Title
A resolution to authorize destruction of Sheriff records DISP 2012-149 Sheriff 1991-2010.
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 for two of the boxes.
Records proposed for destruction total 41 boxes, including routine correspondence, daily reports, dispatch records log books, process log/cleared warrants, and offenders registry unit files - deceased. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. Two boxes are stored offsite and the balance of 39 boxes are currently 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 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...
Click here for full text