Title
Resolution to authorize the destruction of Housing Department records 1995-2008 (DISP 2014-204).
Body
Recommended Action: Approve the resolution and direct the Housing 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 168 boxes for the period 1995-2008, and are comprised of accounts payable records, program participant files for community development block grant program, routine correspondence, HOME program files, Kansas Mortgage Savers program mortgage credit certificates, Section 8 program tenant files, and TBRA tenant files. 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, Housing Department Director Dorsha Kirksey, has determined they have no continuing administrative value for operation of the Housing 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 they lack substantive research value, and...
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