Appraisal is the process of assessing materials for historical value and alignment with a Repository’s collection scope & policies. Careful appraisal, selection, and record-keeping prior to transfer help streamline processing.
Archivists must determine whether material is archival or not. In this context, “archives” or “archival materials” as defined by the Society of American Archivists, are “records created or received by a person, family, or organization and preserved because of their continuing value.” In other words, what distinguishes archival materials from non-archival materials is that materials in archival collections are unique and often irreplaceable.
Deselection, or weeding, takes place as archivists appraise materials in the course of processing.
Collection Policies
See link to the University Archives Collection Policy
Records Retention Schedules
Consult the University Archives Records Management Retention Schedules page for more information.
Guidance for Selection and Weeding
Multiple Copies
Retain up to 3 copies of any given document. Retain best-condition copies if there are condition variations.
Drafts and Working Versions
For creative works, retain available drafts and working copies as a means of documenting the creative and editorial process. Apply discretion; if there are multiple drafts of a work with minimal differences between them, consider retaining representative versions and discarding any mostly-or-fully redundant copies.
However, for administrative and other non-creative works such as departmental reports, presentations, etc., retain the final version.
Discarding, Deaccessioning
It is best practice to shred discarded papers. Route materials to shred bins. Contact the shred coordinator or fill out the special shred request form to schedule an outsized shred job.
When copies of published works are weeded from collections, contact relevant subject liaison to inquire if the title(s) should be added to the Libraries’ general collection, if deemed appropriate.
Note the volume of material weeded from a collection as a deaccession within the content’s accession record.
Digital and Physical Versions
If a donor or University unit has both digital and physical versions of the same document (i.e. a PDF original and printed copies), accept and retain both the digital version and up to 3 copies of the physical version. Use an Existence and Location of Copies and Existence and Location of Originals notes to indicate the existence of other versions in the finding aid.