The collection or acquisition policy outlines interests and limits of the material that a repository will seek to acquire. This is intended to make decisions on appraisals consistent and transparent. The policy usually addresses the limits of what will be collected, methods used to acquire objects, information about disposal and deaccessioning, and information about access. 

Archival Collection Policy

A system that proactively assigns sets of documents and records for either disposal or transfer to archival storage based on a schedule. This is a system that is usually employed to appraise the value of active records based on their currency and relevance to ongoing administrative functions. 

Retention Schedules 

Sampling is a method of appraisal employed with large repetitive collections that hold information of value but may be too voluminous to maintain in their entirety. Sampling is an appraisal process where only parts of a collection are kept. The decision to keep parts can employ statistical methods for a random sample, take an illustrative approach targeting specific content, choose records from a specific time (chronological), or sequentially choose items at a defined interval.  

Sampling

The attempt to maintain records that offer insight on government activities and how these interact with society. Beyond merely determining the value of records to government, this approach attempts to understand the impact of these records and associated activity on society. 

Macro Appraisal 

Methods and tools used by archivists to make appraisal decisions.

- Collection Policy
- Retention Schedules
- Sampling
- Documentation Strategies 
- Macro Appraisal 
- Minnesota Method
- Functions-Based Appraisal 



San Jose State University

The system by which the value of a record is evaluated. Records are evaluated based on their characteristics, use, format, relation to other records and other factors to determine their value. This informs the archivist on which records should be kept and which records should be dismissed or destroyed. Methods of appraisal often vary by institution and nation. 

Archival Appraisal

Evans, J., McKemmish, S., & Reed, B. (2018). Archival appraisal and acquisition. In McDonald, J. D. & Levine-Clark, M. (Eds.) Encyclopedia of Library and Information Science (4th ed.). (pp.105-114). CRC Press. 

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