Regular monitoring of records management, and an organisation-wide program for information governance (encompassing records, information and data), is beneficial for all public offices.

Beyond a mere assessment of conformity with requirements (compliance), monitoring can actively assist organisations to:

  • embed good practices and processes
  • identify maturity in records and information management which can be used to support records management initiatives across the organisation
  • identify efficiencies in managing records
  • identify and manage information risks, and
  • understand the business benefits and value in investing in the quality of information assets.

Monitoring supports the organisation’s capacity to use records, information and data for decision-making, policy development and the delivery of high-quality public services and ensures that records are accurate, authentic and trustworthy evidence of the business of Government.

Monitoring of records and information governance programs is a shared responsibility between State Records NSW and public offices. The State Records Act 1998 places a number of requirements on public offices regarding monitoring activities. See the Regulatory Framework for further information on monitoring activities.

What is the RMAT?

The Records Management Assessment Tool is a self-assessment tool designed to assist:

  • Public offices to self-assess and report their alignment with the regulatory framework (the State Records Act 1998 and the standards issued under the Act).
  • Public offices to identify areas for improvement, and possibly support a business case.
  • State Records NSW to have an overview of regulatory alignment across the sector.
  • State Records NSW to identify trends or key issues for targeted intervention, to support planning and the allocation of resources.

The questions in the self-assessment tool are focused on the management of records, information and data in NSW public offices, and how these practices align with requirements in the State Records Act. They highlight the links between records management and requirements for cyber security, privacy, data sharing, open data and information access (GIPAA).

The Records Management Assessment Tool consists of:

You can use either the Word document or the Spreadsheet to do your assessment. The spreadsheet format includes support for automated scoring and results graphs. The document format can be more easily printed if required.

We have also prepared a Frequently Asked Questions page on the RMAT. We will be adding to this page as questions arise. If you have a question about the RMAT and it’s not on the FAQ page, contact us on govrec@staterecords.nsw.gov.au for a response.

How do I use the results of the assessment?

The results of an assessment can be used for reporting on the:

  • current status of the records and information governance programs
  • planning for improvement in a particular business unit or information system
  • justifying investment and measuring progress.

The assessment results can also support planning and reporting for cyber security, privacy, data sharing, open data and information access (GIPAA).

Public offices are also encouraged to use the RMAT assessment results for

  • Internal or external audit exercises
  • Annual or quarterly management reporting
  • Work planning and budgeting
  • Workforce capability planning
  • Training needs analysis
  • Staff development plans
  • Organisation restructure or machinery of government (MOG) changes
  • Digital initiatives to procure, decommission, or upgrade systems
  • Measuring and reporting the impact of an IT or information management project.
  • Formal request from State Records NSW for information on the organisation’s records and information management practices and conformity with requirements.

Do I send the results of my assessment to State Records NSW?

We encourage all public offices to use the RMAT, get familiar with the assessment questions, and start using the results of your assessments in your organisation to identify the current status of your records and information governance program and to identify improvements.

State Records NSW conducted its third annual Recordkeeping Monitoring Exercise in 2024. The Exercise requested public offices in NSW to assess and rate the maturity of their recordkeeping.

The State of recordkeeping in NSW report for 2024 includes the aggregate/summary results of the monitoring exercise. The results can be used for benchmarking against the rest of the jurisdiction or by ‘public office type’.

For previous years' results, see State of recordkeeping in NSW 2023 and the Report on the 2022 Recordkeeping Monitoring Exercise.

State Records NSW has advised public offices that we will not conduct a Recordkeeping Monitoring Exercise in 2025. This approach is being taken to ensure that public offices have sufficient time to make any changes required as a result of the current review of standards and the Code of Best Practice, which provide the basis for the RMAT questions. State Records NSW will advise public offices in 2025 of the approach to be taken in future Recordkeeping Monitoring Exercises.

If you have queries about the assessment process or the results, please feel free to contact us on govrec@staterecords.nsw.gov.au .

 

Published July 2021/ updated November 2022/ updated January 2023/ updated March 2023/ updated May 2023/ updated July 2023/ updated October 2023/ updated December 2023 / updated February 2024 / updated August 2024

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