For IMA participants, TNA recommends the use of the following tools and resources to assess their information management practices and organisational capabilities. The results of these system and capability assessments will allow participants to gather further evidence and insights on current performance and help plan improvements.
M365 KIM Maturity Model
The M365 Maturity Model has been developed by TNA to assist government organisations in self-assessing the effectiveness of their approach to information and records management in their M365 tenants.
The Model was benchmarked in consultation with the GKIM M365 User Group, who provided feedback on maturity questions and statements. This resulted in a clear consensus on what constitutes ‘inadequate, ‘adequate’ and ‘optimal’ performance in M365 KIM practice.
The latest published version of the Microsoft 365 Maturity Model can be downloaded here.
If you are a public sector body and interested in conducting an assessment with us to help plan or improve your information governance practices within your M365 tenant, please get in touch at governmenthelppoint@nationalarchives.gov.uk.
Google Workplace KIM Maturity Model
The Google Maturity Model Framework has been developed by TNA to assist organisations subject to the UK Public Records Act 1958 (c. 51) in self-assessing the effectiveness of their approach to information and records management in their Google Workspace tenants.
The Model was benchmarked in consultation with the GKIM Google User Group, who provided feedback on maturity questions and statements. This resulted in a clear consensus on what constitutes ‘inadequate, ‘adequate’ and ‘optimal’ performance in Google KIM practice.
The latest published version of the Google Workspace Maturity Model can be downloaded here.
Non-Corporate Communications Channels for Government Business Self-Assessment
The Cabinet Office has issued guidance on Using non-corporate communication channels (e.g., WhatsApp, private email, SMS) for government business to communicate government policy and promote good practice. The guidance was developed in consultation with government departments, The National Archives and the Information Commissioner’s Office. The guidance aims to: Facilitate efficient day-to-day government discussions in a modern way; Reduce risks to the security of information; Comply with the principles of good governance, including record-keeping, accountability, and transparency.
This IMA module will assist central government and arm’s length bodies in self-assessing their approach to the cross-government guidance on using non-corporate communications channels for government business. The Cabinet Office has provided the NCCCs module framework for TNA’s renewed Information Management Self-Assessment Programme. The module currently reflects the specific provisions within the guidance. Over time, the module will be added to with examples of best practice.
If you are a public sector body and interested in conducting an NCCCs assessment with us to help plan or improve your information governance practices, please get in touch at governmenthelppoint@nationalarchives.gov.uk.
Other tools and resources
Together with the IMA tools, TNA recommends the use of other government developed frameworks and assessments which are listed below. The results of these additional assessments will serve to strengthen the IMA with further evidence and insights.
The GKIM Skills Framework:
The latest version of Government Knowledge and Information Management (GKIM) Skills Framework, published by Department for Education (DfE) in consultation with the GKIM profession, builds capability and helps shape career paths in GKIM. It outlines both the generic and specific skills needed to develop a career in the six GKIM job families (Information Architecture, Information Management, Information Rights, Knowledge Management, Library Management, Records Management).
TNA recommends that public sector bodies use the Skills Framework in conjunction with the IMA toolkit as it will allow public sector bodies to measure organisational capabilities and track individual KIM skills. The results obtained from completing the GKIM Skills Framework will assist in addressing skills capabilities at public sector bodies and can be used to provide evidence to support answers given in the IMA toolkit.
Please visit the GKIM skills framework webpage for further information and to gain access to the tool.
Data Maturity Assessment
The Central Digital Data Office runs the Data Maturity Assessment for Government. The model assesses data maturity framed around ten core topics of data management, crosscut with themes such as culture, skills, tools and leadership. Maturity is measured against a series of statements representing outcomes of data practice at distinct levels, building from a ‘beginner’ level to a ‘master’ level.
TNA recommends that public sector bodies who maintain considerable amounts of structured data use this model and report the outcome as evidence when using the IMA toolkit. This will give a concise reflection of how their structured data is managed within the wider context of Information Management assessed by the IMA toolkit.
Please follow this link for information on the Data Maturity assessment.