A functional approach to appraisal and retention scheduling

Abstract

PurposeThis paper presents the approach being taken to appraisal and retention scheduling at the National Patient Safety Agency based on the principles of ISO 15489.Design/methodology/approachThe 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.FindingsThe 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/valueConsiders the lessons learned and how they are influencing the development of retention policy and practice.