Intrinsic Value of Local Government Archival Records - Publication #36

Intrinsic Value of Local Government Archival Records

By Warren F. Broderick

Publicaton No. 36

Revised June 2002

What is Intrinsic Value?

“Archival records” are those worthy of permanent retention because of the continuing impor-

tance of the information they contain for administrative, legal, or fiscal purposes, or for historical

or other research.

“Intrinsic value” is the term used by archivists to describe the various qualities

archival records may possess which necessitate their retention and preservation in their original

format. “Intrinsic value” may derive from either the age of a record, its physical form, the infor-

mation it contains, or a combination of these elements. Almost all records with intrinsic value are

archival records, but not all archival records possess intrinsic value. Archival records of local

government are dealt with in greater detail in publications available from the State Archives.

This publication explains the characteristics that give records intrinsic value. Determining

which records possess intrinsic value is a subjective process. Local Records Management Offi-

cers (RMOs) should consult with their records advisory board, local government historian, archi-

vists and other local governments with archival programs in determining which records possess

intrinsic value.

Local governments may need to retain certain records permanently in their original form re-

gardless of whether or not the information in these records is preserved on microfilm, tran-

scribed, photocopied, automated, or otherwise reformatted. Officials sometimes ask which re-

cords should be retained in their original form, and for what reasons. A common reason to retain

records in their original form is intrinsic value. On occasion records may need to be retained in

their original form following reproduction even if they do not possess intrinsic value, for conven-

ience of access and use.

Section 57.19 of the Arts & Cultural Affairs Law (the “Local Government Records Law”)

requires each local government to identify and properly administer these archival records.

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Characteristics of Intrinsic Value

All records having intrinsic value possess one or more of the following characteristics:

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Age that provides a quality of uniqueness. While age is a relative rather than an absolute

quality, it is sometimes more important to retain records of an earlier date than more recent

records of similar type because there is less chance that other records of an earlier date exist

to document government functions.

The State Archives does not permit disposition of local government records predating 1910

without special permission which, upon application to the State Archives, may be granted on

a case-by-case basis. See Publication #41: Retention and Disposition of Records: How Long

to Keep Records and How to Destroy Them, for a copy of this form and additional informa-

tion.

Physical form of significant interest. Certain records should be preserved in their origi-

nal form as evidence of changes in record keeping technology, media, and formats. A 17th

century lease written on parchment, a late 19th century stereoscopic slide, and a wax cylinder

sound recording from the early 20th century are examples of formats no longer used to re-

cord information. Retaining a small sample of such formats may be sufficient to document

and illustrate their use.

Unique physical features. Certain records may possess unique features, such as wax seals,

paper watermarks or printed letterheads that cannot be reproduced and may warrant preserva-

tion in their original form. Usually retaining examples of selected records will be sufficient to

preserve examples of these features.

Artistic or aesthetic quality. Certain records may possess notable aesthetic qualities. These

records may include hand-drawn and colored maps, architectural sketches, lithographed

bonds and certificates, and artistically appealing photographs. Records with intrinsic value

can often be for used for educational purposes and exhibits. The visual appeal of some re-

cords renders them very useful as illustrative or educational materials.

Need for physical examination. Records containing colors, special markings and other pe-

culiar physical characteristics, such as maps and architectural and engineering drawings, may

be difficult to reproduce accurately. In such cases only examination of the ink, paper, hand-

writing, scale and other characteristics of the original record may solve questions about the

record and the information it contains. Some original records may be needed for legal rea-

sons because they are of doubtful authenticity, or contain erasures, forged signatures or other

alterations.

Public interest because of direct association with famous people, important events,

places or issues. These are qualities that may require an entire series of records to be perma-

nently retained as archival. But which individual records in this series possess intrinsic quali-

ties requiring they be retained in their original form? Correspondence of a large city mayor,

for instance, may contain certain communications involving important state and national of-

ficials. Individual items in otherwise routine series may be especially noteworthy, for in-

stance, because of direct association with famous people or events. Some examples include a

campaign financing statement of a local official who later became a United States Supreme

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Court Justice, the first proclamation in the state of a city mayor honoring Vietnam War veter-

ans or blueprints of a county’s present modernistic office building.

Preserving Records That Have Intrinsic Value

Because of the importance of these records in their original form, an overall plan for their

preservation should be developed that is integrated in the overall program for archival records.

Microfilming or otherwise reproducing these records is useful because it can reduce handling of

original records and thereby preserve them for use in education and exhibits. Some records may

be significant enough to warrant specialized and sometimes costly individual conservation treat-

ment by a professional document conservator. A thorough need and cost analysis should be

completed before any conservation treatment is undertaken. Contact the State Archives for ad-

vice and additional information on archival microfilming.

Disposition and Loan of Records Having Intrinsic Value

Generally records having intrinsic value should not be disposed of or destroyed. In cases such

as engraved bonds and notes, examples may be retained and the balance disposed of at the end of

their retention period as specified in the appropriate State Archives’ records retention and dispo-

sition schedule. “Disposition” of records having intrinsic value does not necessarily imply their

destruction; the engraved bank notes, for example, could be donated to a local historical reposi-

tory. Local governments should establish comprehensive archival programs and retain physical

custody of all their records with enduring value. However, space and budgetary restrictions and

the costs of professional conservation treatment occasionally may make it advisable to loan some

of these records to appropriate historical records repositories where the records can be better pre-

served. Such a loan agreement must meet criteria established by the State Archives prior to its

implementation.

For Additional Information

Determination of which specific records possess intrinsic value cannot be answered by this in-

formational leaflet and must be addressed on a case-by-case basis by officials of the local gov-

ernment. This leaflet is only meant to explain the concept of intrinsic value and provide exam-

ples. It is based in part on Intrinsic Value in Archival Material, Staff Information Paper 21, pub-

lished in 1985 by the National Archives and Records Administration. For additional information

on the application of the principles of intrinsic value to specific series of local government re-

cords, contact:

Government Records Services

New York State Archives

9A47 CEC, Albany, NY 12230

(518) 474-6926