The request for a disposal authorisation from Archives New Zealand must contain all the information needed for the Chief Archivist to make an informed decision. It usually includes:
- an appraisal report describing the circumstances of the appraisal, the nature and context of the records, and demonstrating the reasons for particular disposal recommendations. This information will provide assurance that the value of the records has been assessed in terms of their administrative and recordkeeping contexts, rather than solely on the basis of the information they contain
- a marked list showing which records are intended for disposal, with recommended disposal actions for each record
- a covering memorandum containing contact details of the appraiser.
Archives New Zealand will review the documentation. As part of the review process, appraisal reports will be made available for public comment for 30 days on our website (www.archives.govt.nz). Before we do this, Archives New Zealand will remove the contact details, access recommendations, and any discharge or deferral of transfer arrangements.
An appraisal report should therefore:
- not contain references to identifiable persons (other than the contact details)
- be clear and concise: written in a business report style, including important details but excluding extraneous information. The writer should consider whether each detail will help to clarify an issue, give context, provide justification, or provide accountability in decision-making
- convey meaning in a professional way. Information should be given once, not duplicated across the report. You should refer to other sections rather than repeating information, and use appendices for extra comments
- avoid use of jargon, particularly around technical or industry specific processes.
The appraisal report and any supporting documentation should, where feasible, be
submitted both electronically (preferably in Word or Excel) and in hard copy. In most cases, once authorised, the report will become available through Archives New Zealand’s online finding aid, Archway (www.archway.govt.nz).
