Title
Resolution to authorize the destruction of Health Department Records 1984-2009 (DISP 2015-233 HS-Health).
Body
Recommended Action: Adopt the Resolution and direct the Health Department Director and the Records Manager to destroy the records.
Background: This records disposal follows the same model as disposals previously approved by the Board of County Commissioners (BOCC) 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 BOCC. Records proposed for destruction total 103 boxes for the period 1984-2009, and are comprised of mixed Health records series including: children's dental, primary care and other minors' charts, immunization consents, medical billing and receipts, HIPAA compliance correspondence, grant working files, tuberculosis records (treated), terminated employee records (department copy), and adult charts from various programs. A detail inventory is available and will be maintained permanently by Records Management in PDF and MS-Excel formats as part of the documentation for the destruction case.
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, Health Department Director Adrienne Byrne-Lutz, has determined they have no continuing administrative value for operation of the Health Department. 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 r...
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