​IM Maturity Assessment

The Tasmanian Archive and Heritage Office has commenced a program of regular assessment of the Records and Information Management (RIM) function in agencies.

The aim of the "Health Check" is twofold:

  • Assess the level of maturity of information management across the whole of government (WOG), in order to direct the development of policy and procedures at a WOG level.
  • Provide an agency with an awareness of its information management maturity, which clearly identifies information risks to the agency, that the agency can then work to mitigate.

Introduction to the Health Check (powerpoint presentation)

​The Process

  • The head of agency will receive an email from the State Archivist informing them that an assessment will be undertaken. Attached will be a checklist of documents to be provided to GISU, if the agency has already developed them (for example, an Information Management Policy).
  • A GISU team member will review the documentation and contact the agency to arrange a meeting for the face to face interview component.
  • At the meeting the GISU team member will ask a number of questions about how the agency manages its information. The questions are based on Guideline 1 - Records Management Principles.
  • After the interview the GISU team will assess the level of Information Management maturity in the agency.
  • GISU staff will then develop a report advising the agency of their level of Information Management maturity, and providing 3 key recommendations on actions that the agency needs to take to address information risk, and improve their level of maturity.

No preparation needs to be done by the agency before the first assessment, other than to provide the documentation requested, if they have it.

​Assessment Results

The intention of the "Health Check" is to support organisations to adopt a culture of continual improvement in information management. TAHO has no intention of publishing the reports or individual agency ratings more broadly.

The results of the first assessment provide a baseline on which the agency can build, and gives direction for improvement. Preparing an Action Plan based on Key recommendations will assist compliance with obligations under the Archives Act 1983, help to meet other legislative requirements and business objectives, drive continuous improvement activities and support optimised performance.

The results also help GISU to give the agency more targeted and specific assistance, instead of the more generalised assistance we now provide. The assessments will also assist us to gather quality information on the major information risks facing Tasmanian government more broadly.

Records Management Principles Overview (2014: Guideline 1)

This Guideline is intended to assist development of a strategic approach to records and information management and introduces a range of key concepts to promote a culture where organisations value their corporate information as a business asset. It introduces the principles of Records Management and describes the processes and practices that organisations must align with to meet their obligations under the Act. The checklist included in this Guideline forms the basis of the IM Maturity assessment.

Conducting a Self-assessment against Guideline 1

GISU has developed this tool to assist agencies to use the Evidence Checklist from Guideline 1 - Records Management Principles as a basis for self-assessment. Regular self-assessment and review of agency-wide records management practices should form part of your Records Management Program. It will assist your agency to meet compliance requirements, drive continuous improvement activities, improve agency-wide practices and support optimised performance.

Conducting a Records Management Maturity Self-Assessment

Checklist of evidence requirements (based on Guideline 1)