Title
A resolution to authorize destruction of Treasurer Tax records (DISP 2014-172 TRS-Tax).
Body
Recommended Action: Approve the resolution and direct the County Treasurer 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 at this time would free shelf space in the Courthouse Records Center (CRC) to accept additional boxes for storage and shelve boxes currently palletized.
Records proposed for destruction total 77 boxes of tax office records including daily balance register, tax statements, banking records, legal/public notices, redemptions and terminated employee files - department copy. A detailed inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. All boxes are currently palletized in the CRC.
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 costs to retain and make accessible. Custodian for the records proposed for destruction, County Treasurer Linda Kizzire, has determined they have no continuing administrative value for operation of the tax 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 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 include the personal information of citizens including signatures, personal identifiers and account numbers, the Records Manager recommends that these records be destroyed by shredding.
The resolution also would authorize the County Treasurer 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 accessible.
Financial Considerations: One-time fees for the commercial vendor to destroy are estimated at $115.50 ($1.50 per box). Finance has identified funds available within 76001-110 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.