The document discusses the appraisal and disposition of records. It defines appraisal as the process of determining a record's value and deciding how long it should be kept. Disposition refers to the actions taken with records after appraisal, such as transferring, destroying, or preserving them. An important outcome of appraisal is a disposal schedule that prescribes retention periods and disposition instructions for records. The document outlines the multi-step process that organizations should follow for properly appraising, scheduling, and disposing of their records over time.

1. MANAGEMENT OF RECORD CENTRE
(IMD 256)
FUNCTIONS OF RECORDS CENTRE
(CHAPTER 2)

2. APPRAISALS AND DISPOSITION OF
RECORDS
APPRAISAL
- Process to determine the value of the records.
There are 2 basics appraisal categories:
1. Records of a permanence nature to be preserved.
2. Records that is disposable.

3. Appraisal Involves Two Tasks:
First is the process of deciding what records need to be
kept for their continuing value to their creators and
users for the conduct of business, and how long they
should be kept.
Second is the process of deciding what records have an
enduring value for purposes other than those for which
they were created, such as historical research.

4. DISPOSITION
Action taken in due course as a result of appraisal.
Note: Disposal is not synonymous with destruction, though
that may be an option.

5. HOW AN ORGANIZATION CAN REMOVE
ITS RECORD
1. Store the records for a period of time and destroyed
when retention period has expired.
2. Transfer to RC after being kept for a period of time in
the department.
3. Transfer to archival unit or archival institution
4. Duplicate in microfilm copies and
destroying the original records to save
storage space.

6. 5. Immediate destruction of records.
6. Destruction after complying with the retention
periods specified in the records disposal
schedule.
(An outcome of appraisal is a Disposal schedule.)
Disposal Schedule is a document that contain appraisal
decisions and prescribes disposal action. Also known as
Retention Schedule.

7. DISPOSAL SCHEDULE
Is a document that contain appraisal decisions and
prescribes disposal action. Also known as Retention
Schedule.
These schedule set out instructions for transferring records
from the agency records office to the records center.
These schedule also provide instructions for the eventual
disposal of the records, either by destruction or by transfer
to the archival institution.

8. OBJECTIVE OF APPRAISAL AND
DISPOSITION
1. To ensure destruction process for records without
value.
2. Ensure transferring process (Record Transfer) for
valuable (Permanent) records to archive and
temporary records to RC.

9. RECORDS APPRAISAL PROCESS
Formation of departmental Committee
Collecting data and information
Appraise the records
Preparation of Records Inventory
Preparation of Retention Schedule

10. FORMATION OF DEPARTMENTAL COMMITTEE
OF APPRAISAL
Head of the department/agency appoint:
1. Officer and staff who prepare the records retention
schedules (Record Manager and Registry Staff)
2. Head of all divisions within the department eg: Legal
and Financial advisor, Archivist (if any)

11. COLLECTING DATA AND INFORMATION
It can be done by conducting record survey eg.
conducting interview or circulated questionnaire.
The record survey will enable appraisal team to:
• Understand the functions of the agency.
• Identify the various type of records created and used.
• Identify the frequency use of information.
• Identify current, semi current and non current
records.

12. • Identify records management legislation.
• Locate the records and understand how they are used.
• Identify the value of records.
• Prepare records inventory.
• Develop retention/disposal schedules.

13. APPRAISAL OF RECORDS
From the information gathered by appraisal team, the committee
will appraise the records according to the following appraisal
criteria:
Primary value : Administrative value
: Fiscal Value
: Legal value
Secondary value : Research value
: Information value
: Evidential value
: Historical /Cultural / National Value.

14. PREPARATION OF RECORDS
INVENTORY
Records Inventory is a list of every records series in a
department/agency. It consists of:
• Categories of records
• Contents and values of records
• Total volume of records
• Different format of records
• Retention periods

15. PREPARATION OF DISPOSAL
SCHEDULE
• The disposal action suggested in records retention
schedule must be clearly worded.
• The Committee should suggest the most suitable
retention period for every records series that are
inventoried.
• The complete retention schedule must be endorsed by
the Appraisal Committee, approved and signed by the
Director of the department/Agency and then
implemented.

16. THE OBJECTIVE OF APPRAISAL AND
DISPOSITION
1. To ensure records of continuing value are retained
for as long as they are required.
2. To disposed records appropriately, either by
destruction or transfer to an archival repository, as
soon as that value has ended.

17. THINGS TO NOTE WHEN PREPARING THE
RECORDS INVENTORY AND RECORDS
RETENTION/DISPOSAL SCHEDULE:
● Financial Records must be carried out in accordance to
the Treasury circular Letter 3rd. November 1993 and
General Circular Letter No 1/1997
● Record pertaining of Legal claims are control by the
Limitation Act which specifies a minimum period of 6
years where by claims can be made.

18. ● Disposition of Public Records must be accordance to
the National Archives Act no 44/1966 and government
instruction from time to time.
● Disposition of business records must be accordance to
the Companies Act, the Evidence Act, Banking and
Financial Institution Act, Employees Act and other
company internal instructions and procedures.

19. FOUNDER OF APPRAISAL OF
1. T.R. Schellenberg
RECORDS
Appraisal should refer to primary value and secondary value.
2. Sir Hilary Jekinson
“A manual of Archive Administration, 1966” suggested :
• Appraisal manage by the agency that create the
documents.
• Appraisal should refer the operational value of the
records.
• Records with historical value should be protected.

20. 3. Sir James Grigg
The Public Records Act 1958 suggested to have an
appraisal process in 2 stages:
Stage 1 : Appraise records after 5 years of the date of
created.
Stage 2 : 2nd appraisal after 25 years

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