Title
A resolution to authorize destruction of Emergency Medical Services Records (DISP 2014-179 PS-EMS 1989- 2007).
Body
Recommended Action: Approve the resolution and direct the Emergency Medical Services 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 at this time will save EMS costs to store records at Underground Vaults and Storage (UVS) and free additional space in the courthouse records center (CRC).
Records proposed for destruction total 69 boxes and consist of EMS billing records, dispatch record log books, terminated employee files - department copies, vehicle maintenance and ownership records and routine correspondence for the years 1989 - 2007. A detailed inventory is available and will be maintained permanently by Records Management in both PDF and MS Excel formats as part of the documentation for the destruction case. There are 48 boxes stored at Underground Vaults and Storage - Hutchinson and 21 boxes in the courthouse records center. This destruction will completely clear all EMS boxes from offsite storage.
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, Emergency Medical Services Director Scott Hadley, has determined they have no continuing administrative value for operation of the Emergency Medical Services. 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 if 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.
The resolution also would authorize the Emergency Medical Services 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.
Due to the fact that some of these records contain personal medical information of private persons, the Records Manager recommends that they be destroyed by shredding.
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 offsite storage vendor to destroy will be $216.00; ($4.50 per box) for boxes stored offsite at UVS and $31.50 ($1.50 per box) to the commercial vendor for the boxes stored in the courthouse records center. Total charges for all disposal fees are $247.50. Finance has identified funds available within 12001-203 as 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.