Personnel Files Digitisation project

The Personnel Files (Human Resources) Digitisation project was managed by Records Services (Records & Information's previous name) and was funded by Responsible Division Management to support the devolution of the Human Resources function to University Business Centres.

Project aim

The purpose of the project was for current hardcopy personnel files to be digitised – including those of current fortnightly staff and honoraries.


The project was conducted from September 2011 to February 2012.


University staff with a hybrid personnel file had:

  • Part of their employment history electronically accessible in TRIM (now known as Content Manager)
  • Their pre 1 January 2010 employment history on a hardcopy file stored in the Raymond Priestley Building.

This made it very difficult for Human Resources staff to easily access the file content.

Digitising the files would make them much more accessible.


Records Services successfully engaged external contractors to:

  • Prepare the files – remove staples, paper clips etc
  • Undertake the digitisation of the files
  • Build a software tool to enable the quick uploading of the digitised personnel files into TRIM.

Overall, the project enabled all current staff to have their complete employment history on an electronic file in TRIM.

A total of 9765 hardcopy personnel files were digitised and 1568 boxes of hard copy personnel files were sent to off site storage.