ACQUISITION AND APPRAISAL OF ARCHIVES

1. Importance of Appraisal

1.1. Good Administration

1.2. Lead to prompt records disposal

1.3. Balance the disposal of records in life cycle- not too early or not too late

2. Elements in Acquisition Policy

2.1. General statement of purpose

2.2. Statement of authority

2.3. Definition of terms

2.4. General description of acquisition responsibility

2.5. General description of conditions which material must meet to be acquired

2.6. General description of review and de-accessioning of unwanted material

2.7. Information to whom to contact about material for potential acquisition

3. Acquiring Methods

3.1. Transfer - selected archives will be prepared for the transfer and usually based on the designed disposal schedule.

3.2. Loan - Temporary loan only for specific purpose to use in an exhibition. Once its finish, the material must be return. Indefinite loan avoid receive any indefinite loans as it can give a lot of problem to archives.

3.3. Purchase - an expensive practice. This method will be needed when there is valuable to archives materials and affordable to purchase.

4. Definition: Appraisal is a process of determining two important processes which is enduring value and continuing utility

4.1. Continuing utility is the process where archivist have to decide what to kept for how long it needed to support any organization

4.2. Enduring value is the process that need archivist to choose what records need to be permanently preserved for their own historical value

4.3. Situation 1 - the continuing utility and enduring value of the records can be predict based on their life cycle phase. Situation 2 - not possible to predict and second review is needed to determine the potential of archive

5. Inefficient of records appraisal

5.1. records management system not organize

5.2. Storage will become full because all inactive records have not being dispose

5.3. Retrieval of records weak

5.4. records system unorganized with semi and non current records

5.5. Increasing of backlog records

6. Purpose of Acquiring Methods

6.1. To ensure the safety of national heritage treasure is preserved

6.2. To add more collection of national heritage including from the outside of country

6.3. To promote archives for future generations

6.4. To protect and maintain the archives from damage