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Records Authority
Category: Archival Management

Archival Value

Also known as: Continuing Value, Permanent Value
Simply put

Archival value is the quality that makes certain records worth keeping over the long term because of their potential for ongoing use. Only a small portion of an organization's records typically have this value; the rest may be disposed of once their immediate business need has passed. Deciding whether records have archival value is the purpose of an appraisal process.

Formal definition

Archival value refers to the enduring worth of records that justifies their permanent retention or transfer to archival custody, based on their potential for continuing use beyond the immediate administrative or operational purpose for which they were created. In archival practice it is commonly analyzed in terms of evidential value (evidence of the creating body's functions, activities, and transactions) and informational value (information the records contain about persons, places, subjects, or events); some records are also identified as having intrinsic value, meaning qualities or characteristics that warrant preservation in original form. Archival value is typically assessed through appraisal, the process of determining whether records have permanent value. It should be distinguished from the primary administrative, legal, or fiscal value that supports short- or medium-term retention, and from disposition more broadly, since only records appraised as having archival value are selected for permanent preservation while others follow other disposition pathways. The specific criteria, thresholds, and proportion of records deemed archival vary by institution, jurisdiction, and appraisal policy.

Why it matters

Archival value sits at the heart of appraisal decisions that determine which records an organization commits to preserving indefinitely and which follow other disposition pathways once their immediate business need has passed. Because only a small portion of records typically warrant permanent retention, the concept provides the justification for selective preservation rather than indefinite accumulation. Getting these judgments right allows institutions to concentrate limited preservation resources on the records that retain enduring worth, while defensibly disposing of the far larger volume of records whose primary administrative, legal, or fiscal value has expired.

The stakes of these decisions are significant and, in many cases, irreversible. Records appraised as having archival value may serve as lasting evidence of an organization's functions and activities, or as a source of information about persons, places, subjects, or events long after their creators intended. Records incorrectly judged to lack such value and destroyed cannot be recovered, while records retained without genuine archival value impose ongoing storage, management, and access costs. The proportion of records deemed archival, and the criteria used to reach that judgment, vary considerably by institution, jurisdiction, and appraisal policy, so organizations should document the basis for their determinations rather than treat any single threshold as universal.

It is worth noting that archival value is distinct from retention more broadly. Retaining a record to satisfy a statutory or operational requirement reflects its primary value and does not, by itself, establish archival value. Only records assessed through appraisal as having continuing worth beyond that immediate purpose are selected for permanent preservation, and conflating the two can lead either to premature destruction or to unnecessary permanent retention.

Who it's relevant to

Archivists
Archivists apply appraisal to determine which records have permanent value and should be preserved or transferred to archival custody. Understanding evidential, informational, and intrinsic value gives them a structured basis for these judgments and for documenting why records were selected or not.
Records Managers
Records managers work at the point where primary administrative, legal, or fiscal value ends and questions of continuing value begin. Distinguishing archival value from ordinary retention requirements helps them route records to the correct disposition pathway, whether that is destruction, continued retention, or transfer for permanent preservation.
Information Governance Officers
Because only a small portion of records typically have archival value, information governance officers rely on this concept to justify defensible disposition of the remainder and to align preservation commitments with organizational policy. It supports proportionate resourcing rather than indefinite accumulation.
Researchers and Users of Archives
The records that survive appraisal as having archival value are those made available for ongoing use, often to researchers. The evidential and informational value identified during appraisal shapes what future users can learn about an organization's activities and about the people, places, and events its records document.

Inside Archival Value

Continuing value
The quality that justifies retaining a record beyond the period required for immediate business or operational use, typically because it holds enduring significance rather than short-term utility.
Evidential value
The worth of a record as evidence of the origins, functions, structure, and activities of the organization or person that created it, supporting accountability and demonstrating how and why actions were taken.
Informational value
The worth of a record for the information it contains about persons, places, events, or subjects, independent of its evidential role in documenting the creating body's activities.
Appraisal
The process, often guided by ISO 15489 and national archives methodologies, through which archival value is assessed and disposition decisions are reached, distinguishing records warranting permanent preservation from those eligible for destruction.
Relationship to disposition
Archival value is a determinant within disposition rather than a synonym for retention or destruction; records assessed as having archival value are typically directed toward transfer to an archive or permanent preservation rather than eventual destruction.
Jurisdictional and organizational context
The criteria used to establish archival value depend on organizational mandate, sector, and jurisdiction, and are often shaped by national archives guidance and applicable statutory frameworks.

Common questions

Answers to the questions practitioners most commonly ask about Archival Value.

Does archival value mean the same thing as long retention or permanent retention?
No. Long or permanent retention is a disposition outcome, while archival value is a judgment about why a record warrants continued preservation beyond its immediate business use. A record may be retained for a long period to satisfy a statutory retention requirement without possessing archival value, and conversely a record identified as having archival value is typically preserved because of its enduring evidential or informational qualities rather than simply because a retention clock has not expired. The two concepts often intersect at disposition, but they answer different questions: retention concerns how long, while archival value concerns whether ongoing preservation is justified on enduring grounds.
Is a record with archival value automatically more important than the records an organization uses day to day?
Not necessarily. Archival value reflects enduring evidential or informational significance, often to parties beyond the originating business unit, rather than operational importance. A record can be critical to current operations yet hold little archival value once its active use ends, while a record of modest day-to-day utility may carry archival value because it documents significant decisions, rights, or activities. The assessment depends on the purpose being served and, in many cases, on organizational policy and applicable archival appraisal criteria rather than on operational priority.
Who typically decides whether records have archival value, and on what basis?
Appraisal of archival value is commonly carried out by records managers, archivists, or designated authorities working within an organization's disposition framework, often in consultation with business owners and, where relevant, legal or compliance functions. The basis for the judgment usually combines evidential considerations, such as documentation of significant functions, decisions, rights, or obligations, with informational considerations, such as broader research or accountability interest. The specific criteria and who holds decision authority depend on organizational policy and, in many jurisdictions, on archival legislation or national archives guidance applicable to the sector.
At what point in the lifecycle should archival value be assessed?
Appraisal for archival value can occur at several points, and organizations often benefit from considering it early. Assessing value at or near creation and classification, sometimes reflected in a retention and disposition schedule, allows preservation requirements to be planned rather than reconstructed later. Reassessment frequently occurs as records approach the end of their active retention, when a disposition decision must be made. The timing that suits an organization typically depends on its policy, the volume and nature of its records, and any applicable regulatory or archival requirements.
How is a determination of archival value usually documented?
Determinations of archival value are commonly recorded within retention and disposition schedules or associated appraisal documentation, so that the rationale and the resulting disposition action are traceable. Capturing the reasoning supports accountability and helps demonstrate that decisions to preserve, transfer, or otherwise dispose of records were made deliberately and consistently. The level of detail and the format of such documentation vary with organizational policy and with any oversight or reporting obligations that apply in a given jurisdiction or sector.
What happens to records identified as having archival value once their active use ends?
Records assessed as having archival value are typically directed toward a disposition outcome that preserves them rather than destruction. Depending on organizational policy and jurisdiction, this may involve transfer to an in-house archive or to an external archival authority, or retention under conditions intended to maintain authenticity, integrity, and usability over time. Because preserving records long term raises ongoing considerations around format, accessibility, and integrity, the appropriate arrangements depend on the organization's capabilities and any applicable archival requirements.

Common misconceptions

Archival value simply means a record must be kept for a long time.
A long statutory or business retention period reflects retention requirements, which are distinct from archival value. A record may need to be retained for many years for compliance reasons yet still lack the continuing evidential or informational significance that justifies permanent preservation. Conversely, archival value concerns enduring significance rather than the length of a retention obligation.
Assigning archival value is the same as deciding to archive or store a record.
Archival value is an appraisal judgment about a record's enduring significance, whereas archiving describes the act of moving records to a repository. Determining archival value informs the disposition outcome, which may include transfer to an archive or permanent preservation, but the assessment itself is a distinct step from the storage action.
Only official or high-level records can have archival value.
Archival value can arise from either evidential value, reflecting how the creating body functioned, or informational value, reflecting content about people, events, or subjects. Records that may appear routine can hold significance on either basis, so status or seniority alone does not determine whether a record has archival value.

Best practices

Apply a documented appraisal process, informed by recognized standards such as ISO 15489 and applicable national archives guidance, so that archival value determinations are consistent, defensible, and repeatable.
Assess both evidential and informational value when appraising records, recognizing that a record may hold archival value on either or both grounds.
Keep archival value distinct from retention periods in policies and schedules, and record the reasoning behind each determination to support accountability and later review.
Integrate archival value assessments into disposition decisions, clearly indicating whether an outcome directs a record to transfer, permanent preservation, or eligibility for destruction.
Account for organizational mandate, sector, and jurisdictional requirements when setting appraisal criteria, and use qualified criteria rather than assuming a single universal standard applies.
Periodically revisit appraisal criteria and prior determinations, since the significance attributed to records can change as organizational functions, regulatory expectations, and research interests evolve.