TOPIC 8 (A)
TOPIC 9 (A) RECORDS APPRAISAL & DISPOSITION
RECORDS APPRAISAL & DISPOSITION
The aim of appraisal and disposal is to ensure that records are either destroyed or transferred to an archival institution at the right time.
Involves systematic implementation of decisions regarding the continuing utility and enduring value of the records.
APPRAISAL DEFINED
Appraisal is the process of evaluating records to determine:
Which records to keep for specified periods.
Which records to destroy.
Which records to retain as archives.
It involves assessing the value for further use and the duration that value will persist.
Appraisal is also known as evaluation, review, or selection.
RECORDS VALUES
Administrative Values: Reflect the functions or purposes for which records were created.
Legal Value: Protects the organization’s legal rights and interests.
Fiscal Value: Involves documentation of the organization’s financial affairs.
Historical Value: Related to historical research and the records’ relevance to people or events.
Informational Value: Contains details about people, places, or subjects outside of the organization that created it.
EXAMPLES OF RECORDS VALUES
Administrative: Policy records, operational records, annual reports, meeting minutes.
Legal: Records related to property rights, citizen rights, employment.
Fiscal: Budgets, payrolls, vouchers, accounting records.
Historical: Events like Independence Day, and significant organizational milestones.
Informational/Research: Census data and statistical information.
RECORDS APPRAISAL OPERATIONS
Current & Semi-Current Records Appraisal:
Current records may be destroyed if they do not require continued retention; others may need transfer to a records center.
The records manager assesses current activities and records.
Non-Current Records Appraisal:
Conducted for records with enduring value for archival transfer.
The archivist considers historical context and prior accepted records.
REVIEWING RECORDS
Records may be appraised at various stages:
On Closure: Immediate review for clear long-term value.
First Review: Five years after closure for further evaluation.
Second Review: Occurs 20-25 years post-closure if prior decisions are unclear.
DECISIONS AT FIRST REVIEW
Immediate Destruction: If no administrative value remains.
Retain for 5/10 Years: For short- to medium-term needs.
Retain for 15 Years: For long-term administrative reasons until second review.
IMPORTANCE OF RECORDS APPRAISAL
Supports compliance with records management legislation.
Maintains efficient departmental records management systems.
Facilitates controlled destruction of unnecessary records.
Ensures accountability in resource management.
Enables effective organizational changes.
DISPOSAL RECOMMENDATIONS
Destroy now.
Destroy after a specified number of years (max 12).
Retain for second review.
Retain permanently.
PREPARATION OF RECORD DISPOSAL SCHEDULE (JPR)
Preliminary discussions between public offices and the National Archives of Malaysia.
Formation of a task force responsible for preparing inventory records and Disposal Schedules.
Record analysis: Collect information on functions and organizational structure.
Preparation of Records Inventory: Fill record inventory forms for JPR preparation.
APPROVAL PROCESS
Submission of finalized JPR to the Head of Office for consent.
Approval of records disposal schedule by the Director General of the National Archives.
Record evaluation by the JPR Task Force and Schedule Committee based on inventory.
Final JPR draft prepared based on evaluation results.
RECORDS VALUE CRITERIA - ARKIB NEGARA MALAYSIA
Records evidencing authority and administrative operations.
Documents reflecting decisions and actions by the organization.
Evidence supporting property rights, individual status, and community impacts.
Records contributing to knowledge, culture, and community understanding.
REFERENCES
Arkib Negara Malaysia (2016) Panduan Pengurusan Rekod Sektor Awam. Kuala Lumpur: Arkib Negara Malaysia.