See the Appraisal Standard for more details. This is the critical part of the appraisal and requires making value judgements on the retention or destruction of records. If you are unsure about any of this, contact the Archives New Zealand Appraisal Section for advice.

You should always:

• document decisions relating to value so others can see why you considered certain records should be kept and others destroyed
• check with records-creating units as to whether records have particular uses and need to be kept for specific periods. Remember that just because a record is required for use by its creators for 10 years, this does not mean that it must be kept forever
• Archives New Zealand requires consultation with both internal and external
  stakeholders when making value judgements
• note any advice received from consultation, whether it was accepted and acted upon or not.

For accountability consider:

• the importance of the records as a source of evidence of the legal or civic rights and interests of the public office or individuals.

For evidential value consider:

• the importance of the creating unit or office within government
• the reliability of the records as evidence of an activity, transaction, or decision
• the importance of the function being documented
• the relationship to other valuable records
• the extent and purpose of the records’ use
• the fiscal value of the records to the organisation or to government
• the requirement for ongoing administrative efficiency
• any risk management issues associated with retention or destruction of the
  records.

For legal value consider:

• the operation of any legislation requiring retention of the records
• the likelihood of any legal action requiring use of these records.

For informational value consider:

• the informational content of the record, that is, what it contains about people and events
• the records’ value as a historical source for research
• the records’ uniqueness or iconic value
• the records’ credibility as an informational source
• the records’ accessibility and usability.

NB: Appraisals must always take into account other reasons for records retention such as:

• factors in the regulatory environment, any specific legislation or other legal requirements, the operation of the Privacy Act 1993, Official Information
  Act 1984, etc. Even where Archives New Zealand’s authority is given to destroy records, if destruction occurs contrary to legislation requiring retention, then the public office will be held liable.