Title
A resolution to authorize destruction of Sheriff records DISP 2014-174 1994-2012.
Body
Recommended Action: Approve the resolution and direct the Sheriff and the Records Manager to destroy the records.
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 save the Sheriff's Department money on the yearly fees charged by Underground Vaults and Storage (UVS) and will free up additional space in the courthouse records center so that more boxes of the Sheriff's records can be stored onsite.
Records proposed for destruction include a total of 62 boxes of inmate medical records, daily and activity reports; employment applications, not hired; offenders registry - deceased; process logs and timesheets. A detailed inventory is available in Excel and PDF formats and will be maintained permanently by Records Management as part of the documentation for the destruction case.
County Records Management Policy is to destroy at the earliest opportunity records identified as: (1) eligible under State law, and (2) that lack continuing value adequate to offset costs to retain and make the records accessible. Custodian for the records proposed for destruction, Sheriff Jeff Easter, has determined they have no continuing administrative value for operation of the Sheriff's Department. The Chief Financial Officer has also 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 are no longer needed to represent the County's legal interests.
Due to the fact that some of these records contain personal medical and other protected information, the Records Manager recommends that these records be destroyed by shredding.
The resolution also would authorize the Sheriff, 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 any of the records included in this disposal and that fall within the time periods or records series listed or previous years.
Alternatives: These records could continue to be retained, either in whole or in part, which would also continue associated costs to store and make accessible.
Financial Considerations: One-time fees for boxes stored offsite are $13.50 ($4.50 per box) and $123.90 for boxes stored in the records center. Finance has identified funds available within 17007-110 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.