Title
Resolution to authorize the destruction of Sheriff Records 1980-2014 (DISP 2016-259 Sheriff).
Body
Recommended Action: Approve the resolution, authorize the Chairman to sign, and direct the Sheriff 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 will free up additional space in the Courthouse Records Center (CRC) so that additional Sheriff records can be stored onsite; both in the general stacks and in their secure storage cage.
Records proposed for destruction total 156 boxes of inmate medical records, daily and activity reports, employee training records, banking records, process log, Offender Registry Unit - deceased, in-car video footage, and timesheets for the period 1980-2014. A detail inventory is available in Excel and PDF formats, and will be maintained permanently by Records Management 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, Sheriff Jeff Easter, has determined they have no continuing administrative value for operation of the Sheriff’s Office. 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 that they lack identifiable research value adequate to offset costs. WSU Curator Special Collections/University Archivist Dr. Lorraine Madway, who serves a...
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