Appraisal of records refers to the process of evaluating the value and significance of records or documents in order to determine their retention or disposal. It is a crucial step in records management and archival practices, wherein records are assessed based on their legal, financial, administrative, historical, or research value.
The primary objective of an appraisal is to identify and designate records that should be preserved permanently or for a specific period due to their enduring value. Conversely, it also identifies records that no longer have any operational, legal, or historical relevance and can be disposed of according to established guidelines or regulations, such as destruction or transfer to a different storage location.
During the appraisal process, various factors are considered to determine the importance of records. These factors may include legal requirements, organizational needs, significance to ongoing operations, research potential, evidential value, and preservation requirements. An appraisal also involves examining the content, context, physical condition, and overall historical importance of records.
Appraisal of records is typically performed by trained professionals such as archivists, records managers, or subject matter experts familiar with the organization's activities, legal obligations, and historical context. They use appraisal guidelines, policies, and standards to make informed decisions about the disposition of records.
Overall, the appraisal of records allows organizations and archival institutions to effectively manage their records by identifying valuable records worth preserving and ensuring the efficient allocation of resources for their maintenance and retrieval while disposing of records that no longer serve any purpose.
