How do you assess the maturity level of a records management program and what model should you use?

Assessing maturity means measuring how complete, consistent, and well-governed your records management program is — not just whether policies exist on paper, but whether they are followed, resourced, and improving over time. A maturity assessment gives you a defensible baseline, reveals gaps, and helps you prioritize where to invest next.

What “maturity” measures

Most assessments evaluate your program across several dimensions rather than a single score:

• Governance and accountability — clear ownership, executive sponsorship, and defined roles.
• Policy and retention — documented policies and current, applied retention schedules.
• Process and integration — how well recordkeeping is built into everyday systems and workflows.
• Technology and metadata — capture, classification, storage, and disposition capabilities.
• Compliance and risk — alignment with legal, regulatory, and privacy obligations.
• Training and culture — staff awareness and consistent practice.

Maturity is then typically expressed on a scale, moving from ad hoc and reactive, through defined and managed, to optimized and continuously improving.

Choosing a model

There is no single mandatory model, so select one that fits your sector and goals:

• ISO 15489-1 sets the international foundation for what a sound records management program should do. Many maturity frameworks map their criteria back to it, making it a strong anchor for assessment.
• Professional-association frameworks, such as those promoted through ARMA International, offer principle-based maturity scales (covering accountability, transparency, integrity, protection, compliance, availability, retention, and disposition) that translate well into scored levels.

For government programs, align your assessment with applicable statutory and agency guidance as well. The best choice is usually the model your organization can apply consistently year over year.

How to run the assessment

1. Pick a framework and define your dimensions and rating levels.
2. Gather evidence — policies, schedules, audit logs, system configurations, and interviews — rather than relying on opinion.
3. Score honestly against each criterion and document the rationale.
4. Identify gaps and risks, then build a prioritized roadmap with owners and timelines.
5. Reassess periodically to track progress and demonstrate improvement.

Treat maturity assessment as a recurring management practice, not a one-time audit. For related guidance, see the Archives & Preservation topic hub.