Title
A resolution to authorize destruction of Finance accounting records for the period 1991-2011 (DISP 2015-219 Finance).
Body
Recommended Action: Adopt 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 off-site locations.
Records proposed for destruction total 143 boxes and contain Accounting, Purchasing, Risk Management, and Payroll records. Included in this disposal are AP/PO/PV, banking records, timesheets, EMS billing and refunds, payroll reports, accounts receivable records, activity report records, contracts, grant working files, self-insurance claim files/accident reports, and bids/RFQ/RFP. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. There are 140 boxes currently stored in the courthouse records center and three boxes at Underground Vaults and Storage.
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 operations. The Records Manager has confirmed they are eligible for disposal by destruction, consi...
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