Title
A resolution to authorize destruction of COMCARE Records (DISP 2014-173 Comcare 1962-2002).
Body
Recommended Action: Approve the resolution and direct the COMCARE 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 destructions of County records be authorized by the Board of County Commissioners. Approval of this disposal keeps COMCARE in compliance with state law and will save offsite storage fees.
Records proposed for destruction total 2,561 boxes, and are comprised solely of COMCARE client chart records that fall under a single series on the state schedule. Many of the charts eligible for disposal are well past their eligible destruction date, but due to the age of the records, all boxes will be inventoried prior to destruction. A detailed inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. All of the records in this disposal will be reviewed and disposed of from the courthouse records center.
Analysis: County Records Management Policy is to destroy, at the earliest opportunity, records identified as: (1) eligible under State law, and (2) lacking continuing value adequate to offset the costs to retain them and make them accessible. Custodian for the records proposed for destruction, COMCARE Director Marilyn Cook, has determined they have no continuing administrative value for the operation of COMCARE. 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 of 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 interests.
Due to the fact that these records contain personal medical information of individuals, the Records Manager recommends that these records be destroyed by shredding.
The resolution also would authorize the COMCARE Director, and the Records Manager to destroy any records or duplicates, regardless of format or media, that may be found in the future that can be identified as the records series listed on the inventory and that fall within the time periods listed or previous.
Alternatives: These records could continue to be retained, either in whole or in part, which would also continue associated costs to store and make them accessible.
Financial Considerations: One-time fees for the commercial vendor (Cintas Document Management) to destroy are estimated at $4,481.75 ($1.75 per box). Finance has identified funds available within 31001-202 sufficient to pay destruction fees.
Legal Considerations: The authority for this action is K.S.A. 45-401 et seq. A simple majority vote is required
Policy Considerations: The recommended action would apply existing policy.