Title
A resolution to authorize destruction of Aging Department records 1975-2008 (DISP 2013-158 HS-Aging).
Body
Approve the resolution and direct the Department on Aging Director, 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 destruction of County records be authorized by the Board of County Commissioners. Records proposed for destruction total 548 boxes for the period 1975-2008, and are comprised of Aging and Disability Services client records, AP/PO/PV, contractor/vendor assessments, contracts/grants, routine correspondence, grant working files, HCBS billings, program financial records and non-records/use duplicates. A detail inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case.
Analysis: 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, Department on Aging Director, Annette Graham, has determined they have no continuing administrative value for operation of Aging and Disability 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 to destroy. The County Counselor has co...
Click here for full text