Title
Resolution to authorize the destruction of Department of Corrections records 2003-2013 (DISP 2016-267 Corrections).
Body
Recommended Action: Approve the resolution, authorize the Chairman to sign, and direct the Department of Corrections Director and the Records Manager to destroy the records.
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 create space in the Courthouse Records Center (CRC) to receive and shelve boxes from other County departments.
Records proposed for destruction total 96 boxes of juvenile case management records, activity report records, accounts payable records, timesheets, and hiring/promotion process documents for the period 2003-2013. 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 this 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, Department of Corrections Director Glenda Martens has determined they have no continuing administrative value for operation of the Department of Corrections. 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 s...
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