Title
A resolution to authorize destruction of COMCARE Records (DISP 2014-187 Comcare 1970-2009).
Body
Recommended Action: Approve the resolution and direct the COMCARE 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 destructions of County records be authorized by the Board of County Commissioners. Approval of this routine disposal keeps COMCARE in compliance with state law and will save offsite storage fees.
Records proposed for destruction total 259 boxes and are comprised of records that fall under several series on the state schedule. Included in this disposal are: client banking records, deposits, billing, accounts receivable, activity report records, AP/PO/PV, contracts, grant working files, appointment logs/books, client service forms and terminated employee files-convenience copy. A detailed inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. Of the records in this disposal, 113 boxes are currently stored with the offsite vendor, Underground Vaults and Services, and the balance of 146 boxes are 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 the costs to retain and make the records accessible. Custodian for the records proposed for destruction, COMCARE Director Marilyn Cook, has determined they have no continuing administrative value for operation of COMCARE. 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 rete...
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