, you can create project, program or activity sub-folders automatically on the creation of a higher level folder, or you can manually find specified folders in HP TRIM and automatically create the sub-folders under that record. You can also restrict when the Folder Creator triggers so that it only occurs on certain types of folders.
Functionality
Diem Folder Creator is configured and attached to particular HP TRIM Record Types, which can be triggered:
- Automatically upon the creation of that particular Record Type to create the sub-folder hierarchy automatically
- Manually by identifying a specific record and triggering the creation of the sub-folders
- In a controlled way so that the sub-folder hierarchy is only created for particular classifications, dates or for recurring dates (e.g. for board meetings).
Technical
The Folder Creator is a HP TRIM Record Addin tool written using .Net technologies. The tool should be installed on client machines for users who need to create sub-folders. The configuration is defined using XML.
Case studies
Diem Folder Creator has been implemented in the following agencies:
- NSW Department of Corrective Services: use Diem Folder Creator to automatically create project folders, including meeting and communications sub-folders. Monthly date-based sub-folders are created for regular project meetings so that users automatically have the correct structure for them to use
- Royal Australian Mint: use Diem Folder Creator to create organisationally based ‘megafolders’ which have specified sub-folders.
Functionality
Diem Solutions brochure
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Need more information? We can provide business cases and white papers to assist you.
Diem Folder Creator is configured and attached to particular HP TRIM record types which can be triggered automatically upon the creation of that record type, or manually:
- Create a hierarchy automatically. When creating a new record of the identified Record Type, Diem Folder Creator will create the configured sub folders in HP TRIM automatically. For example, if Diem FolderCreator is configured to be attached to a “Folder” record type, then whenever a new “Folder” record type is created, Diem Folder Creator will automatically create sub-folders as per the defined configuration . This is great for projects, programs or specific actitives; projects could have sub-folders automatically created for communications, emails, meetings, budgets, project office activities, or development activities.
- Identify specific records to create the sub-folders. Diem Folder Creator can also be used manually to allow users to search for existing (e.g.) “Folder” records in HP TRIM and create the defined sub folders under it.
- Only create the sub-folders if the new record is within a defined classification list. Diem Folder Creator can also be configured to work with classifications so that the sub-folders will only be created when the new record has particular classification terms assigned to it. For example, only create the sub-folders if a project is classified as an INFORMATION TECHNOLOGY project. In this way, you can get quite specific about the focus of the sub-folder creations.
Diem Folder Creator can be centrally controlled or delegated to staff. Currently Diem Folder Creator is restricted to one level of sub-folders, but this can modified is required.
Technical
Diem Solutions brochure
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Need more information? We can provide business cases and white papers to assist you.
Technical requirements
Generally, the HP TRIM manager will identify the required HP TRIM Record Types and details of the sub folders required including; titling, classifications, security, etc. iCognition will update the configuration in Diem Folder Creator which is held in an XML template, and include it in the install package. However, the client can make their own changes to the template, as required.
Once installed, the new sub-folders will automatically be created in HP TRIM whenever the identified Record Type is used. Configuration can occur prior or after install.
Case studies
Diem Solutions brochure
(Opens in new window)
Need more information? We can provide business cases and white papers to assist you.
Diem Folder Creator has been implemented in the following agencies:
- NSW Department of Corrective Services: use Diem Folder Creator to automatically create project folders, including meeting and communications sub-folders.
- Royal Australian Mint: use Diem Folder Creator to create organisationally based ‘megafolders’ which have specified sub-folders.
Resources
Diem Solutions brochure
(Opens in new window)
Need more information? We can provide business cases and white papers to assist you.
Resources such as business case information and white papers will be available on this site. Currently there are three iCognition White Papers available:
- EDRMS Business Cases (short form and long form versions): This white paper conducts a comprehensive cost-benefit analysis of three implementation options for Electronic Document and Records Management Systems (EDRMS): Records Management, Business-specific, and Enterprise Information Implementations. There is a short form version for managers and executives, and a long form version for those who need detail. The paper outlines the business case for each option and determines in what circumstances each option would be considered. The EDRMS business cases are compared to a ‘Do Nothing’ option. In the example used in this analysis, of an organisation of 500 staff and using the assumptions detailed in this paper, a pure cost-benefit analysis approach shows the Enterprise Information implementation is ahead by an order of magnitude over the next best option. The Enterprise Information option further consolidates its lead when taking into account the non-quantifiable benefits. This must be tempered by the change management effort of transitioning the organisation to predominately EDRMS usage and limited access to other repositories, which can be significant. The results can also be influenced by key business drivers that can heavily influence the non-quantifiable benefits and justify other implementation options.
- HP TRIM Interface Options: High user adoption rates are a key measure of success for the implementation of TRIM Context as an Electronic Document and Records Management System (EDRMS). While the solution itself is not solely responsible for the achievement of take-up or adoption, the solution architecture must facilitate user adoption through ease of capture, search, retrieval and management of information. The solution architecture must therefore provide easy to use interfaces that are familiar to current technology paradigms, so that there is little change to the way people already work. This paper investigates the various interface options for TRIM Context and provides analysis on their applicability to enterprise-wide use depending on the environment outcomes desired, and makes comment on each interface’s benefits and disadvantages.
- Collaborative Workspaces for HP TRIM: An Analysis of Two Options: This White Paper provides an analysis of two options for collaborative workspaces for Hewlett-Packard’s HP TRIM Electronic Document and Records Management System (EDRMS). Generally, organisations have a number of technology options to choose from to develop a collaborative information management workspace. This White Paper provides an analysis of two options for collaborative workspaces using HP-TRIM EDRMS as the core capability. The options are the most popular for HP TRIM, and are Microsoft SharePoint and iCognition Diem Portal. An alternative option of integrating the two will also be discussed. It should be noted that this is a comparison of two different approaches: although Microsoft SharePoint can be installed ‘out-of-the-box’, to achieve good outcomes it requires design and development; where as Diem Portal is a Commercial-Off-The- Shelf (COTS) product implementation. iCognition implements both Diem Portal and the HP TRIM integration to SharePoint, and we recommend either solution based upon an analysis of business needs and overall requirements.
