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File #: 18-289    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 Treasurer Office records (DISP 2018-301 Treasurer 2009-2014).
Attachments: 1. Treasurer Resolution.pdf
A resolution to authorize destruction of Treasurer Office records (DISP 2018-301 Treasurer 2009-2014).

Recommended Action: Approve the resolution and direct the County Treasurer 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 free shelf space in the Courthouse Records Center (CRC) and keeps the County in compliance with state law.

Records proposed for destruction total 284 boxes of Treasurer Tax and Tag office records including daily balance register, tax statements/receipts, employee personnel files convenience copy, and motor vehicle records for the period 2009-2014. A detail inventory is available in hard copy and both MS Excel and PDF digital formats and will be maintained permanently by Records Management as part of the documentation for the 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, County Treasurer Linda Kizzire, has determined they have no continuing administrative value for operation of the Tax or Tag Offices. Chief Financial Officer Lindsay Poe Rousseau 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. Wichita Public Library Genealogy/Special Collections Manager Michelle En...

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