• 6.1.4 Disposal Recommendations

The recommendations in the report must be:

  • complete, i.e. cover all the records within the scope of the appraisal;
  • clear, e.g. 'destroy after five years' is not acceptable - the person implementing the disposal action is left with the unanswerable question: 'five years after what?'. Disposal actions must be related to a definite point of reference, e.g. 'five years after closure of file', 'ten years after cessation of service', etc.

The disposal recommendations must be clearly indicated, either through well described classes of records to which specific recommendations apply, or lists of items covered by recommendations.

The report must indicate the quantity (lm) and proportion (%) of records for retention and destruction, both overall, and on a series by series basis if possible.

If the authority sought is an ongoing authority (i.e. schedule), the quantity of material to be transferred and destroyed on an annual ongoing basis should be identified.

  • 6.1.5 Agency Authorisation

The submission of any appraisal recommendations should include authorisation from the agency endorsing the recommendations.

  • 6.2 Format

The appraisal report must meet the following standard:

  • Typed;
  • Include all content requirements;
  • Self-contained, i.e. able to be understood without reference to other files or sources;
  • Contain a table of contents;
  • Signed, dated and securely held together.

The completed documentation must provide sufficient information to understand the recommendations for the disposal of the records. Note that the report will generally be considered without the records themselves being available to the reader.

  • 6.3 AVAILABILITY

After approval by the Chief Executive and Chief Archivist, all reports, lists, etc., will be freely available to Archives New Zealand and all other providers of archives services. Information which may be considered commercially sensitive, such as contract details between consultants and agencies, should therefore not be included in appraisal reports.