Title
Resolution to authorize the destruction of Division of Information and Operations Records 1988-2011 (DISP 2014-199).
Body
Recommended Action: Approve the resolution and direct the Chief Information 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 destruction of County records be authorized by the Board of County Commissioners. Approval of this routine disposal keeps DIO in compliance with state law.
Records proposed for destruction total 7 boxes of internal supplies and services requests, contracts, accounts receivable records, KORA request/response records and timesheets for the period 1988-2011. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case in PDF and MS-Excel formats. All boxes are currently palletized in the Courthouse Records Center.
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, Chief Information Officer David Miller, has determined they have no continuing administrative value for operation of the Division of Information and Operations. 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 substa...
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