PRONI Appraisal of Hardcopy Records

What is PRONI Appraisal?

PRONI appraisal is the process of determining whether records have permanent archival value.

PRONI’s purpose in appraising and selecting records for permanent preservation is to reflect activities, events and trends relating to the history of Northern Ireland and its people.  This includes evidence of economic, political, social, environmental, religious, educational and cultural affairs at government, community and individual level.

Records requiring PRONI appraisal are indicated in your organisation’s Retention and Disposal Schedule.

- See our guidance on developing a Retention and Disposal Schedule.

Why is PRONI Appraisal important?

Under the Public Records Act (NI), 1923, PRONI is designated as the official repository for records of historical significance which are created by public authorities in Northern Ireland. 

Appraisals ensure compliance with public authorities’ Retention and Disposal Schedules, facilitate the identification of records of archival value, and enable the appropriate disposal of records which are not of interest to PRONI and no longer required by the public authority.

 

Who arranges PRONI Appraisal?

Public authorities are responsible for managing the records they create, receive and inherit. Under the Code of Practice on Records Management (Section 46, FOI Act 2000), all public authorities should have:

  • a well-resourced information management function

  • a senior manager responsible for oversight of records

In Northern Ireland Government Departments, this responsibility is assigned to a Departmental Information Manager. All other Public Authorities should identify the role or individual within their organisation who has equivalent authority and responsibility for Records Management. This person will act as the main point of contact for PRONI and is responsible for arranging PRONI Appraisal. 

 

When should PRONI Appraisal happen?

If your Retention and Disposal Schedule shows PRONI Appraisal as the final action, your organisation should arrange for PRONI to conduct appraisal at two key stages:

1. PRONI First Appraisal

PRONI First Appraisal happens when records have:

  • reached the end of their retention period as stated in your Retention and Disposal Schedule, and

  • been confirmed as no longer required for business purposes

At this point, the public authority should contact PRONI to arrange a first appraisal. Records selected by PRONI at this stage must remain with your organisation until the second appraisal stage.

 

2. PRONI Second Appraisal

PRONI Second Appraisal is triggered when records with a PRONI Appraisal final action are approaching 20 years old (from last paper, entry, or closure date).

This stage may include:

  • records previously selected at the PRONI first appraisal (if that occurred in line with the schedule), or

  • records that missed their first appraisal but still carry the PRONI Appraisal final action

At this point, the public authority should contact PRONI to arrange a second appraisal. Selected records must be prepared for physical transfer to PRONI within six months of the second appraisal.

- See more about transferring records to PRONI and completing a Sensitivity Review.

 

How to arrange a PRONI Appraisal

The Departmental Information Manager or public authority equivalent role should:

  • prepare an accurate and comprehensive list of records requiring appraisal

  • submit the list to recordsmanagement@communities-ni.gov.uk

  • allow reasonable lead-in time for consideration of appraisal requests by PRONI

Following submission of your completed Pre-Appraisal list, PRONI will:

  • review the list and advise if an onsite appraisal is required for some/all of the listed records

  • schedule an appraisal visit within a reasonable timeframe

     

What happens during an onsite appraisal?

If an onsite appraisal is required, PRONI staff will visit the offices of the public authority and view the relevant files from the Pre-Appraisal list. No additional records should be presented for appraisal without prior consultation with PRONI.

Public Authority Actions:

PRONI Actions:

  • Appraise files in line with the PRONI Acquisitions Strategy and professional best-practice.
  • Create a list of selected records.
  • Issue a warrant for legal transfer to PRONI.

 

Supporting documentation/links