Title
Resolution to authorize the destruction of Appraiser office appraisal process records 1986-2012 (DISP 2014-201).
Body
Recommended Action: Approve the resolution and direct the Appraiser 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 at this time would free shelf space in the Courthouse Records Center (CRC) to accept additional boxes for storage as well as save storage fees at Underground Vaults and Storage - Hutchinson (UVS-H).
Records proposed for destruction total 187 boxes, the bulk of which are appraisal process records. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case in both PDF and MS Excel formats. There are 91 boxes that are currently stored in the courthouse records center and an additional 96 boxes stored at Underground Vaults and Storage - Hutchinson.
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, Appraiser Michael Borchard, has determined they have no continuing administrative value for operation of the Appraiser’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 Special Collections/University Archivist, Dr. Lorraine Madway who s...
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