The principles for appraising digital records are the same as for paper records: PRONI appraisal determines whether records have permanent archival value and should be preserved. For full details on the appraisal process, see our guidance on PRONI Appraisal of Public Authority Records.
This page highlights additional considerations for digital records.
Before arranging a PRONI Appraisal
Public authorities must prepare for appraisal by ensuring:
- Records identified for appraisal are listed in your operational Retention and Disposal Schedule.
- You can produce a list of records for appraisal (an Excel spreadsheet is acceptable). Contact PRONI to discuss should be included in the list.
- You have considered how PRONI staff will access and view the records:
- Provide a secure, read-only method of access.
- Limit access strictly to the records listed for appraisal.
- Ensure an audit trail is maintained.
- You can provide a mechanism for PRONI to mark records which are selected as a result of the PRONI appraisal, ideally linked to the initial appraisal list.
Public Authority Actions
- Prepare an accurate list of records for appraisal (Excel format is acceptable).
- Contact PRONI to discuss fields and format for the list.
- Arrange secure, read-only access for PRONI staff to view the records.
- Ensure access is restricted to the records listed for appraisal.
Provide a way for PRONI to confirm which records have been selected records during the appraisal.
PRONI Actions
- Appraise records in line with the PRONI Acquisitions Strategy and professional best practice.
- Create a list of selected records following appraisal.
- Confirm next steps for transfer and sensitivity review.