Title
Resolution to authorize the destruction of County Counselor Records 2004-2010 (DISP 2016-270 County Counselor).
Body
Recommended Action: Approve the resolution, authorize the Chairman to sign, and direct the County Counselor 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 Board of County Commissioners (BOCC). Approval at this time will free up additional space in the Courthouse Records Center so that additional County Counselor records can be worked with onsite.
Records proposed for destruction total seven (7) boxes of voided citations and court dockets for the period 2004-2010. 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, County Counselor Eric Yost, has determined they have no continuing administrative value for operation of the County Counselor’s Office. The Chief Financial Officer Chris Chronis 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 as an independent reviewer for archival value, agrees they lack substantive research value, and concurs in the recommendation to destroy. The County Counselor has confirmed these records no longer are needed to represent the County’s legal interests. The Records Manager recommends that these records be destroyed by shredding.
The resolution also would authorize the County Counselor and the Records Manager to destroy any records or duplicates, regardless of form or format, that may be found in the future that can be identified as any of the records included in this disposal and that fall within the time periods or records series listed or previous years.
Alternatives: These records could continue to be retained, either in whole or in part, which would also continue associated costs to store and make accessible.
Financial Considerations: The cost to destroy these boxes totals $15.68. Finance has identified funds available within 63004-110 sufficient to pay destruction fees.
Legal Considerations: The authority for this action is K.S.A. 45-401 et seq. A simple majority vote is required.
Policy Considerations: The recommended action would apply existing policy.