Title
A resolution to authorize destruction of COMCARE Records (DISP 2012-144 Comcare 1997-2008).
Body
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 routine disposal keeps Comcare in compliance with state law and will save offsite storage fees.
Records proposed for destruction total 178 boxes, and are comprised of records that fall under several series on the state schedule. Included in this disposal are client banking records, deposits, billing, accounts receivable support documents, appointment logs/books, employment applications-not hired, and terminated employee files-convenience copy. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. Of the records in this disposal one box is currently stored at UVS-H, nine boxes at UVS-W, and 168 boxes are palletized in the courthouse records center.
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 the costs to retain and make accessible. Custodian for the records proposed for destruction, COMCARE Director, Marilyn Cook, has determined they have no continuing administrative value for 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. WS...
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