TO APPRAISAL OF
BY MWOMBEKI RUTTA
• He is a Records Management Officer at
National Museum of Tanzania.
• Currently, he is finalizing his first bachelor
degree in Public Administration in Records
and Archives Management at Mzumbe
• He is an active member of Tanzania Records
and Archives Management Professionals.
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• CERTIFICATE OF BEST STUDENT AWARD AFTER
BEING THE OVERALL BEST STUDENT IN
DIPLOMA IN RECORDS MANAGEMENT
DURING THE ACADEMIC TENURE JULY 2007
TO DECEMBER 2008
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DAR ES SALAAM
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APPRAISAL OF RECORDS
• Records appraisal is the process of
determining the value of records for further
use, for whatever purpose, and the length of
time that value will continue. It is sometimes
called ‘evaluation’ or ‘selection’.
TYPES OF APPRAISAL
• a)Micro Approach: This is a traditional way of
evaluating records whereby each file is read
folio by folio (page by page) to determine its
• b)Macro Approach: A modern way of
evaluating the value of records by series
(determining the functions of the
ADVANTAGES OF MICRO APPRAISAL
• Ideal for small amount of records
DISADVANTAGE OF MICRO APPRAISAL
• Difficult to predict all the potential users and
uses of records
• Takes time to identify information of potential
• It tends to downplay the importance of the
provenance of the records.
• Possibility of personal biases of the archivist to
determine what records should be preserved
on a long-term basis.
ADVANTAGES OF MACRO APPRAISAL
• Minimize personal bias of the archivist by
focusing on the functions and structures of
agencies rather than on the records themselves
• Emphasizes on the significance of the provenance
and purpose of the records
• Saves time for appraising a big volume of records
• Likely to produce records of high archival value
DISADVANTAGES OF MACRO
The possibility of destroying a large amount of
documents when an error occurs
RESONS FOR APRRAISING RECORDS
• It will obviously save organization space by aiding
the prompt destruction of records and facilitates
the prompt relocation of some or inactive records
from expensive storage to low cost storage area.
• It will save time in the long term because if
appraisal of records can be made quickly by
simply referring to the schedule, meaning that
time is not wasted moving records to inactive or
• It will ensure that any records, which may be
required by an organization for operation or
legal purpose, are retained for the appropriate
• It will legitimize the destruction of the records
and prevent the illegal destruction of records.
This can become particularly important if
• It will support the maintenance of an
organization vital records protection program.
• It will enable an organization to respond
efficiently to enquiries, allowing information
to be provided quickly at the least possible
• It will aid auditors and assessors in the easy
performance of their tasks.
TWO GUIDING PRINCIPLES IN
• The guiding principle for undertaking an
appraisal exercise is based on the values of
records. Values used for appraising records
are categorized into two, namely:
a) Primary value
b) Secondary value
• Values of records during time of creation or
active stages where records are meant to
transact daily business of an organization.
These values are sub-divided into:
• So administrative value is a value of records
created to facilitate administrative functions in
the organization for continuity of
administration or operation of the creating
organization. Some of those records may have
relatively short-term administrative value such
as administrative memorandum or internal
• Is a value of records for the continuity of legal
affairs of the creating organization or records
created which aimed at protecting legal right
or those of its employees or third parties e.g.
contracts, property titles, legal opinions etc.
• Is a value of records created for the continuity
of financial business of the creating
organisation or a successor in function or as
evidence of the financial transaction. These
records may include ledgers, budgets,
invoices, cancelled cheques, payroll records
• In assessing secondary value the appraiser
determine if the records have enduring value
and lasting value for a society in general.
Secondary value will include the value in such
areas as politics, diplomatic, history, military
study, language study etc. It is divided into:
a) Evidential value
b) Information value
c) Intrinsic value
• Is a value of records providing evidence of the origin
structure, functions, procedures and transaction of the
creating organisation. Example of the record, which
contain the evidential value:
a) Records relating to the origin of an agency
b) Records relating to the organization of an agency such as
c) Records relating to an organisational structure, functions,
policies, programs and activities such as its enabling act,
minutes, agendas etc.
d) Records that illustrate an organisational internal operation
e.g. the delegation authority, relationship of power etc.
• Informational value being kept basically to
provide reference and assist researchers given
the information contained in it.
INFORMATION VALUE CONT….
• There are a number of tests by which
informational value might be judged;
The uniqueness of the information i.e. it is not
necessary to retain records if the information
in them is wholly or substantially available in a
variety of other source and forms
• Intrinsic value of records deriving from their
historical or cultural association format or
monetary value. So it is the uniqueness of the
association or the form, rather than the
uniqueness of the information which is the
THE END OF TOPIC ONE
• THANK YOU FOR YOUR ATTENTION