IV

       APPRAISAL Work Sheet

Date:08 Sept 1993

 

   C o v e r   S h e e t  & Instructions  

[See IRM/RAM/93-149 for Appraisal Criteria

       Legend & explanation of terms]

Ref:IRM/RAM/93-169

Subj:AD-570/Stand

                        Step

Example or Description

1

 

APPRAISAL IDENTIFICATION

 

 

 

a

Fill in Appraisal Year & Number "CF/APP/"

CF/APP/1993-002

 

 

b

Model decision that can be used as template

Model Decision, no exceptions noted

 

 

c

Note other related Appraisals that will be/were considered

CF/APP/1992-052

CF/APP/1990-054

 

2

 

DESCRIPTION OF RECORDS

 [note all that apply]

Records to be Appraised

 

 

a

Originating work Unit Archive Code & Valid date:

CF/NYH/01.AB

01-01-1989

 

 

b

Accession Number:         [part or all]

87R007  [Part]

 

 

c

Series:  Code or Number:  [part or all]

CF/NYH/01.A.B

1987 AD  [Part]

 

 

d

Box:  Year & Number:      [part or all]

CF/NYH/01.A.B

1992-003 [Part]

 

 

e

Folder: Year and Code:    [part or all]

CF/NYH/01.A.B

1987 - AD-200  [All]

 

 

f

Item:   Registry Code/Year/Number

 

 

3

 

APPRAISAL CRITERIA

IRM/RAM/93-149

 

 

a

Refer to Appraisal Criteria, Note paragraphs that apply & exceptions

Attach work sheet or notes

 

4

 

APPRAISAL REPORT -

See IRM/RAM/93-170 for Report format

 

5

 

IMPLEMENT APPRAISAL RECOMMENDATIONS

See IRM/RAM/93-170 for Report format

 

             


 

 

C.APPRAISAL CRITERIA - Items that may be considered in Value decisions.

                   Table of Contents   [& Summary Sheet - Main Items]

Ref:IRM/RAM/93-149

Subj:AD-570/Stand 

Para

Pri

Wei

       Item Title

      Subjects Covered

Type Value

     Time Frames

  DETAILS

 

 

 

 

 

P

E

I

 

 

A

 

 

RECORD TYPE            

Policy, Precedent, Legal; Routine Operational [transactional]; Background; & Information copies

 

 

 

 

   page 3

B

 

 

IMPORTANCE OF ACTIVITY Documented

Facilitative, Substantive [See also "D" Level of Office]

 

 

 

 

   page 3

C

 

 

MAIN SUBJECTS of Special Interest

office record destroyed, special events, projects or scholarly research projects, emergency operations

 

 

I

 

   page 4

D

 

 

LEVEL OF OFFICE Keeping the Record

Policy Authority: making, interpreting; implement; Position in Hierarchy; Importance of Function

 

 

 

 

   page 4

E

 

 

PRACTICAL CONSIDERATIONS

uniqueness, adequacy, substitution, summarization, scarcity, aggregates, duplication, preservation cost, arrangement, restrictions, probability continued preservation, convertible, information concentration, age

 

 

 

 

   page 6

F

 

 

RESEARCH Considerations

Importance, Accessibility of Research to others etc.

 

 

 

 

   page 7

G

 

 

FORM & FORMAT (media of Storage) Unconventional

Art, Music, Audio, Video, Film, Photo, Exhibits and charts, maps

 

 

 

 

   page 8

H

 

 

BUSINESS MODEL

Process, Function, Entity, Product

 

 

 

 

   page 8

J

 

 

CLASSICAL APPRAISAL VALUES

Primary, Evidential, Informational

 

 

 

 

   page 8


 

    C.    Appraisal Criteria - Items which may be considered for Value decisions

Ref:IRM/RAM/93-149

Para

Pri

Wei

        Item Title

Description or Examples

P

E

I

 Time Frame

Decision/Expl

A

 

 

RECORD TYPE

See details below

 

 

 

 

 

A1

 

 

Policy, Precedent

Policy, Procedure, + exceptions, legal & precedent setting action/decision

 

 

 

F= 10 + rev

S= 15 + rev

 

A2

 

 

 Routine * (Transactional)

Operational, Administrative, Financial - commitment of funds, case files, acknowledgement of actions or requests

 

 

 

 

 

A2a

 

 

Administrative

Operational, case files,

 

 

 

F= 4-7

S= 4-7 +rev

 

A2b

 

 

 Financial

commitment of funds, case files

 

 

 

F= 4-10

S= 4-10+rev

 

A2c

 

 

 Acknowledgement

of actions or requests

 

 

 

F= 5

S= 5 +rev

 

A3

 

 

 Background

Reference, Product literature, research notes, hand books and news clippings - usually not organization produced

 

 

 

F=1-3

S=3-8+rev

 

A4

 

 

 Temporary

Information circulars, and widely circulated convenience copies - information of short term use]

 

 

 

F=1

S=1 +rev

 

B

 

 

IMPORTANCE OF ACTIVITY

DOCUMENTED [see details below]

 

 

 

 

 

B1

 

 

 Facilitative

support or promote or make easier main activities; e.g. housekeeping records [usually include routine administrative, financial and other such records as ordering supplies and maintaining accommodations]

 

 

 

 

 

B2

 

 

 Substantive

Areas of primary importance to agency mandate and mission, such as main programme activities.  Have a great potential to be kept permanently.  Usually unique to Agency and distinguish Agency from other organization with a different mandate.

 

 

 

 

 

C

 

 

MAIN SUBJECTS of Special Interest

May be useful where originating office record has been destroyed or for special events, projects or scholarly research projects (see also  E.2). 

 

 

 

 

SA

C1

 

 

SUBJECTS: originals destroyed

Better records from Substantive activities may not exist.  So facilitative records may be accepted.  If subject is important enough or in case where all records of country were destroyed by natural or human disaster.  "Country records" 

 

 

 

 

SA

C2

 

 

SUBJECTS: Special Year or project

eg. International year of the Child, World Summit for Children.  The "housekeeping" or administrative - financial records might be useful in planning for future similar events and therefor may not all be disposed when their primary value is fulfilled 

 

 

 

 

SA

C3

 

 

SUBJECTS: Governmental or other Cooperation

for special/scholarly research projects (see also  E.2).e.g. demonstrates international cooperation, trends in economic development, Country relations. "Selection of Executive Head", "Corridors of Peace". 

 

 

 

 

SA

C3a

 

 

 Emergency Operations

may necessitate forgo keeping some records due to danger to staff or other more important records

 

 

 

 

 

C4

 

 

 Special Research

may require keeping operational records that would usually be disposed. Request may be received from outside agency. See also F "Research Considerations"

 

 

 

 

 

D

 

 

LEVEL OF OFFICE

KEEPING THE RECORD [See details below]

 

 

 

 

 

D1

 

 

Policy Authority

Relationship of Office to establish[ed] policy & procedures

 

 

 

 

 

D1a

 

 

 Policy Making

e.g. Head of Office or work unit assigned responsibility for policy

 

 

 

 

 

D1b

 

 

 Policy interpreting

e.g. work units assigned responsibility for drafting/implementing procedures or approving exceptions which may be precedent setting

 

 

 

 

 

D1c

 

 

 Implementation

e.g. operational units

 

 

 

 

 

D1d

 

 

 Informational outlets

e.g. standard distribution or public inquiry units

 

 

 

 

 

D2

 

 

Position in Organizational Structure

Relationship/Influence on main decision makers.  Executive Head and or governing board. Visibility - perceived influence.

 

 

 

 

SA

D3

 

 

Relative Importance of Function

To success of main Goals of Agency and partners

 

 

 

 

SA

D3a

 

 

Political Areas

Executive Planning, Programmes

 

 

 

 

 

D3b

 

 

Administrative

Supplies, Logistics, Office management

 

 

 

 

 

D3c

 

 

Coordination

Meeting Services, General Assembly or Governing/Executive Board Affairs

 

 

 

 

 

D3d

 

 

External Relations

and public information/publications

 

 

 

 

 

E

 

 

PRACTICAL CONSIDERATIONS

uniqueness, adequacy, duplication, preservation cost, arrangement, restrictions

 

 

 

 

 

E1

 

 

Uniqueness

Relative to content or physical (see below)

 

 

 

 

 

E1a

 

 

Adequate Document = reflects its intent

Content -accurate information from the specific record including completeness

 

 

 

 

 

E1b

 

 

Adequate Document = Substitution for another record

Content - Ability to use the record to fill in information gaps for other records not available. [inadequacy of primary sources]  e.g. records that should have been preserved elsewhere.  Due to natural or man made disaster or politics original or other more important records destroyed. e.g. records for some developing countries

 

 

 

 

 

E1c

 

 

Same Record Kept Elsewhere

Similar record may serve purpose if:

 a) available

 b) desirable arrangement

 c) good cost of preservation

 d) will be preserved

 e) able to validate data

e.g Technical Assistance file......             

 

 

 

 

 

E1d

 

 

Summarization - reputable

Adequate summarization in source or publication elsewhere

 

 

 

 

 

E1e

 

 

Scarcity

 

 

 

 

 

 

E1f

 

 

Peripheral material

 

 

 

 

 

 

E2

 

 

Preservation Cost

 

 

 

 

 

 

E2a

 

 

Probability continue preservation

Organization continue to pay

 

 

 

 

 

E2c

 

 

Information Concentration Ratio

Ratio of useful information in record compared to total volume

[see also probability of converting of useful information]

 

 

 

 

 

E2d

 

 

Age of material

Condition [deterioration]

 

 

 

 

 

E3

 

 

Arrangement

and Accessibility of Data. Showing how this or other data was collected. Validates the process?

 

 

 

 

 

E3a

 

 

Convertible

Data in form that can easily be converted to new systems

 

 

 

 

 

E3b

 

 

Conversion probability

probability that data will be converted to new systems or old readers etc maintained.

 

 

 

 

 

E4

 

 

Restrictions on Use

Security?

 

 

 

 

 

E4a

 

 

Personnel Records

If can't guarantee confidentiality is it better to destroy?

 

 

 

 

 

E4b

 

 

Conditions of deed or Gift, mandate.

Donor or Authorizing Body conditions imposed.1

 

 

 

 

 

 

F

 

 

Research Considerations

 

 

 

 

 

 

F1

 

 

Importance of Research

 

 

 

 

 

 

F1a

 

 

Research - accessibility?

Likely hood that research will be published or made widely available to others

 

 

 

 

 

G

 

 

FORM & FORMAT [media of storage] Unconventional

Art, Music, Audio, Video, Film, Photo, Exhibits and charts, maps,[See also G]

 

 

 

 

 

G1a

 

 

Special Considerations

for evaluating Art/Music to be protected/retained

 

 

 

 

 

G1a1

 

 

Conditions of receipt

Circumstances/Symbolic value

 

 

 

 

 

G1a2

 

 

Relation to goals

of agency

 

 

 

 

 

G1a2

 

 

Status of Artist/person/group making/receiving presentation

 

 

 

 

 

 

G1a3

 

 

Aesthetic Quality of Art work

 

 

 

 

 

 

G1a4

 

 

Probability of Display/use - how often

(compared to cost of preservation see above)

 

 

 

 

 

G1a5

 

 

Use by External Researcher

 

 

 

 

 

 

G2

 

 

Considerations due to media

or specific type of work

 

 

 

 

 

G2a

 

 

Can Work be recorded in different format

And retain essential value, slide of art, CD-ROM for wider distribution?

 

 

 

 

 

G2a1

 

 

Can work be preserved/used elsewhere

Can another institution make better use.  Consider offering to original or donating organization/individual if would be better preserved.

 

 

 

 

 

G2b

 

 

Art

 

 

 

 

 

 

G2c

 

 

Music

 

 

 

 

 

 

G2d

 

 

Audio

 

 

 

 

 

 

G2e

 

 

Video-Filem

 

 

 

 

 

 

H

 

 

BUSINESS MODEL

Process, Function, Entity, Product

 

 

 

 

 

H1

 

 

Process

 

 

 

 

 

 

H2

 

 

Function

 

 

 

 

 

 

H3

 

 

Entity

 

 

 

 

 

 

H4

 

 

Product

 

 

 

 

 

 

J

 

 

CLASSICAL APPRAISAL VALUES

See definition on Legend page

 

 

 

 

 

J1

 

 

Primary Value

Derives from Agency need: Current admin, legal, fiscial and other operating needs

 

 

 

 

 

J2

 

 

Evidential Value

Allow reconstruction of Agency history, origins, structure, goals, decisions, procedures, operations & accomplishments

 

 

 

 

 

J3

 

 

Informational Value

Persons, places, events & things in course of agency operations. Exploitability irrespective of original reason collected.