Title
A Resolution to Authorize the Destruction of Finance Accounting Records for the Period 1993-2012 (DISP 2016-248 Finance).
Body
Recommended Action: Approve 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 (BOCC). Approval at this time would allow Records Management to properly manage the balance of Finance and County records stored at the Courthouse Records Center (CRC) and at offsite locations.
Records proposed for destruction total 90 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, self-insurance claim files/accident reports, and bids/RFQ/RFP. 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, 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, consistent with State retention schedules, and finds tha...
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