About RKAT
The Recordkeeping Assessment Tool (RKAT) is an online self-assessment platform developed by Public Record Office Victoria (PROV). The tool is designed to help organisations measure the maturity of their recordkeeping practices against the Standards issued by PROV.
RKAT is free to access. While it has been designed for Victorian public offices, individuals and organisations outside of Victorian Government are welcome to use the tool.
Access RKAT
Why use RKAT?
PROV recommends that Victorian public offices design their recordkeeping compliance assessment program using RKAT.
More information about using RKAT as part of your compliance assessment program, including examples, can be found on our topic page about Assessment and Monitoring.
Completing an RKAT self-assessment
RKAT will guide you through the self-assessment process. You can choose to assess different areas or aspects of your recordkeeping, such as:
- organisation-wide recordkeeping practices
- strategic management of recordkeeping
- progress towards digital transition
- recordkeeping practices of individual business units; or
- the recordkeeping functionality of individual business systems.
The scope you choose determines the questions you will need to answer. The questions are presented in groups that relate to the Standards. Depending on the scope you have chosen, you may not get any questions from one or more of the Standards.
You do not need to complete your assessment in one session; you will be able to save your assessment and return to it at any time. You can do as many assessments as you like.
You can choose to submit your assessment as 'Test Only' or 'Submit for Organisation'. Test submissions are a great way to get a feel for the assessment process, the questions and the reporting:
- They are not recorded as official submissions by PROV
- You can generate both full and summary reports
- You can return to a test assessment and edit it as many times as you like - each time you can generate updated reports.
A report of your results will be available upon completion of an assessment. This Summary Report and Full Report are examples of what you will receive.
Relationship between the IM3 tool and RKAT
While PROV's Information management maturity measurement (IM3) tool helps organisations to assess the maturity of their information management practices, drawing from a range of Victorian Government Standards and Frameworks (including some of the PROV Standards); RKAT focuses explicitly on assessing the maturity of recordkeeping practices against the requirements of the PROV Standards.
RKAT results may contribute to IM3 tool assessments.
Privacy and data management
All data collected by RKAT will be managed and stored securely by PROV.
PROV may:
- contact you to discuss your results or offer advice or assistance
- develop and publish de-identified summary reports of results from multiple agencies (e.g. at a sector level).
Your data will not be disclosed to any other person, body or agency unless:
- you give us permission; or
- it is required by law.
Acknowledgement
We would like to thank the Stakeholder Advisory Group for assisting with the development of the tool and participating agencies for testing the RKAT content. Thank you Judith Ellis, Enterprise Knowledge Pty Ltd for contributing to the RKAT structure and content. Thanks also to the Grindstone team for designing and building the tool.
Lastly thank you to SAI Global Pty Ltd for kindly granting us permission to use their measurement model and the Victorian Department of Health and Human Services for allowing us to use their individual business systems assessment content.