{"id":8,"date":"2023-06-08T16:11:45","date_gmt":"2023-06-08T20:11:45","guid":{"rendered":"https:\/\/sites.nd.edu\/archival-processing-manual\/?page_id=8"},"modified":"2024-09-06T14:58:51","modified_gmt":"2024-09-06T18:58:51","slug":"appraisal","status":"publish","type":"page","link":"https:\/\/sites.nd.edu\/archival-processing-manual\/appraisal\/","title":{"rendered":"Appraisal"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><em> Appraisal is the process of assessing materials for historical value and alignment with a Repository\u2019s collection scope &amp; policies. Careful appraisal, selection, and record-keeping prior to transfer help streamline processing. <\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Archivists must determine whether material is archival or not. In this context, \u201c<a href=\"https:\/\/dictionary.archivists.org\/entry\/archives.html\">archives<\/a>\u201d or \u201carchival materials\u201d as defined by the Society of American Archivists, are \u201crecords created or received by a person, family, or organization and preserved because of their continuing value.\u201d In other words, what distinguishes archival materials from non-archival materials is that materials in archival collections are unique and often irreplaceable.<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Deselection may also take place as archivists assess materials in the course of processing.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Collection Policies<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">See link to the <a href=\"https:\/\/archives.nd.edu\/about\/collectionpolicy.pdf\">University Archives Collection Policy<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Records Retention Schedules<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Consult the <a href=\"https:\/\/archives.nd.edu\/records\/retention.htm\">University Archives Records Management Retention Schedules page<\/a> for more information.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Guidance for Selection and Weeding<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Multiple Copies<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Retain up to 3 copies of any given document. Retain best-condition copies if there are condition variations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Drafts and Working Versions<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">However, for administrative and other non-creative works such as departmental reports, presentations, etc., retain the final version.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Discarding, Deaccessioning&nbsp;<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is best practice to shred discarded papers. Route materials to shred bins. Contact the shred coordinator or fill out the <a href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLScRxNiv3WpI3GOSFL8IPyPlZZKmGy-0oX8Bquxo-xSbJFfl7w\/viewform\">special shred request form<\/a> to schedule an outsized shred job.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When copies of published works are weeded from collections, contact relevant&nbsp; <a href=\"https:\/\/directory.library.nd.edu\/directory\/subjects\">subject liaison<\/a> to inquire if the title(s) should be added to the Libraries\u2019 general collection, if deemed appropriate.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Note the volume of material weeded from a collection as a deaccession within the content\u2019s accession record.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Digital and Physical Versions<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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 <a href=\"https:\/\/www.loc.gov\/ead\/EAD3taglib\/EAD3-TL-eng.html#elem-altformavail\" data-type=\"link\" data-id=\"https:\/\/www.loc.gov\/ead\/EAD3taglib\/EAD3-TL-eng.html#elem-altformavail\">Existence and Location of Copies<\/a> and <a href=\"https:\/\/www.loc.gov\/ead\/EAD3taglib\/EAD3-TL-eng.html#elem-originalsloc\" data-type=\"link\" data-id=\"https:\/\/www.loc.gov\/ead\/EAD3taglib\/EAD3-TL-eng.html#elem-originalsloc\">Existence and Location of Originals<\/a>&nbsp; notes to indicate the existence of other versions in the finding aid.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Appraisal is the process of assessing materials for historical value and alignment with a Repository\u2019s collection scope &amp; 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, \u201carchives\u201d or \u201carchival materials\u201d as defined by the Society of American Archivists, are [&hellip;]<\/p>\n","protected":false},"author":4613,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-8","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/pages\/8","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/users\/4613"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/comments?post=8"}],"version-history":[{"count":6,"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/pages\/8\/revisions"}],"predecessor-version":[{"id":272,"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/pages\/8\/revisions\/272"}],"wp:attachment":[{"href":"https:\/\/sites.nd.edu\/archival-processing-manual\/wp-json\/wp\/v2\/media?parent=8"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}