Title
Resolution to authorize the destruction of Health Department records 1990-2008 (DISP 2014-202 HS-Health).
Body
Recommended Action: Approve the resolution and direct the Health Department 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 113 boxes for the period 1990-2008, and are comprised of mixed health series including; children’s dental, primary care and other minors’ charts, immunization consents, medical billing and receipts, HIPAA compliance correspondence, grant working files, tuberculosis records - treated, timesheets, and adult charts from various programs. 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 the 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, Health Department Interim Director Adrienne Byrne-Lutz, has determined they have no continuing administrative value for operation of the Health Department. 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 th...
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