The activity of any enterprise is primarily associated with the formation of a huge number of documents, different in content and type. But not all documentation has value. Some may become a source for studying economic, cultural and political life, as they carry valuable information. Other documents are of practical importance. Therefore, the role of all documents cannot be considered the same. The main task of the examination is to determine the documentation of historical value and select it for storage. The value is determined by the information capabilities of documents, due to scientific, historical, economic, social, cultural or political significance.
An examination of the value of documents is the identification of the socio-cultural, scientific and historical value of a document and its practical significance based on the principles and criteria of value for selection for storage and establishing storage periods.
The examination of documents is carried out, as a rule, by a special expert commission created at the enterprise. The commission is created from among more qualified employees by order of the head of the organization of four to five people. Mandatory members of the commission are the chief accountant, the head of the archive and the head of the documentation support department .
In the process, the commission is based on the principles developed by the practice and theory of archiving. These are the principles of comprehensiveness, historicism, socio-political neutrality and complexity.
Based on these principles, criteria were developed by which the examination of the document is carried out. Criteria are a set of features that the documentation must comply with. Currently, there are 3 main groups of criteria for determining the value of data:
1. origin;
2. content;
3. external features.
The group of criteria for the origin of the document includes the following parameters:
1. Significance of the person or institution that created the documentation. The more significant its role in the national economy, public administration, science, culture, and other sectors, the more valuable the data will be considered.
2. Place and time of formation of documents. Important information is considered to be recorded simultaneously with the described event or shortly after it. In addition, information will be more important if it is recorded in the same place where the event occurred.
3. The intensity of the documentation. The more valuable the information, the less publications there are.
Thus, the examination of the value of documents is designed to highlight those documents that reflect the history of public life or a particular organization at crucial moments.
Content criteria include the following key parameters:
1. The value of information. Documents that contain unique information will be greatly appreciated by the examination.
2. Types of documents. In the process of work, preference must be given to documents designed to record the most important aspects of the organization's activities and society.
3. Repeat information. Information will be the more valuable the less often it is found.
External features criteria include:
1. The authenticity of the documents. An examination of the value of documents is also necessary to assess the authenticity of information. In the event that a copy is evaluated, it must be properly executed and certified.
2. Legal validity of documentation. Of great importance in the process of office work, as already noted, is the proper documentation.
3. The degree of preservation of the documentation.
4. Artistic features.
The specified criteria are considered conditional. An examination of the value of documents may include other criteria depending on the goals and characteristics of the enterprise.