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File #: 18-291    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 Health Division records (DISP 2018-292 Health 1996-2014).
Attachments: 1. Health Resolution.pdf
A resolution to authorize destruction of Health Division records (DISP 2018-292 Health 1996-2014).

Recommended Action: Approve the resolution and direct the Health Division Director 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.

Records proposed for destruction total 208 boxes of Health records including; adult and children’s client records, immunization consents, medical billing and receipts, HIPAA compliance correspondence, tuberculosis records - treated and untreated, WIC program files, banking records, employee personnel files convenience copy, communicable disease records, and lab request report ledgers for the period 1996-2014. 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 the destruction case.

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, Health Department Director Adrienne Byrne, has determined they have no continuing administrative value for operation of the Health Division. 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. The Manager of Genealogy and Special Collections at Wichita Public Library, Michelle Enke, wh...

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