Title
A resolution to authorize destruction of County Clerk's records (DISP 2013-169).
Body
Approve the resolution, and direct the County Clerk and the Records Manager to destroy the records.
Background: This records disposal follows the same model as disposals previously approved by the Commission, and applies the Records Management Policy approved in 1998. Kansas law (K.S.A. 45-404(c)) requires that destructions of County records be authorized by the Board of County Commissioners. Approval at this time will save County Clerk costs to store records at Underground Vaults and Storage (UVS) and free additional space in the courthouse records center (CRC).
Records proposed for destruction total 25 boxes and consist solely of license and permit applications, KDWP daily reports, oaths and officer bonds, legal/public notices, insurance policies, inventory records, accounts receivable support documents, and use duplicates the period 1984-2008 and prior. A detailed inventory is available and will be maintained permanently by Records Management as documentation.
County Records Management Policy is to destroy at the earliest opportunity records identified (1) as eligible under State law, and (2) that lack continuing value adequate to offset costs to retain and make accessible. Custodian for the records proposed for destruction, County Clerk, has determined they have no continuing administrative value for operation of the Emergency Medical Services. Chief Financial Officer Chris Chronis has determined that they have no continuing fiscal value for County operations. The Records Manager has confirmed they are eligible for disposal by destruction consistent with State retention schedules, and finds that they lack identifiable research value adequate to offset costs. WSU Curator Special Collections/University Archivist, Dr. Lorraine Madway who serves as an independent reviewer for archival value, agrees they lack substantive research value and concurs in the recommendation...
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