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Prairie County signs off on shredding three‑year death/birth request forms
Summary
The deputy clerk and recorder told commissioners the office will destroy three‑year‑old death- and birth‑certificate request forms that contain personal data; the board voted to sign the records-retention action (RM 88).
Prairie County commissioners voted to authorize destruction of three‑year‑old birth‑ and death‑certificate request forms after the deputy clerk and recorder explained those forms contain personally identifying information and must be held only for a limited time.
The deputy clerk and recorder told the board the office will retain recent requests until the statutory retention window expires and will shred the expired pile for privacy protection. "We're going to shred all of them," the deputy clerk said during the meeting while describing practices to remove copies of photo IDs and other PII before disposal. A commissioner moved that the board sign RM 88; another commissioner seconded, the board voted "I," and the motion passed unanimously. The clerk's office will keep one or two recent forms for administrative continuity, then finalize scheduled shredding as described at the meeting.
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