• 4. PRINCIPLES

In shaping appraisal policy and practice to achieve the above ends, it must be noted that appraisal has the twin aims of:

• identifying for preservation records of long-term value; and
• identifying for destruction records of short-term value.

Underpinning the requirements for the content of documentation and for the criteria are a set of principles which apply broadly to the choice of approach to be taken and to the decision making process. These principles are not absolute rules, but should be used as general preferences informing the thinking behind any appraisal.

• 4.1 APPLICATION PRINCIPLE

Appraisal decisions shall be authorised so that they apply to as wide a range of records as appropriate.

There should be consideration as to whether the analysis of records values is applicable to records other than those actually examined.

• 4.2 PRIORITY PRINCIPLE

Appraisal shall give priority to ensuring the preservation of records of enduring value.

Where a decision is to be made about which records should be covered by an appraisal, the records more likely to be of long-term value should be given priority.

 

• 4.3 WHOLE OF GOVERNMENT RECORD PRINCIPLE

Appraisal shall consider the record of government as a unitary whole.

This principle requires that records be appraised in a whole of government context. Retention of duplicate records in different administrative contexts (i.e. different departments or head office/district office) or in different physical locations is discouraged under this principle. A single copy of records should be retained, and this in the most appropriate administrative and geographical context. Excessive time should not be spent confirming the existence of an alternative copy of records, and records should be retained where they are necessary for understanding the context in which they are found.

• 4.4 IMPLEMENTATION PRINCIPLE

Appraisal shall give due consideration to implementation issues.

This principle requires that appraisal recommendations do not cause either agencies or Archives New Zealand to incur unreasonable costs in implementation. Costs of processing, storage and any special preservation needs shall be considered.

• 4.4 DESTRUCTION PRINCIPLE

Appraisal shall recommend the earliest appropriate destruction for records without long-term value.

This principle aims to minimise costs for agencies in complying with the Archives Act by ensuring that records of no long term value are not required to be held for longer than necessary.