records appraisal

04/10/2023 mwombekirutta@gmail.com 1

INTRODUCTION TO APPRAISAL OF

RECORDS

BY MWOMBEKI RUTTA

04/10/2023 mwombekirutta@gmail.com 2

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 University.

• He is an active member of Tanzania Records and Archives Management Professionals.

04/10/2023 mwombekirutta@gmail.com 3

PROFESSIONAL AWARDS.

• 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

04/10/2023 mwombekirutta@gmail.com 4

CONTACTS

P.O.BOX 511 DAR ES SALAAM

Mob: 0718420086 0766100510

Email:mwombekirutta@gmail.com

04/10/2023 mwombekirutta@gmail.com 5

MWOMBEKI RUTTA

04/10/2023 mwombekirutta@gmail.com 6

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’.

04/10/2023 mwombekirutta@gmail.com 7

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 value.

• b)Macro Approach: A modern way of evaluating the value of records by series (determining the functions of the organization).

04/10/2023 mwombekirutta@gmail.com 8

ADVANTAGES OF MICRO APPRAISAL

• Ideal for small amount of records

04/10/2023 mwombekirutta@gmail.com 9

DISADVANTAGE OF MICRO APPRAISAL

• Difficult to predict all the potential users and uses of records

• Takes time to identify information of potential value.

• 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.

04/10/2023 mwombekirutta@gmail.com 10

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

04/10/2023 mwombekirutta@gmail.com 11

DISADVANTAGES OF MACRO APPRAISAL

The possibility of destroying a large amount of documents when an error occurs

04/10/2023 mwombekirutta@gmail.com 12

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 archival storage.

04/10/2023 mwombekirutta@gmail.com 13

REASONS CONT…

• It will ensure that any records, which may be required by an organization for operation or legal purpose, are retained for the appropriate period.

• It will legitimize the destruction of the records and prevent the illegal destruction of records. This can become particularly important if litigation arises.

04/10/2023 mwombekirutta@gmail.com 14

REASONS CONT…..

• 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 cost.

• It will aid auditors and assessors in the easy performance of their tasks.

04/10/2023 mwombekirutta@gmail.com 15

TWO GUIDING PRINCIPLES IN APPRAISING RECORDS

• 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 valueb) Secondary value

04/10/2023 mwombekirutta@gmail.com 16

PRIMARY 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:

a) Administrativeb) Legalc) Financial/fiscal

04/10/2023 mwombekirutta@gmail.com 17

ADMINISTRATIVE VALUE

• 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 daily reports.

04/10/2023 mwombekirutta@gmail.com 18

LEGAL VALUE

• 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.

04/10/2023 mwombekirutta@gmail.com 19

FINANCIAL VALUE

• 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 and vouchers

04/10/2023 mwombekirutta@gmail.com 20

SECONDARY VALUE

• 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 valueb) Information valuec) Intrinsic value

04/10/2023 mwombekirutta@gmail.com 21

EVIDENTIAL 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 agencyb) Records relating to the organization of an agency such as

organization chart.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.

04/10/2023 mwombekirutta@gmail.com 22

INFORMATIONAL VALUE

• Informational value being kept basically to provide reference and assist researchers given the information contained in it.

04/10/2023 mwombekirutta@gmail.com 23

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

04/10/2023 mwombekirutta@gmail.com 24

INTRINSIC VALUE

• 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 determining factor.

04/10/2023 mwombekirutta@gmail.com 25

THE END OF TOPIC ONE

• THANK YOU FOR YOUR ATTENTION