Title
A resolution to authorize destruction of Clerk records (DISP 2017-274).
Body
Recommended Action: Approve the resolution and direct the County Clerk 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 25 boxes of Clerk’s Office records from the period 2002-2014 that document transactions including license and permit applications, KDOT/KTA Plans Under Bid, employee time reports, and accounts payable. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case. All records are currently palletized 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 Clerk Kelly Arnold, has determined they have no continuing administrative value for operation of the Clerk’s Office. Chief Financial Officer Lindsay Poe Rousseau 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 to retain. The Manager of Genealogy and Special Collections at Wichita Public Library Michelle Enke, who serves as an independent reviewer for archival value,...
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