This section explains why the records are being appraised at this point in time, not why they were created or are no longer required. (This is covered in section 4 Recordkeeping Information and section 9 Description and Evaluation of Classes.)

Give the reasons for the appraisal project – e.g.

• a desire by the public office to have a well-managed records disposal regime
• a change in legislative or organisational requirements
• establishment of Electronic Document/Records Management System (EDRMS).

Try to:

• be clear and informative. Include information on the location and condition of records
• include information on any difficulties encountered in the appraisal (with the exception of relationship issues) and how they were overcome
• include any special circumstances about the appraisal that do not fit elsewhere in the report.

Try not to include any contract or financial details, or personal information about
individuals involved in the appraisal. If it is relevant to the situation, put such
information in an accompanying memo.