Title
Resolution to the authorize destruction of Aging Department records 2006-2008 (DISP 2014-200).
Body
Recommended Action: 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 82 boxes for the period 2006-2008, and are comprised of Aging and Disability Services client records, HCBS billings, program financial records and timesheets. A detail inventory is available and will be maintained permanently by Records Management in PDF and MS-Excel formats as part of the documentation for this 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 confirmed these records no longer are needed to represent the County’s legal inter...
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