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File #: 18-288    Version: 1 Name:
Type: Consent Status: Consent Agenda
File created: 3/28/2018 In control: Board of Sedgwick County Commissioners
On agenda: 4/11/2018 Final action:
Title: A resolution to authorize destruction of Finance records (DISP 2018-296 Finance 1997-2014).
Attachments: 1. Finance Resolution.pdf
A resolution to authorize destruction of Finance records (DISP 2018-296 Finance 1997-2014).

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 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. Approval at this time would allow Records Management to properly manage the balance of Finance and county records stored at the courthouse records center and at offsite locations.

Records proposed for destruction total 40 boxes that include accounts payable and receivable records, banking records, bid records, payroll warrant registers, IRS W-2 tax files, employee personnel files convenience copy, budget preparation files, and timesheets for the period 1997-2014. 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. There are 38 boxes currently stored in the Courthouse Records Center (CRC) and two boxes are stored at Underground Vaults and Storage in Hutchinson.

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 Lindsay Poe Rousseau, has determined they have no continuing administrative or fiscal value for operation of Finance. 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. The Manager of Ge...

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