Title
A Resolution to Authorize the Destruction of Treasurer Tax Records (DISP 2016-245 TRS-Tax 2001-2012).
Body
Recommended Action: Approve the resolution and direct the County Treasurer 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. 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 125 boxes of tax office records including daily balance register tax statements, tax protests and refunds, and Employee Personnel Files - Convenience Copies. A detail inventory is available in MS Excel and PDF formats and will be maintained permanently by Records Management as part of the documentation for the destruction case. All boxes are currently stored 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, County Treasurer Linda Kizzire, has determined they have no continuing administrative value for operation of the Tax 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 substan...
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