Introduction

The following questions provide an indication of some, but not all, considerations made during an archival appraisal.

Functional analysis

1. What are the duties of the office? What impact does the office have on the mission, policies, and functions of the organization?
   
   

2. What is the administrative level of the office? Where is the office located in the decision-making hierarchy?
   
   

3. Do the records detail the origins, structure, and primary functions of the creator(s)? Do the records detail the evolution of the creator(s) interest?
   
   

4. Do the records document the rights of individuals or organizations?
   
   

5. Do the records detail the financial responsibilities of the creator(s)?
   
   

6. Does the Dalhousie Libraries have other versions of the records? Are the records duplicated elsewhere, or maintained in another form?
   
   

7. Are the records related to archival material already held by the Dalhousie Libraries?
   
   

8. Do the records form a complete fonds or series?
   
   

9. Do the records have a discernible arrangement or filing system? 

Content analysis

Evidential value

1. How well do the records document the function, policies, structure, and activities of the agency or organization?  
   
   

2. Are the records original source material or secondary sources such as copies or transcriptions?

Informational value

1. Do the records contain information about significant people, events, trends, and topics affecting the history of mainland Nova Scotia?  
   
   

2. Are significant policies or activities described in the records?  
     

3. Do the records provide information, insight, or perspectives not documented by archival material currently maintained by the Dalhousie Libraries?  
   
   

4. Is the information well documented and reliable?  

Object analysis

1. Does the record have intrinsic value as a particularly significant document? Is the record significant because of the author or an original signature?
   
   

2. Is the physical form, material, or design of the record unique, special, or important?  
   
   

3. Is the medium upon which the information is recorded difficult to access or preserve?  
   
   

4. Is the record intact? 
   
   

5. What is the physical condition of the material? Will conservation measures be necessary?  
   
   

6. Is the value, accessibility, or reliability of the record’s content affected by its condition? 

Technical appraisal

1. Is specialized equipment necessary to play back the media?
   
   

2. What is the cost and feasibility of reformatting or migrating for preservation and access?
   
   

3. What are the file formats, codecs, and other technical specifications of the digital files?
   
   

4. Does the Dalhousie Libraries have a suitable digital preservation infrastructure for storing and maintaining such digital files?

Accessibility and use

1. Are the records subject to restrictions due to copyright, privacy, or confidential information? 
   
   

2. Are the records governed by any other statutes or regulations?
   
   

3. Did the donor impose any restrictions?
   
   

4. Does access to the material require specialized equipment or supplies?

Cost-benefit analysis

1. Does the archival value of the material, especially when compared with current holdings, warrant the time, cost, space, and human resources that will be required to maintain it?
   
   

2. Does the archival value of the material justify the application of necessary conservation and/or reformatting measures necessary to preserve it?
   
   

3. Does the Dalhousie Libraries have sufficient temporary and long-term space to adequately store and access the material? 

Ease of preservation

Preservation activities may be carried out differently depending on a variety of factors. This chart is meant to help you advise the researcher how well you can preserve the donation, based on the choices the donor has made and your institution’s preservation capabilities.