Title
A resolution to adopt the records retention and disposition schedule endorsed by the state records board for use in retaining and disposing the records of the Central Plains Area Agency on Aging.
Body
Recommended Action: Approve the resolution and adopt the records retention and disposition schedule.
Over many years the Department on Aging has accumulated a considerable volume of records that no longer served any operational need, but it has lacked legal authority to request their destruction. No State retention and disposition schedule existed for the Aging function, and certain records series are specific only to this function. Without legal authority making them eligible to destroy, these records continued to be stored at commercial storage and continued to accumulate in the Courthouse Records Center.
Due to the reduction in State capacity to research and create as needed new county records series over the years, Sedgwick County Records Management, Legal and other staff have had to fill the void. County staff has researched and proposed to the State Archivist creation of new records series and even entire records retention schedules when they were lacking. State staff then has reviewed, obtained comments from other counties, revised and presented to the State Records Board (SRB) for approval. After adoption by the SRB, all counties could use such legal authority to destroy. A recent previous example of such a schedule proposed by County staff and eventually revised and adopted by the State for all counties is one for the Housing function.
In the case of Aging, beginning in January 2012, Records Management, Legal and Aging staff together applied the County Management Model. Records staff researched retention schedules for other states and Federal regulations, and Aging staff described operational needs. Legal counsel offered its perspective on contracts, agreements and regulations. Records Management pulled the information together, proposed a draf...
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