Statement Filed with State Archivist

Maturity Level

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  1. Level 0: Non-Existent

    The practice is not implemented or acknowledged.
    No statements are filed with the State Archivist.

    Example Strategies

    • Identify individuals who can perform such functions in an ad hoc or as needed basis until permanent individuals are appointed.

  2. Level 1: Ad Hoc

    Practice may occur but is undocumented (no policies or procedures), application is reactive and not standardized.
    Some statements may be filed with the State Archivist on an ad-hoc or informal basis with no standardization of language or format.

    Example Strategies

    • Draft "Purpose of the Record" statements for internal use.

  3. Level 2: Defined

    Practice is implemented and documented, but documentation may not cover all relevant aspects, and application may be informal and inconsistent.
    A template for statements to file with the State Archivist is provided, but completion is inconsistent, or the details are often insufficient (e.g., missing legal authority, precise data types).

    Example Strategies

    • Formally file public statements of purpose for all non-public series.

  4. Level 3: Consistently Implemented

    Practice is documented to cover all relevant aspects, application is formal and consistent.
    The entity has a formal, documented process for creating andfiling statements with the State Archivist that explicitly includes required details in a standardized format and language from the outset.

    Example Strategies

    • Audit data usage against the filed statements of purpose.

  5. Level 4: Managed

    Practice is actively managed with metrics that are regularly reviewed to assess efficacy and facilitate improvement.
    The entity regularly audits statements filed with the State Archivist for accuracy and currentness, tracking any issues and implementing corrective actions.

    Example Strategies

    • Dynamically update public statements via data catalog integration.

  6. Level 5: Optimized

    Practice is fully embedded in the entity with recognition and understanding across the workforce through active training and awareness campaigns, and inclusion in operations and strategy.