Title
A resolution to authorize destruction of Sheriff Inmate medical records DISP 2012-147 2005.
Body
Approve the resolution and direct the Sheriff, 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 save the Sheriff’s Department money on the yearly fees charged by Underground Vaults and Storage (UVS) at both the Wichita and Hutchinson locations.
Records proposed for destruction total 89 boxes of inmate medical records. 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 stored offsite at UVS locations.
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, Sheriff Robert Hinshaw, 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 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 in...
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