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File #: 18-290    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 Elections records (DISP 2018-297 Elections 1999-2013 and 2015).
Attachments: 1. Election Resolution.pdf
A resolution to authorize destruction of Elections records (DISP 2018-297 Elections 1999-2013 and 2015).

Recommended Action: Approve the resolution and direct the Election Commissioner 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 is in line with County Records Management Policy and would free shelf space in the Courthouse Records Center (CRC) to accept additional boxes for storage.

Records proposed for destruction total 376 boxes of Elections records consisting of absentee voter records, ballots, confirmation notices, voter registration application cards, advance applications/certification books, canvass records, worksheets voting abstracts and vote compilation, and candidate filing/withdrawal and registrations books (non-presidential years) for the period 1999-2013 and 2015. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case in hard copy, PDF and MS Excel formats. There are four boxes stored at the offsite storage vendor, Underground Vaults and Storage - Hutchinson, and the balance of 372 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, Election Commissioner Tabitha Lehman, has determined they have no continuing administrative value for operation of the Election Office. Chief Financial Officer Lindsay Poe Rousseau has determined that they have no cont...

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