We are pleased to announce the release of the updated Information Governance Maturity Model for Microsoft 365, a free framework designed to help organisations assess and improve the way they manage and govern information in Microsoft 365.
Originally developed by The National Archives in 2022, the Model was refreshed and expanded by the Information and Records Management Society (IRMS) during 2024–25. The latest version reflects the rapid evolution of Microsoft 365, including new guidance around artificial intelligence, Copilot, and emerging governance features.
The latest version can be freely downloaded here: IG Maturity Model for M365 Version 2.0.0.
What is the Microsoft 365 Information Governance Maturity Model?
The Maturity Model is a structured framework that enables organisations to measure how effectively they are using Microsoft 365 and to benchmark their information governance practices against international best practice.
It consists of a series of questions about how Microsoft 365 is configured and used within an organisation. For each area, the Model provides technical approaches that are graded as:
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Improvement recommended
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Adequate
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Optimal
By working through the Model, organisations can carry out a self-assessment of their Microsoft 365 governance maturity, identify strengths, and highlight areas for improvement. The tool is deliberately flexible, allowing each organisation to apply it in a way that is most useful to them.
Although the Model was initially developed with the UK public sector in mind, its guidance is highly relevant to private sector organisations, charities, and international businesses.
Who Maintains the Model?
The IRMS has established an international working group of public sector records management specialists. This group ensures the Model remains current, carrying out benchmarking exercises whenever new Microsoft 365 features and governance requirements arise. The process ensures that the framework reflects a global consensus on what good looks like for Microsoft 365 governance.
The working group includes representatives from:
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The National Archives, UK (TNA)
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National Records of Scotland (NRS)
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Public Record Office Victoria, Australia (PROV)
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Library and Archives Canada (LAC)
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National Archives and Records Administration, USA (NARA)
History of the Model
The original Microsoft 365 Maturity Model was launched in 2022 by The National Archives as part of their Information Management Assessment programme. The goal was to create a structured framework to support organisations subject to the UK Public Records Act and to encourage better adoption of Microsoft 365 governance practices.
Development was led by Rob Bath, Microsoft 365 Information Governance specialist and current Digital Director of IRMS, who designed the model’s core questions and technical approaches. To validate the framework, a cross-Government benchmarking exercise was carried out, with members of the Government Knowledge and Information Management Microsoft 365 User Group providing feedback on the draft version.
As Microsoft 365 continues to evolve at pace, with new workloads and compliance features regularly added, The National Archives invited the IRMS to take on ongoing oversight. The international working group was formed, and a new benchmarking exercise was completed in 2024–25 to support the release of Version 2.0.0.
The previous version of the Model remains available for reference: TNA_M365_Maturity_Model_Framework_1.4.1.xlsx.
Questions?
If you have any questions about the Microsoft 365 Maturity Model, please contact:
Rob Bath, Digital Director, IRMS
📧 rob.bath@irms.org.uk
Why This Update Matters
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Supports Microsoft 365 compliance and best practice in the UK
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Provides a global benchmark for evaluating information governance maturity
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Helps organisations prepare for AI and Copilot deployment within Microsoft 365
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Free and accessible to download and use across all sectors
