Title
A resolution to authorize destruction of Sheriff records DISP 2014-174 1994-2012.
Body
Recommended Action: Approve the resolution and direct the Sheriff and the Records Manager to destroy the records.
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 save the Sheriff’s Department money on the yearly fees charged by Underground Vaults and Storage (UVS) and will free up additional space in the courthouse records center so that more boxes of the Sheriff's records can be stored onsite.
Records proposed for destruction include a total of 62 boxes of inmate medical records, daily and activity reports; employment applications, not hired; offenders registry - deceased; process logs and timesheets. A detailed inventory is available in Excel and PDF formats and will be maintained permanently by Records Management as part of the documentation for the destruction case.
County Records Management Policy is to destroy at the earliest opportunity records identified as: (1) eligible under State law, and (2) that lack continuing value adequate to offset costs to retain and make the records accessible. Custodian for the records proposed for destruction, Sheriff Jeff Easter, 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 of Special Collections/University Archivist, Dr. Lorraine Madway, who serves as an independent reviewer for archival valu...
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