SIA Appraisal Methodology
Conclusion

This methodology, which is divided into three main stages—Research and Preparation; Records Examination; and Evaluation, Decision and Documentation—gives structure to the appraisal process. During each stage of the process, the Criteria looms in the background. The appraiser constantly refers back to the document to keep in mind the four core Smithsonian functions and the offices whose records will best document those functions. At the same time, the appraiser is always re-evaluating the Criteria—adding, modifying, and deleting inaccurate information—making the Criteria a living document and keeping it up-to-date.

By following these guidelines, the appraiser is better prepared to converse with Smithsonian records creators and to make educated, confident decisions about records that best document Smithsonian history. The process encourages the appraiser to consider each office's function within the Smithsonian, its role in serving that function, and the records that best document its activities. The appraiser gathers information and forms a hypothesis, or certain assumptions, concerning what an office does and what records it creates. During appraisal visits and actual examinations of records, the appraiser begins to test his or her hypothesis by applying the Appraisal Criteria. The appraiser is then equipped with a knowledge of historical context and record types—the big picture and the finer details—necessary to make appraisal decisions.

The methodology also provides a means for the appraiser to articulate and justify his or her decisions to records creators and to document those decisions for the benefit of future appraisers. This is not only beneficial to present and future SIA staff, but provides an educational outreach tool to Smithsonian offices. Smithsonian staff will become better informed regarding the types of records they create, how they are (or should be) organized, what should be transferred to the Archives or discarded, and more importantly, why. The Archives provides a service and its staff gains credibility.

The result when following this methodology is more efficient working relationships with offices, more consistent appraisal decisions, and documented rationale for those decisions. Appraisal becomes less of an individual art form, and more of a structured process.

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