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File #: 18-292    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 Appraiser Office records (DISP 2018-294 Appraiser 1983-2012).
Attachments: 1. Appraiser Resolution.pdf
A resolution to authorize destruction of Appraiser Office records (DISP 2018-294 Appraiser 1983-2012).

Recommended Action: Approve the resolution and direct the Appraiser 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) to accept additional boxes for storage as well as save storage fees at Underground Vaults and Storage - Hutchinson (UVS-H).

Records proposed for destruction total 94 boxes, of various appraisal process records including; Board of Tax Appeal Orders, Appeals County Appraiser, Board of Tax Appeals, Appraisal Updates Documents, Employee Time Reports, Personal Property Assessment Forms, Added Tax/Change Orders PP/RP, Abatements/Exemptions PP, Board of Tax Appeals Orders Exempt, CVN Record of Notification RP, and personnel records convenience copy for the period 1983-2012. A detail inventory is available, and will be maintained permanently by Records Management as part of the documentation for the destruction case in paper and both PDF and MS Excel digital formats. There are 34 boxes currently stored in the CRC and an additional 60 boxes stored at Underground Vaults and Storage - 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, Appraiser Michael Borchard, has determined they have no continuing administrative value for operation of the Appraiser’s office. Chief Financial Officer Lindsay Poe -Rousseau ...

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