This summarises the main points regarding the authority. Information should include:

• the name of the records-creating and/or controlling public office(s) and name of the public office doing (or contracting for) the appraisal

• a brief description of the types of records covered

• the appraisal type and methodology – e.g. ‘class-based schedule, working principally from research into public office functions and interviews’

• any unusual elements for the Chief Archivist’s attention.

You should express the disposal quantities as physical quantities where possible, usually in linear or shelf metres, or in units relevant to the material – e.g. film reels, number of plans or photographs, etc. This gives Archives New Zealand an overall idea of how much material may be transferred or destroyed. For electronic records, please give an approximation – e.g. XX Mb per month/year. Predicting precise quantities may not be feasible, so where possible please give a general estimate based on existing records and creation rates.

Quantity recommended for retention as public archives: XX Mb/lm or items
(XX% of total)

Quantity recommended for destruction: XX Mb/lm or items (XX% of total)

Estimated quantity added per year: XX Mb/XX lm or items p/a