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Ke€ping the objectives for records appraisal and scheduling in mind will suPpDrt the imple- 20811 -me1ì.taticm of an effective program of records retention. e. ~ ANAL YSIS A1"'ID APPRAISAL PROCESS Analysis and appraisal is the process by which each records series is classified according to certain characteristics, which will be later used to develop and implement the records control schedule. For example, analysis of a records series maintained in a particular department may show tha tit is the official record copy and mus t b€ kept for the full retention period. There ma y be convenience copies of the same records in other departments that are needed for oilly a brief period of time. One of the best ways a records management program can sàve money is to identify and destroy convenience copies when they are no longer needed, especially in expensive office space. In another example, however, a records series may be located in more than one department but none of the records showd be destroyed. One department may have the record copy while a second department, in a separate location, has a disaster recovery backup copy that needs to be maintained for the If the local gavernment has never practiced full retention period. Analysis will reveal which records should be classified as essential or vital records manageriænt, amliysis and appraisal to the operations of the government and must be usually reveal that many records can be protected to ensure their availability in the event destraye1i. ar moVed to inactive storage. im- of a disaster. Some records should also be clas- medmtely, upon. proper apprm:al. silled as confidential or sensitive, which will affect the level of security they require. / Completing the analysis section of the form - The analysis section ~n th~ inventory form is . ~sed to provide additional information in order that the appraisal of records be as accurate as possible. The fields in the analysis section are nwnbered as follows: . 11. Records Liaison Officer - If the records management plan of the local government provides for the appointment of a records liaison officer for each office or department, th€ name and telephone n~ber of the officer showd be entered here. If there is not a records liaison for the office or department, the analysis section cowd be completed by the records management officer in consultation with departmental staff. The entry for this field can be typed on a blank form before duplication. 12. Record Copy? - A significant consideration in the analysis of ~ records series is to determine if the records are the offiàal record copies of documents, which must be retained for the full retention period. If not the record copy, any convenience 0r working copies of records ma y be discarded as soon they are no longer needed for their temporary purpose. To be in legal compliance with the records control schedwe, convenience copies may not be retained any longer than the retention period approved for the record copy. Fields 13 and '14 have related questions to determine the location of either the record copy or convenience duplicates. By analyzing this information, accurate entries for the record series can be made on the records control schedule to show which department has the record copy. By identifying extra copies of records, the departments are more likely to give attention to eliminating unnecessary duplication that wastes space and money. The records management officer should decide and - - Stipp!. p. 6-19.503.6