Title
A resolution to authorize destruction of Finance accounting records for the period 2003-2010 (DISP 2014-183).
Body
Recommended Action: Approve the resolution and direct the Chief Financial Officer 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 allow Records Management to properly manage the balance of Finance and County records stored at the courthouse records center and at offsite locations.
Records proposed for destruction total 135 boxes and contain Accounting, Purchasing, and Payroll records. Included in this disposal are: AP/PO/PV, banking records, timesheets, EMS billing and refunds, payroll reports, internal payroll audits and bids/RFQ/RFP. A detailed inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. All 135 boxes are currently stored in the courthouse records center.
County Records Management Policy is to destroy at the earliest opportunity records identified as: (1) eligible under State law, and (2) that lack continuing value adequate to offset costs to retain and make the records accessible. Custodian for the records proposed for destruction, Chief Financial Officer Chris Chronis, has determined they have no continuing administrative value for operation of the Division of Finance. The Chief Financial Officer has also 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 Ar...
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