Title
A resolution to authorize destruction of Treasurer Tag office motor vehicle records (DISP 2014-171 TRS-Tag 2009-2010).
Body
Recommended Action: Approve the resolution and direct the County Treasurer 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 would free shelf space in the Courthouse Records Center (CRC) to accept additional boxes for storage.
Records proposed for destruction consist of 624 boxes of motor vehicle records. A detailed inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. All records are currently palletized in the CRC.
Analysis: County Records Management Policy is to destroy at the earliest opportunity records identified as: (1) eligible under State law, and (2) lacking continuing value adequate to offset the costs to retain them and make them accessible. Custodian for the records proposed for destruction, County Treasurer Linda Kizzire, has determined they have no continuing administrative value for operation of the Treasurer’s office. 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 of 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 confirmed these records no longer are needed...
Click here for full text