Ref: CF/RAI/NYHQ/DPP/RAM/2003-00541

 

Subject: RAMP-TRIM Training - Frequently Asked Questions [FAQ]

 

Work units which have listed their main record series [groups of records] using RAMP-TRIM are in a better position when planning for the integration, sharing, transferring and securing paper or electronic records.

Below are the Records and Archive Management Programme [RAMP-TRIM] Training Dates and Frequently Asked Questions

 

A. What is the Training?

B. Who Should Attend?

C. When and Where is the Training Taking Place?

D. How do I register?

E. What do I do after Training?

 

A. What is the training? [return to contents]

The course covers the UNICEF Records and Archives Management programme (RAMP) and the software (TRIM) which supports it. Part I

consists of an introduction, overview of concepts and TRIM functionality, introduction to searching and an explanation of the Record Series. Part II covers File folder Listing, Editing & Searching, Transfer Boxes/Shipments & Report Printing. The training will include hands on experience with data entry/revision. Each part takes one full day, usually from 9:15 to 4:45 with a break for lunch between 12:30 to 1:45. Part II should not be considered as an optional extra. Essential concepts (e.g. how to list folders, how to create boxes, how to generate labels, how to put folders in boxes, how to arrange for shipments) are covered in Part II. If you do not attend Part II you will not have the knowledge and hands-on required to electronically view or fully manage the list of current records in your workspace or put your non-current materials in boxes to send them to the archives. Part III, Correspondence Action Tracking is for those staff registering or tracking paper or electronic items in the work unit [e.g. correspondence or other paper or electronic documents]

B. Who should attend? [return to contents]

All staff who are responsible for tracking their current records or doing the archiving for their sections, especially those who are reorganizing. Divisions planning to move or reorganizie are given priority for training to allow orderly transfer of records to new staff responsible or to storage. Decisions on file arrangement are usually easier after all the main series have been listed. The first staff trained from a Section or unit for a new procedure such as Correspondence Action Tracking should be self-starters willing to assist others from their work units. If possible supervisors should observe the first day session so as to understand the RAMP-TRIM functionality, the work their assistants will be performing and how to search for information.

C. When is the training taking place? return to contents]

Part I: Monday 16 June 9:15 to 4:45
Overview & Record SeriesListing

Part IIa: Friday 20 June 9:15 to 12:30
Folder List, Search & Link

Part IIb Friday 20 June 1:45 to 4:45
Box List and Transfer

Part IIIa Thursday 10 July 9:15 to 12:30
Correspondence or Item Register Action, Track

Part IIIb: Thursday 10 July 1:45 to 4:45
Electronic Documents - Attach & share

Where is the training taking place?
In the computer training room, 22 floor, 633 3rd Ave.

 

D. How do I register for training? [return to contents]

  • Make sure you have permission from your supervisor to attend both parts of the course.
  • Before you can do the training you need to make sure that you have the required access to the system. First check with your computer focal point that your computer meets the minimum requirements: IBM PC compatible with Pentium class processor (minimum 166 Mhz), 32 Mb of RAM, Windows 95/98, SVGA (800 x 600) monitor.
  • Print the attached ITD form "UNICEF NYHQ Advanced Access". Fill in the boxes marked with an 'X': LAN ID (The multiple character ID you use to login every day), Request Date (today's date), Family Name, First Name. In section three in the column marked "Rights" circle R,W and M.
  • Get your supervisor to sign Section five.
  • Get the Application Manager (Adhiratha Keefe, Rm. H-1254, Fax 303-7989 is the Application Manager, Howard Dale can also sign) to sign section three. Make two copies of the form. Send one to the Application Manager. Keep one for your records. Send the original to the Computer Help Desk, 3rd Floor, UNICEF house - or by fax to (212) 326-7537). The Help Desk will then arrange the required access and ensure that the required software is installed.
  • Send an e-mail to John Manfredi or Upasana Young (cc Adhiratha Keefe) indicating the dates of the courses you would like to attend. You will receive a confirmation that there is space for the course you have requested.

    • E. What should I do after training? [return to contents]

    The days following the intermediate training each trainee should review and test adding data or printing reports from their own machines. If you encounter problems please contact John Manfredi by e-mail and we will schedule someone to help.

    p.s Using RAMP-TRIM to identify your main Record Series and files will assist you when requesting backed up disk space for e-mail and other electronic files for 2002-2003. See also draft chart that will help estimate the size of your electronic files - equivalent to what you may now have in similar paper record series.Technical Issues Related to Electronic Records (including email) -- Annex G of the RAMP-TRIM Workbook.

    Adhiratha Kevin Keefe, Project Development Officer, Information Management Unit
    UNICEF, United Nations Children's Fund, H-12G; 3 UN Plaza, New York, NY 10017, USA
    Office: Phone: 212-326-7667, Fax: 212-303-7989; e-Mail: akeefe@unicef.org