Clerk presents RC-3 notice for 30 boxes of microfilmed records; commissioners discuss shredding and historical transfer

Williams County commissioners reviewed an RC-3 records-disposal request covering 30 boxes of records that were microfilmed and discussed timing, retention rules and possible transfer to the historical society instead of shredding.
Why it matters: The RC-3 form notifies the state records center and the public that paper copies can be destroyed once microfilm or digital copies are verified; staff described a minimum 15-day notification window before disposal and a proposed disposal date of Sept. 30 in the packet.
Clerk and staff described the process: after the records were microfilmed, the records center verifies the microfilm and the county sends the RC-3; a contractor (identified in the meeting as Wilco Keck) performs shredding once the records center confirms disposal authority. The clerk said the microfilming dates were visible on the records; staff said earlier IT issues delayed processing of scanned materials, which led to boxes remaining in storage longer than expected.
Commissioners asked whether some items might be of historical value and whether the historical society or library should be offered an opportunity to review certain boxes before shredding. One commissioner said, "That'd be the one thing I'd like to know before we shred it is is can we let the historical society look at certain things?" Staff agreed the historical society could be offered material and that truly confidential records (for example, juvenile court records) are handled separately and should not be transferred.
Next steps: Staff will prepare and send the RC-3 with required notice to the records center and coordinate with the records department about contacting the historical society for review of non-confidential items before shredding. The commission also flagged additional boxes on the fourth floor for review under the same process.