Title
A resolution to authorize destruction of Fire District 1 records (DISP 2013-145 PS-Fire) 1987-2010.
Body
Recommended Action: Approve the resolution and direct the Fire Chief 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 Fire District Policy adopted by the governing body on August 27, 2008. Kansas law (K.S.A. 45-404(c)) requires that destructions of Fire District records be authorized by the Board of County Commissioners sitting as the Governing Body of Fire District 1. Approval at this time would free space in the Courthouse Records Center (CRC) and in the Fire District records room to accommodate additional boxes for storage.
Records proposed for destruction total 108 boxes, and are comprised of Fire District 1 (FD 1) administrative records such as AP/PO/PV, timesheets, accounts receivable support documents, budget preparation files, building plans review - Fire copy, activity report records, routine correspondence, employee training records, grant work papers, hiring promotion process files, permits, safety inspection files, terminated employee files - department copy and KFIRS records from the Kansas Fire Incident Report System. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. About half of the records are currently palletized in the CRC and the rest are stored in the FD 1 records room.
Analysis: Fire District 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, Fire Chief, Gary Curmode, has determined they have no continuing administrative value for operation of the Fire District. Chief Financial Officer Chris Chronis has dete...
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