VI			Functional Requirements for Appraisal Tool [Decision Assistance and Documentation]	Date: 03 August 1993 Ref: IRM/RAM/93-167 Sub:
Para	Pri	Wei	Requirement or Specification	Details or comments
1			The Goal of Tool is:
1a			to assist pick/or fill in information concerning the item or grouping	(description of item or grouping important)
1b			to give a suggested retention period for a series, folder or record item - irrespective of Box stored or Shipment/Accession	retention period will be based on choices selected in F1
1c			to provide [printed] Reports showing decision and reasons for decision and exceptions that were considered.	[choices selected and any narrative reflecting interpretation]
2			CONSIDERATIONS/EXCEPTIONS/ASSUMPTIONS	Process of elimination
2a			The Question: "Are there exceptions" must be posed at regular intervals	If answer "there are no exceptions" then proceed. If yes then different schedule may apply
2b			When making selections it may also be necessary to determine what item or group is not.	In some cases this will eliminate a whole set or subset of Questions from consideration
2c			Decision at lowest level would cascade up to higher level for longest date.	Box to Shipment Folder to Box and Folder to Series
2d			Decision at higher level could cascade to lower level.
2e			Exception Question must be raised for F@c and F2d: Do all Records in this Box or Series conform to the Series Description.	If some records do not: Identify which ones and begin Appraisal Process for exceptions.
3			BUSINESS MODEL & Process/Function/Product/Entity orientated]	Values can be assigned to items or groups of Items [Series]
3a			Appraisal Values could be related to Information Products which are "linked" to: functions and/or Processes (& reverse) or Entities [and all Functions/Process performed]	If assigned to Entities they might have impact on retention times related to function/processes.
4			MULTIPLE VIEWS AND LINKING VALUES, Matrix Considerations	Multiple ways to begin appraisal.
4a			Criteria would be linked and cross checked as they are applied to item.	Values would be challenged or refined as different retention values were suggested by conflicting rules.
4b			Need to be able to appraise, based on what ever is known at the time about item. Later consider subset or additional information.
4c			Need to be able to apply what ever criteria is available. Later revise based on new or more detailed criteria.	Decision would be suggested based on what known