This chapter examines how appraisal methodologies need to adapt to the evaluation of electronic records. It includes an examination of the role of disposal scheduling, the impact of legislation and destruction of electronic records. At the end of the chapter is a sample table of requirements for retention and disposal.

Before considering appraisal in an electronic environment, we need to be clear about some of the key terms used. Different words and phrases are used by different people in the profession but, for the purposes of this book, the following have been adopted:

The process of appraisal is important to ensure that the records that should be kept are kept for as long as they are needed – either for finite, identified periods or as archives – and that disposal decisions are properly justified and documented. Appraisal also includes determining what the records are; who creates them and why; how they relate to the creating organization's functions and to other records; and how, when and by whom they were used. All this information is required in order to be able to make a valid judgement on the length of time for which records should be kept. Analysis of the context of a record is a vital part of the overall process of appraisal.