Title
A resolution to authorize destruction of Finance Accounting records for the period 1973-2008 (DISP 2012-130).
Body
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 destructions of County records be authorized by the Board of County Commissioners. Approval at this time would allow Records Management to properly manage the balance of Finance and County records stored at the courthouse records center and at offsite locations.
Records proposed for destruction total 266 boxes and contain Accounting, Purchasing, and Payroll records. This disposal consists of the following records series; AP/PO/PV, Journal Vouchers (JVs), banking records, timesheets, EMS Refunds, imprest fund, audit work papers, inventory records, grant working files, activity reports, payroll reports, deduction authorization records, payroll tax, sales and use tax records, tax deposits and terminated employee files department copy. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. There are 105 boxes stored at Underground Vaults and Storage and the remaining 161 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, 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 operat...
Click here for full text