A functional approach to appraisal and retention scheduling

Abstract

Purpose

This paper sets out to present the approach being taken to appraisal and retention scheduling at the National Patient Safety Agency based upon the principles of ISO 15489.

Design/methodology/approach

The paper sets out the background to, and the factors affecting, the development of appraisal and scheduling practice. It then focuses on the use of a functional analysis approach to appraisal and scheduling within the context of a pilot project, describing the appraisal methodology, survey and scheduling techniques used within the pilot and evaluating their effectiveness in meeting relevant statutory and organisational requirements for records retention.

Findings

The pilot survey provided valuable learning. Functional appraisal and surveying techniques were found to be particularly effective for establishing the business context of records and identifying their primary values; that is the legal and organisational requirements governing their retention. However, they were less effective at recognising secondary values such as archival value or dealing with the legacy records.

Originality/value

The paper concludes by considering the lessons learned and how they are influencing the development of retention policy and practice.

Citation

Man, E. (2010), "A functional approach to appraisal and retention scheduling", Records Management Journal, Vol. 20 No. 1, pp. 104-116. https://doi.org/10.1108/09565691011039870