This is the first in a series of blogs about the Appraisal Process from the Archives New Zealand Disposal and Acquisitions team.
Appraisal is…
…the process of identifying the records that should be retained permanently as public archives and those records that should be destroyed once an organisation's business and accountability requirements have been met.
Look here for an Appraisal Definition and the Benefits of Appraisal
Appraisal enables decision making. It is the process of analysis used to evaluate functions, activities, information and records to determine appropriate management of those records over time, the period of retention and disposal actions.
When to start
- Before records are created and during the design of business processes
- When records are created - to ensure they are correctly managed over their lifespan
- Retrospectively for un-appraised records that have fulfilled their immediate purpose
- When a public office creates or amends a Disposal Authority
- When an administrative change or transfer of function occurs
- When a local authority wishes to dispose of protected records
How to start
- Appoint someone to manage the appraisal process throughout – either a staff member with records/information responsibilities, or an external contractor
- Seek advice from Archives New Zealand rkadvice@dia.govt.nz
- Read and use the current guidance documents and templates on the records toolkit
Next blog: Appraisal Process: Part Two – Templates and Guidance
Acknowledgement: The photograph is from the Archives New Zealand’s National Publicity Studio collection and shows the Dominion Physical Laboratory Library (date unknown).
Archives reference: AAQT, 6539, A1394.