Title
A resolution to authorize destruction of Human Resources records (DISP 2013-163).
Body
Recommended Action: Approve the resolution and direct the Human Resources 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 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 10 boxes of Human Resources records that include; employee training, HIPAA compliance correspondence and employee court ordered withholding files for the period 2002-2009. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. All records are currently palletized in the CRC.
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, Interim Human Resources Director Gary Counts, has determined they have no continuing administrative value for operation of the Human Resources 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 Special Collections/University Archivist, Dr. Lorraine Madway who serves as an independent reviewer for archival value, agrees they lack subst...
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