This past summer, Cory Nimer, Blake Miller, and I were tasked with the responsibility to develop the INDI Appraisal module. Appraisal, as suggested in the Society of American Archivists Glossary for Archivists, is the process of identifying records that have long-term historical or retention value. One of the most important appraisal tools available to the archivist or manuscripts curator is the collection development policy. The well-defined collection development policy identifies the types or kinds of historical materials acquired by archival institutions.

Traditionally, archivists have maintained paper-based case files to document or otherwise record appraisal activity. In terms of the web-based nature of the INDI Project, however, it was important that we also maintain or otherwise preserve a permanent electronic record documenting all appraisal transactions.

To accomplish this task we created a flow chart incorporating all major elements (from our perspective at least) of the appraisal process beginning with the identification of a potential collection or a potential collection donor—what we called in INDI parlance “lead identified.” Following steps, as outlined in our flow chart, and as developed by INDI software programmer, Curtis Thacker, include:

1. “Collection description” information, including a description of the contents of a specific collection.
2. “Contact” information for the donor or vendor, including an address, phone number, e-mail address, etc.
3. “Fieldwork reports”, including correspondence with donors and vendors; and
4. An “appraisal” statement indicating whether the collection in question was acquired and the reasons for its acquisition; as well as the “disposition” of materials not selected, and the reasons why the materials in question were not acquired.

The long-term importance of the case file, including the permanent retention of appraisal information, cannot be overstated. Appraisal records not only document the provenance of the collection they become part of our institutional histories. They are frequently consulted by archivists and manuscripts curators and they inform our understanding of the collections in our care. It is our expectation that INDI will further facilitate the creation and maintenance of accurate case file and appraisal information.