Title
A resolution to authorize the destruction of Elections records (DISP 2015-208 ELEC 2008-2009).
Body
Recommended Action: Approve the resolution and direct the Elections Commissioner 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.
Records proposed for destruction total 36 boxes of Elections records including absentee voter records, ballots, board worker records, voter registration application cards, advance applications/certification books, canvass records, financial records and registrations books (non-presidential years.) A detail inventory is available and will be maintained permanently by Records Management as part of the documentation for the destruction case. There are six boxes currently stored in the CRC and thirty boxes are stored at Underground Vaults and Storage - Hutchinson.
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, Elections Commissioner Tabitha Lehman, has determined they have no continuing administrative value for operation of the Elections office. 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, 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 substantive research value, and concurs in the recommendation to destroy. The County Counselor has confirmed these records no longer are needed to represent the County's legal interests.
The Records Manager recommends that these records be destroyed by shredding.
The resolution also would authorize the Elections Commissioner and the Records Manager to destroy any records or duplicates, regardless of format or media, that may be found in the future that can be identified as the records series listed on the inventory and that fall within the time periods listed or previous.
Alternatives: These records could continue to be retained, either in whole or in part, which would also continue associated costs to store and make accessible.
Financial Considerations: One-time fees for the commercial vendor to destroy are estimated at $11.25 ($1.88/box) and for the offsite vendor to destroy at $135.00 ($4.50 per box.) Finance has identified funds available within 66001-110 sufficient to pay destruction fees.
Legal Considerations: The authority for this action is K.S.A. 45-401 et seq. A simple majority vote is required.
Policy Considerations: The recommended action would apply existing policy.