Title
A resolution to authorize destruction of Finance Timesheet records for the period 1998-2005 (DISP 2011-124).
Body
Recommended Action: Approve the resolution and direct the Chief Financial Officer 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 destruction of County records be authorized by the Board of County Commissioners. Approval at this time would free shelf space in the Courthouse Records Center (CRC) to accept additional boxes for storage and shelve boxes currently palletized.
Records proposed for destruction total 63 boxes of timesheets from various County departments. A detailed inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. Forty-nine boxes are currently palletized in the CRC, five are stored at Underground Vaults and Storage-Hutchinson, and nine are at Underground Vaults and Storage-Wichita.
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, Chief Financial Officer Chris Chronis, has determined they have no continuing administrative value for operation of Finance. 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 su...
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