National Archives launched the Building trust in the public record policy in November 2020. We encouraged agencies to implement the policy actions in the order that best suited their business needs.

With the release of the latest Check-up results, your agency may be reconsidering its progress and priorities to achieve information management maturity. Below is a way to implement the 8 actions under Key Requirement 1: Manage information assets strategically with appropriate governance and reporting. The order is a suggestion only and not binding.

We have focused on Key Requirement 1 as the foundation for developing in-house capability, accountability and good governance.

Action 1: Assess your information management capability annually, using the National Archives' survey tool – Check-up

This will help you understand the strengths and weaknesses of information management governance and practices in your agency and determine where to focus resources.
 

Action 6: Identify staff capability gaps in information management, in particular for staff with specialist information management roles, and plan to address them

Having staff with the right skills and experience helps your agency implement good information management governance and practices.
 

Action 3: Review and update roles and responsibilities for your information governance committee and chief information governance officer to include enterprise-wide information management. Establish an information governance committee and chief information governance officer role if they do not exist.

Having the right people to make decisions and advocate for effective information management governance and best practices benefits your agency and may help you manage operational risks.
 

Action 7: Actively support information management at a senior management level and have structures in place for senior managers to engage with skilled information management professionals

Poor knowledge and understanding of, and lack of support for, information management in your agency can present risks for your senior executives. Inadequate recordkeeping and information management are routinely called out in royal commissions, enquiries and audit reports.
 

Action 2: Review and update your information governance framework to incorporate enterprise-wide information management. This should include governance for records, information and data. Develop an information governance framework if one does not exist.

Data can be used to compile records. It is also a record in its own right and is subject to the Archives Act 1983 for disposal purposes. Including data as well as records and information in your agency's governance framework is important for good recordkeeping.
 

Action 4: Create an enterprise-wide information management strategy

Managing records, information and data strategically helps your agency identify actions to address weaknesses and mitigate risks. It also facilitates reporting to senior management.
 

Action 5: Register your information assets where there is business value in doing so

Your agency should document what kind of information assets it has, where they are and who is accountable for them. This makes data, records and information easier to manage.
 

Action 8: Monitor progress made towards achieving policy actions and regularly report on progress to senior management. Document risks of not following recommended practice.

Regularly reporting to senior management provides evidence of your agency's progress towards fully implementing the policy. This ensures information management maturity is an ongoing consideration for your agency's executives.