What is RKAT?
The Recordkeeping Assessment Tool (RKAT) is a new 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 PROV Standards, which are mandatory for the Victorian public sector (VPS).
While RKAT has been designed for Victorian public offices, individuals and organisations outside of Victorian Government are welcome to use the tool, which is free to access.
How to use RKAT
RKAT can be accessed here.
The tool will guide you through the self-assessment process. You can assess either:
- Recordkeeping maturity across your entire organisation; or
- Recordkeeping maturity across particular areas or aspects of your organisation.
You can start an assessment, save it and then return to it (the tool will email you a link to access your assessment). Upon completion of an assessment, a report of your results will be emailed to you. Click these links for a sample Summary Report and a Full Report. 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.
Using RKAT for your Recordkeeping Compliance Assessment Program
PROS 19/03 Strategic Management Standard requires every Victorian public office to regularly assess and report on their recordkeeping performance and undertake remedial action when necessary.
PROV recommends that Victorian public offices design a Recordkeeping Compliance Assessment Program using RKAT. By using the RKAT results and reports you can raise awareness of recordkeeping issues, implement improvements, support initiatives and resource proposals and demonstrate improvements over time.
RKAT supports organisations to assess recordkeeping performance (including identification of gaps and weaknesses) using various types of approaches; including measuring:
- All aspects of recordkeeping for the whole organisation
- Strategic management aspects only
- Progress towards digital transition
- Individual business unit recordkeeping practices; or
- The recordkeeping functionality of individual business systems.
In addition, recordkeeping in all formats or in digital only or physical only formats can be assessed using RKAT.