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About IM3

The Information management maturity measurement tool (IM3) has been developed by Public Record Office Victoria (PROV) to help Victorian government agencies assess the maturity of their current information management and data management practices.

The tool helps to:

  • measure performance against the whole of Victorian government information management standards and data management policies
  • assess an organisation’s ability to meet information management and data management best practice.

 

Benefits of using IM3

The IM3 tool is intended to be used by information and data managers. Undertaking the assessment enables organisations to identify areas for improvement, discover organisational trends over time and obtain valuable insights which can be incorporated into information and data strategies.

Collaboration across the relevant business areas is encouraged when completing the assessment to obtain maximum benefit. Subject matter experts across the organisation should be consulted to make contributions relative to their area of expertise or knowledge, e.g. security, data management, records management, information technology and so on. Internal consultation can be conducted through meetings, interviews, surveys and/or workshops.

The Information Management Maturity Assessment Program (IMMAP) Reports may be a useful benchmarking tool as they contain responses to questions from across five assessment periods, common themes and challenges, and recommendations for improvement.

 

Download IM3

Download the MS Excel version of the tool here.

Please note:

  • The IM3 tool is designed using formulas, with cells not requiring user input locked and protected.
  • If the tool appears to be unresponsive at any stage, press Enter or click out of the current cell.
  • The IM3 tool is designed to be used in MS Excel only (functions do not run in Word for Mac).

An explanatory guideline is available to help complete the assessment. It contains information about:

  • how to complete the MS Excel tool
  • examples of evidence to support each question
  • information and data management characteristics
  • guidance on improving information management and data management maturity
  • links to Victorian government standards, policies, guidelines and other resources.

The Guideline is available in both MS Word and in PDF.

The questions from the IM3 Tool are also available as an MS Word Questionnaire that can provide tailored responses for information management, data management or a combination. The questionnaire covers 23 questions across four main and one optional areas of focus:

  • people
  • organisation
  • information lifecycle and quality
  • business systems and processes
  • data integrity (optional).

 

How to use the tool?

  1. Step by Step

    STEP 1 - Download & save

    Download the IM3 tool in MS Excel format.

    Save and rename the file to reflect your organisation and date of assessment, e.g. IM3_DTF_20240505.xls

    STEP 2 - Launch tool & complete questionnaire

    Open the XLS file and follow the instructions at the beginning of the tool.

    Download the Developing IM&DM in Your Organisation document, available in both Word and PDF, for more information about how to answer each question.

    Complete information about your agency and the questionnaire by selecting the relevant maturity level. Depending on the size and complexity of your organisation, you may like to use interviews, workshops, committees or surveys to answer the questions. Please note that the questions are also located in an MS Word document which may be easier if results are being collated across the organisation and then placed in the Excel Spreadsheet.

    Review the results.

    STEP 3 - Share & use results

    Send your results and any feedback about the tool to PROV via our online enquiry form.

    Use the results to develop your information and data management strategies and work planning.

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