Archival
Appraisal Criteria for Institutional Documents
All
records sent to the Archives and Special Collections should be reviewed
using these criteria. The criteria here should be used, for the
most part, to review records series not individual records. The
criteria should also be used in conjunction with the document type
lists. While all series should be reviewed using these criteria,
series containing those documents falling into categories II and
III should be analyzed with the greatest care.
A. Functional
Analysis: Overview of the office of origin.
- Administrative
level of the office - location in the decision-making hierarchy
(generally, the higher the office the more unique the records).
- Duties of
the office - impact on the mission, policies, and functions of
the agency or organization.
- Identify
which record types created by the office best document its functions.
- Identify
records which are required to be maintained by state or federal
law
- Identify
records which are declared confidential by state or federal law.
- Identify
records which are declared confidential by Mount Holyoke College
Policy.
B. Content
Analysis: Quality of information within the records.
1. Significance
of Subject.
In general,
how well do the records document the development and activities
of the office or department that created them. How does the information
in the records compliment or add important information to the holdings
of the Archives and Special Collections.
- Do the
records contain information about important periods in the development
of the office or department?
- Are the
interests, values, and experiences of the individuals involved
in the development of the office or department documented in
the records?
- Do the
records contain significant information about people, events,
trends, and topics related to the history of Mount Holyoke College?
- Are the
interests, values, and experiences of a particular segment of
the Mount Holyoke College community well represented in the
records?
- Do the
records contain significant information by or about individuals
of local, national, or international importance?
- Are significant
local, national or international events, trends, and topics
described?
- Do the
records provide information, insight, or perspectives not documented
by other records or papers currently maintained by the archives?
- Do the
records contain documentation about individuals that would be
useful to genealogical researchers?
- Does the
information in the records complement other papers or records
in the collection?
2. Quality
of Documentation.
- Do the
records cover a wide range of subject areas or one particular
subject?
- Is the
information in the records detailed or general?
- Is the
office or department from which the records were obtained the
creator of the records?
- Are the
records primarily made up of original source materials, transcriptions
or secondary sources?
- How complete
are the records?
- Do
the records cover the long or short time period in the development
of the office or department?
- Are
there significant gaps in the time period covered?
- Do
the gaps limit or impair the completeness of the documentation?
C. Object
Analysis.
- Does the
record have intrinsic value as a particularly significant or
revered document, or because of the author or an original signature.
- Is the
physical form, material, or design of the record unique, special,
or important?
- Is the
medium upon which the information is recorded difficult to access
or preserve?
- Condition.
- Is
the record intact?
- Will
conservation measures be necessary?
- Is
the value, accessibility, or reliability of the record’s
content affected by its condition?
D. Accessibility
and Use.
- Assess
the anticipated use of the materials based on past reference
activity and the significance and popularity of the topic.
- Assess
the potential increase in the value of the record to future
researchers.
- Are there
legal or College imposed restrictions on the use of the records?
- Can the
archives preserve and use the record in its original format?
If not, does an alternative format affect the value of the record
and the information it contains?
E. Cost Benefit
Analysis.
- Does the
value of the record, especially compared with current holdings,
warrant the time, cost, and space that will be required to maintain
it?
- Does the
value of the record justify the application of needed conservation
measures?
- Can the
archives adequately store and access the records?
- Does accessing
the information on the record require the acquisition of special
equipment or material
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