• 7. CRITERIA

The most critical aspect of an appraisal for the quality of the outcome is the quality of the underlying decisions, rather than the report or the process itself. All recommendations must:

• Be justified (i.e. the reasons or criteria used when appraising the record must be logically explained). The explanations should not be too lengthy.
• Refer to former disposal criteria or former appraisals of the same or similar record series or categories of records, commenting on their usefulness and general applicability. Where a contrary or different disposal action is proposed this should be stated and the reasons why the different position was adopted should be provided. However, reference to a previous disposal action does not, in itself, justify application of the same action to further records.
• Justify both the retention and non-retention of material.

Discussion of the value of records should consider the following criteria. These are given in priority order, i.e. accountability reasons are the best justification for retention, and precedents are the least compelling criteria. None of the criteria listed is absolute. The appraisal process involves building up a "profile" of information about the records.

The report should indicate who was consulted for advice as to the value of the records - Name, Designation/Position and Section. An indication should also be included within the report of the advice given, whether it was acted upon. If the advice was not accepted, an indication should be given as to why it was not acted upon.

• 7.1 ACCOUNTABILITY

The ability to hold Government agencies accountable for their activities and decisions is the primary purpose of a national archives. The extent to which the records allow this must be considered. Does the information contained in the records have legal value? That is, does it protect the legal interests of the government/agency, its citizens or permit the settlement of legal claims. Do the records preserve the public or private, personal or property rights, or civic rights of citizens?

• 7.2 EVIDENTIAL VALUE

Archives should provide evidence of the activity of the originating agency. Does the information contained in the records have evidential value? That is, does the information contained in the records document the organisation, functions and activities of the agency? Relate this to the overall agency operation. How important are the records in discriminating the history of the agency or the history of public policy in the areas of the agency's responsibility? Reliable evidence of previous activity enables informed decision making. Effective risk-management requires a basis of evidential records for accurate assessment of risks and impacts of activities. Consider:

• Importance of the Creating Unit or Office
• Reliability as Evidence of Activity
• Importance of Function Documented
• Relationship to Other Records
• Extent and Purpose of Use
• Fiscal Value
• Requirement for ongoing administrative efficiency
• Risk management