Retention Schedule Preparation (Determine Value)

  • Part of the records survey is the records appraisal, which is an analysis to determine a record series' administrative, fiscal, historical, legal, or other archival value.
  • The purpose of records appraisal is to determine the length of time that a record series ought to be preserved.
  • Records series shall be either preserved permanently or disposed of when no longer required for the current operations of an agency or office, depending upon:
    • Historical value, or the usefulness of the records for historical research; this includes records which show an agency origin, administrative development, and present organizational structure
    • Administrative value or the usefulness of the records for carrying on an agency's current and future work, and to document the development and operation of that agency over time
    • Regulatory and statutory requirements
    • Legal value, or the usefulness of the records to document and define legally enforceable rights or obligations of government and/or citizens
    • Fiscal value or the usefulness of the records to the administration of an agency's current financial obligations, and to document the development and operation of that agency over time
    • Other archival value as determined by the State Archivist.
  • As part of the records appraisal, you decide whether your record is permanent or non-permanent and how long the record needs to be kept at the Agency.

Permanent or Non-Permanent »

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