Title
A resolution to authorize destruction of Emergency Medical Services Records (DISP 2014-179 PS-EMS 1989- 2007).
Body
Recommended Action: Approve the resolution and direct the Emergency Medical Services Director 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 will save EMS costs to store records at Underground Vaults and Storage (UVS) and free additional space in the courthouse records center (CRC).
Records proposed for destruction total 69 boxes and consist of EMS billing records, dispatch record log books, terminated employee files - department copies, vehicle maintenance and ownership records and routine correspondence for the years 1989 - 2007. A detailed inventory is available and will be maintained permanently by Records Management in both PDF and MS Excel formats as part of the documentation for the destruction case. There are 48 boxes stored at Underground Vaults and Storage - Hutchinson and 21 boxes in the courthouse records center. This destruction will completely clear all EMS boxes from offsite storage.
Analysis: County Records Management Policy is to destroy at the earliest opportunity records identified as: (1) eligible under State law, and (2) lacking continuing value adequate to offset costs to retain and make accessible. Custodian for the records proposed for destruction, Emergency Medical Services Director Scott Hadley, has determined they have no continuing administrative value for operation of the Emergency Medical Services. Chief Financial Officer Chris Chronis has determined that they have no continuing fiscal value for County operations. The Records Manager has confirmed they are eligible for disposal by destruction, c...
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