Kansas Local Records Management Manual
Local Records General Retention and Disposition Schedule
Introduction
The General Records Retention and Disposition Schedule that follows
this discussion has been authorized by the State Records Board in accordance
with K.S.A. 75-3504 and has been adopted by the board as K.A.R. 53-2-115,
an administrative regulation having the force of law. The full text
of this regulation is included in this chapter. It is recommended that
records custodians and office personnel become familiar with the entire
contents of the regulation before implementing the retention and disposition
schedule within it.
Application of the General Schedule
Although this general schedule will apply to many of those records found
in local offices, there are many types of records not included in this
schedule because they are unique to particular offices. Individual office
schedules were created in 1985 and are slated for revision by the State
Archives in the coming years. Until revised, the 1985 schedule remains
in effect.The general schedule establishes minimum retention periods and
authorizes dispositions for many of the administrative and legal records
common to most local governments. Using the schedule as a guide and without
seeking further approval from the State Records Board, any local government
may regularly dispose of any of its records which appear on this schedule.
The schedule is subject to the following exceptions and limitations:
A. Local government offices may retain any of their records beyond the
retention periods set by the schedule as they deem necessary the schedule
establishes only a minimum period of retention. Before retaining a record
longer than the minimum time required, however, the office should be
certain that it has good reason to do so. Unnecessary retention of records
can be expensive in space and filing equipment.
B. This schedule does not relieve local governments of retention
requirements mandated by other state and federal statutes and regulations.
When such an obligation does exist, then the longer retention period
takes precedence.
C. This schedule generally reflects audit requirements in its prescribed
retention periods, but audits are not always completed in a timely
fashion. Therefore, any record required for an audit must be retained
until completion of that audit, regardless of its stated retention
period in the general schedule.
D. The access restrictions cited in this manual should be applied
with caution. Restrictions on public access to records often apply
only under particular circumstances or only to portions of a record
series. To ensure compliance with the Kansas Open Records Act, offices
should have an attorney examine the specific statutory language containing
the potential restriction before limiting public access to records.
E. This schedule does not authorize destruction of records which
could be deemed relevant to current pending litigation.
Disposal and Transfer of Records
Local governments should establish a formal procedure for records transfers
and destruction. The State Historical Society recommends preparing a list
of the records, including the series title, dates, quantity, storage location,
and disposition. The list and formal request for disposal/transfer should
be presented to the local governing body for approval.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention
requirements for them sometimes require revision as well. Consequently,
records retention and disposition schedules, including this general one,
often need modification or additions in order to be realistic and effective.
Furthermore, because local governments are so large, it is impractical
to consult with every office regarding specific schedule entries. There
may be some retention periods and disposition requirements within this
schedule that fail to account for all relevant factors and there may be
some important common record series not addressed here which need to be
added. The State Historical Society's Records Management Staff and the State Records Board welcome all comments and suggestions concerned with
improvement of the general schedule through modifications and additions.
Schedule Entries (alpha by record series title)
Accident Reports
Documents related to accidents occuring in, on, or around the county office's
facility(ies).
Minimum Retention: 005 calendar yrs
Disposition: destroy
Comments: Retain for 5 calendar years or longer if necessary, then destroy.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003
Accounts Payable Records
Documents related to payment for goods and services: vouchers, correspondence,
invoices, ledger books and cards, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Ledgers - General, Vouchers and Requisitions- Purchase,
Vendor Files, Bid Records, and Purchasing Records
Restrictions:None
Date Approved: 07/14/1998
Accounts Receivable Records
Documents related to the collection of payments due the office: copies
of invoices, correspondence, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 3 fiscal years after last payment is received.
Restrictions:None
Date Approved: 07/14/1998
Activity Report Records
Internal documents used to compile statistics on office activities: traffic
reports, activity logs, etc.
Minimum Retention: 2 fiscal yrs
Disposition: destroy
Comments: See also Employee Time Report Records.
Restrictions:None
Date Approved: 07/14/1998
Adding Machine or Calculator Tapes
Master tapes produced on business machines during bookkeeping.
Minimum Retention: see comments
Disposition: destroy
Comments: May be destroyed immediately unless required to document associated
records; then retain in conjunction with those associated records.
Restrictions:None
Date Approved: 07/14/1998
Annual and Special Reports
General and specific reports on office activities.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998
Architectural Plans, Drawings, Maps, and Specifications
Records documenting the physical plant of the offices and/or buildings
owned or occupied by the local government.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer one copy to permanent
storage and contact the local historical society for interest in retaining
an extra copy.
Restrictions:Portions per KSA 45-221(a)(12)
Date Approved: 07/14/1998
Audit Reports
Results of audits conducted by local, state, federal and/or non-governmental
auditing agencies.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain in office until no longer useful; then transfer to permanent
storage.
Restrictions:None
Date Approved: 07/14/1998
Banking Records
Bank statements, deposit books and slips, check registers, and canceled
checks.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Batch Transmittal Forms
Completed forms used to transmit documents for mass computer input.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain in conjunction with transmitted documents, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Bid Records
Documents related to requests for proposals, bids, quotations, or estimates.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Purchasing Records, Vouchers and Requisitions, Accounts
Payable Records, Contracts, and Vendor Files.
Restrictions:None
Date Approved: 07/14/1998
Budget Preparation Files - Annual
Documents used in the preparation of the annual office budget: correspondence,
draft budget requests, computer reports, notes, and other miscellaneous
materials.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until audit completed, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Budget Requests and Appeals - Annual
Copies of budgets submitted yearly for approval and subsequent appeals.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998
Building and Grounds Maintenance Records
Documents associated with repairs and other maintenance to the physical
plant of office - does not include Work Orders and Logs (q.v.).
Minimum Retention: see comments
Disposition: see comments
Comments: Retain records of minor maintenance activities for 3 fiscal
years, then destroy. Retain records of major maintenance activities permanently.
Restrictions:None
Date Approved: 07/14/1998
Capital Improvement Projects Files
Records related to construction projects: correspondence, bids, specifications,
plans, drawings, reports, notes, etc.
Minimum Retention: permanent
Disposition: permanent
Comments: See also Architectural Plans, Drawings, and Specifications.
Restrictions:None
Date Entry: 07/14/1998
Committee Files
Records relating to the establishment, organization, membership, policies,
activities and accomplishments of internal, interoffice, and advisory
committees.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998
Computer Software Licensing Files
Documents proving the licensure and implementation of computer software
programs by the agency.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain 5 calendar years after teh contract or end user license
agreement (EULA) has expired or 5 calendar years after the software is
no longer installed, then destroy.
Restrictions:None
Date Approved: 04/10/2003
Computer System Documentation
Records related to the development, implementation, modification, and
use of computer programs and systems.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain and dispose of in conjunction with associated computer
programs and systems. If data is not migrated to new system, retain as
long as access to data is necessary.
Restrictions:None
Date Approved: 07/14/1998
Contracts
Legal agreements with individuals and organizations. Includes all associated
documents.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until expiration of contract plus 5 calendar years or
5 calendar years after conclusion of any court case, then destroy. See
also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records,
and Vouchers and Requisitions.
Restrictions:None
Date Approved: 07/14/1998
Correspondence - Policy Related
Incoming and outgoing letters and memoranda that state or form the basis
for policy, set precedent, or record important events in the operational
and organizational history of the office.
Minimum Retention: 5 calendar yrs
Disposition: permanent
Comments: Retain in office 5 calendar years, then transfer to permanent
storage.
Restrictions:None
Date Approved: 07/14/1998
Correspondence - Routine
Incoming and outgoing letters and memoranda which pertain only to routine
matters handled in accordance with existing policy and procedures: requests
for information, letters of transmittal, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Deeds for Real Estate
Legal documents pertaining to the ownership of real property by the office.
Minimum Retention: permanent
Disposition: permanent
Comments: Retain in Register of Deeds Office.
Restrictions:None
Date Approved: 07/14/1998
Employee Notary Files
Notary certification files compiled on employees.
Minimum Retention: see comments
Disposition: see comments
Comments: Proof of certification is part of the Employee Personnel File.
These files are the convenience copy. Retain information until superceded,
or 3 calendar years, then destroy.
Restrictions:None
Date Approved: 07/18/2002
Employee Personnel Files
Documents associated with the employment of specific personnel: employee
evaluation forms, applications for employment, background checks, and
other personnel materials.
Minimum Retention: See comments
Disposition: Destroy
Comments: Retain in office for length of employee's tenure plus 3 calendar
years (5 calendar years for contract employees). Purge documents to create
abstracted work history (appointment data and change of status information),
transfer to inactive storage for 62 calendar years, then destroy.
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004
Employee Personnel Files - Convenience Copies
Copies of documents in office's Employee Personnel Files associated with
employment of specific personnel (applications, evaluations, background
checks, etc.) maintained for convenience of reference.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004
Employee Position Descriptions
Formal descriptions of duties and other characteristics of particular
employment positions. Includes supporting documents.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded plus 3 years, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Employee Time Report Records
Records documenting time worked by individual employees on a daily, weekly,
or monthly basis: time sheets, time cards, attendance reports, absence
reports, sign-in/out sheets, etc.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Leave Requests.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998
Employee Training Course Materials
Record copy of manuals, syllabi, textbooks and other training aids created
for office sponsored employee training programs.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently and destroy the remainder. See also
Employee Training Records.
Restrictions:None
Date Approved: 07/14/1998
Employee Training Records
Correspondence, reports, and other records relating to the operation of
office sponsored training programs and to employee participation in training
programs sponsored by external organizations.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 5 calendar years or until superseded, whichever is sooner,
then destroy. See also Employee Training Course Materials.
Restrictions:None
Date Approved: 07/14/1998
Employee Withholding Allowance Certificates
Internal Revenue Service W-4 forms completed by employees to establish
rate of tax to be withheld from paychecks.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer in effect, then destroy provided four
years have passed since date tax was due or paid (whichever is later).
Restrictions:None
Date Approved: 07/14/1998
Employment Applications - Not Hired
Applications and supplementary materials, including background checks,
submitted by unsuccessful applicants for employment.
Minimum Retention: 3 calendar yrs
Disposition: Destroy
Comments:
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004
Employment Eligibility Verification Form
Immigration and Naturalization Service (INS) form 9 completed by employee
which is used to verify the legal residency status of the employee.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for length of employee tenure plus 3 years, then destroy.
Restrictions:KSA 45-221 (a)(4)
Date Approved: 07/14/1998
Equal Employment Opportunity Grievance Files
Documents related to discrimination charges concerning employment made
against an office and subsequent investigations.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain 5 years after grievance is settled, then transfer to
permanent storage.
Restrictions:KSA 45-221(a)(11)&(25)
Date Approved: 07/14/1998
Equal Employment Opportunity Plans
Documents related to office compliance with laws and regulations concerning
EEO/AA plans.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998
Equipment Maintenance and Ownership Records
Documents related to the legal ownership and maintenance of office equipment:
legal titles, warranties, maintenance logs, etc.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain for the life of the equipment, then transfer to the new
owner of the equipment or destroy as appropriate. See also Equipment Operation
Records, and Vehicle Ownership and Maintenance Records.
Restrictions:None
Date Approved: 07/14/1998
Equipment Operation Records
Documents related to the use of office equipment (e.g.. photocopy logs,
check-out forms, use request forms, etc.), including photocopiers, typewriters,
computers, calculators, adding machines, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Equipment Ownership and Maintenance Records. Road and
Bridges need to retain for the period they own the equipment.
Restrictions:None
Date Approved: 07/14/1998
Expendable Items Supply Requests - Internal
Documents used by subordinate organizations to order expendable supplies
from central supply rooms.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 1 fiscal year after audit.
Restrictions:None
Date Approved: 07/14/1998
Grant Files
Variety of documents dealing with applications for federal, state, and
private grants and the implementation of those received.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain 5 years after the end of the grant period, transfer original
applications, contracts, agreements, & annual and final performance
reports to permanent storage and destroy remaining documents.
Restrictions:None
Date Approved: 07/14/1998
Grant Files - Unfunded
Applications and supporting documentation relating to federal, state,
and private grants submitted by local entities which were not funded.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longe useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Hearing and Meeting Transcripts and Electronic Media Recordings
Records of public hearings and other meetings: transcripts, audiotapes,
videotapes, notes, etc.
Minimum Retention: Retain until no longer useful Disposition: destroy
Comments: Tapes can be reused
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 01/11/2001
Imprest Fund
Documents related to the administration and accounting of the imprest
fund which allows an office to use a local bank account as authorized
by statute.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Incident Reports
Documents related to incidents occuring between the county office and
nay individual, group, corporation, or government.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for 5 calendar years or longer if necessary, then destroy.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003
Income Tax Monitoring Files
Work papers, logs, reconciliations and payment logs possibly through accounting
software and payment vouchers to ensure proper accounting and compliance
of income tax reported to federal and state governments.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 4 calendar years after date tax was due or paid,
then destroy.
Restrictions: None
Date Approved: 07/18/2002
Insurance Policies
Documents such as insurance policy terms and binders.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until canceled or expired, plus 5 calendar years. Retain
reinsurance policy and carrier information until all claims have been
settled.
Restrictions: None
Date Approved: 04/10/2003
Internal Revenue Service W-2 Tax Files
Agency copy of employee Wages and tax statements maintained by the office
or payroll processor.
Minimum Retention: 004 calendar years
Disposition: destroy
Comments:
Restrictions: Portions may be restricted
Date Approved: 10/18/2001
Inventory Records - Expendable Property
Records of receipts, disbursements, and balances of office supplies and
other expendable inventory materials.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Inventory Records - Non-Expendable Property
Records related to capital equipment inventory management: computer reports,
internal documents, correspondence, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded by new inventory plus 3 fiscal years,
then destroy.
Restrictions:None
Date Approved: 07/14/1998
Kansas Public Disclosure Commission Statements of Substantial Interest
Office copies of statements of substantial interest requested on a yearly
basis and filed with the Secretary of State's office.
Minimum Retention: 1 calendar yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Leases - Real Property and Capital Equipment
Documents related to the leasing of real estate and equipment.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or inactive plus 5 calendar years, then
destroy.
Restrictions:None
Date Approved: 07/14/1998
Leave Requests
Internal forms used to request and authorize the taking of leave by employees.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Employee Time Report Records.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998
Ledgers - General
General records of financial receipts and expenditures normally used to
monitor, manage, and verify office budget.
Minimum Retention: see comments.
Disposition: permanent
Comments: This series includes only internal documents. Retain in office
5 years, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998
Legal/Public Notices
Announcements appropriately published to notify the general public of
an auction, legal proceeding, election, etc.
Minimum Retention: 005 calendar years
Disposition: destroy
Comments:
Restrictions: None
Date Approved: 04/10/2003
Legislation Reference Files
Copies of bills, drafts of legislation, copies of statutes, notes, correspondence,
and other miscellaneous documents related to various legislative activities
or statutes applicable to the operation of the office.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Mailing Lists
Lists of names and addresses to whom mail is regularly sent.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until updated, then destroy.
Restrictions:KSA 21-3914
Date Approved: 07/14/1998
Material Safety Data Sheets
Documents relating to the precautions taken for the safe handling of the
various hazardous chemicals used in the routine operation of the facility.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or hazardous chemical is no longer on
site, then destroy as required by 29 CFR 1910.1200.
Restrictions:None
Date Approved: 07/14/1998
Memoranda of Understanding or Agreement - Interoffice
Formal agreements reached between state, local, and/or federal agencies.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until agreement becomes inactive plus 5 calendar years,
then destroy.
Restrictions:None
Date Approved:
Minutes
Proceedings of regular or special meetings of committees, commissions,
and other standing or ad hoc organizations.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998
Organizational Charts and Reorganization Studies
Records documenting planned and actual changes in an office's organizational
structure over time.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain records relating to major organizational changes permanently.
Destroy other records when no longer useful.
Restrictions:None
Date Approved: 07/14/1998
Payroll Adjustment Records
Copies of documents and supporting materials used to make adjustments
in office payroll accounts.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Payroll Deduction Authorization Records.
Restrictions:None
Date Approved: 07/14/1998
Payroll Deduction Authorization Records - General
Documents used to authorize various deductions from an employee's pay:
insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual
Account Statements, dues deduction forms, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or no longer in effect plus 1 calendar
year, then destroy. This schedule does not apply to W-4 forms (q.v.) or
Payroll Direct Deposit Authorization Record (q.v.).
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998
Payroll Direct Deposit Authorization Records
Completed forms used to authorize direct deposits of payroll checks in
employee bank accounts.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer in effect plus 2 years, then destroy.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998
Payroll Warrant Registers
Monthly listing of warrant checks issued to office employees for payroll
purposes.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Petty Cash Records
Documents related to petty cash accounting.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Photographic and Video Materials
Photo-prints, negatives, slides, films, and videotapes.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain permanently materials that document governmental programs
and services. Other items may be offered to local historical societies
or destroyed.
Restrictions:None
Date Approved: 07/14/1998
Policy and Procedures Manuals and Statements
Original copies of formal explanations of office policies and procedures
issued in collective manual or individual statement formats.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently, dispose of others.
Restrictions:None
Date Approved: 07/14/1998
Postal Records
Records concerning the use of the U.S. Postal Service and express companies:
mailing logs, postage purchase reports, registered mail receipts, express
company receipts, mailing permits, etc.
Minimum Retention: 1 fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Press Releases
Public information issued to the news media.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently, dispose of others.
Restrictions:None
Date Approved: 07/14/1998
Programs and Invitations
Documents related to official office functions.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain permanently one copy of documents related to official
functions, dispose of others.
Restrictions:None
Date Approved: 07/14/1998
Property Disposition Records - Non-Expendable
Copies of forms and supporting documents used to remove capital equipment
from the office inventory.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Publications
Internally produced newsletters, pamphlets, leaflets, and brochures distributed
to inform a constituency about the activities of the office.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain in office 1 year, then transfer 1 copy to permanent storage
and destroy the remainder.
Restrictions:None
Date Approved: 07/14/1998
Purchase Requests - Internal
Documents used by subordinate organizations to request purchases of goods
and services through the office central purchasing office.
Minimum Retention: 1 fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Purchasing Records
Documents related to the purchase of goods and services: correspondence,
vouchers, invoices, ledger books and cards, requisitions, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Vouchers & Requisitions, Accounts Payable Records,
Bid Records, Contracts, Ledgers - General, and Vendor Files.
Restrictions:None
Date Approved: 07/14/1998
Receipts Records - Cash
Records of cash received by the office: receipt slips, receipt books,
receipt ledgers, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Records Management Records
Documents related to the management of office records including completed
survey forms, inventories, disposition and transfer records, and other
miscellaneous materials such as correspondence or reference materials.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998
Recruitment Files
Variety of documents relating to the recruitment process for hiring employees
to fill vacant positions.
Minimum Retention: 3 calendar yrs
Disposition: destroy
Comments:
Restrictions:Portions per KSA 45-221 (a)(4)
Date Approved: 07/14/1998
Request for Access to Records
Documents related to requests for access to office records and office
responses prepared pursuant to KSA 45-218.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Schedules - Office Activities
Internal forms and calendars used to schedule employee or office activities
(calendars and appointment books, etc).
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Memorabilia, Scrapbooks, and Photographic Albums
Newsclippings, photo albums, etc. documenting office activities.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until no longer useful, then contact the archives for
appraisal - if not accepted for transfer to the archives, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Safety Inspection Files
Documents related to routine and special saftey inspections, including
correspondence and follow-ups, by county offices or the State Department
of Human Resources.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain county inspection files 5 calendar years, state inspection
files until superceded by another inspection.
Restrictions: None
Date Approved: 04/10/2003
Sales and Use Tax Records
Reports of retail sales adn excise taxes due to the state submitted to
the Department of Revenue by local governments acting as retailers with
supporting documents.
Minimum Retention: 004 tax years
Disposition: destroy
Comments: A tax year equates to a period of three years from the last
day of the fiscal or calendar year of the retailer/political subdivision,
whichever is greater. See KSA 79-3609.
Restrictions: None
Date Approved: 04/10/2003
Self-Insurance Claim Files
Documents related to claims against county self-insured funds such as
vehicle or equipment damage.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until paid out or settled, plus 5 calendar years. Retain
reinsurance policy and carrier information until all claims have been
settled.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003
Speeches and Writings
Notes, drafts, and final versions of office related speeches, articles,
talks, and other formal public communications published or given at meetings
and conferences.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy of final version permanently, destroy all others.
Restrictions:None
Date Approved: 07/14/1998
Statements of Lost Warrants
Copies of forms used to request re-issues of lost warrants.
Minimum Retention: current fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
System User Access Records--Information Technology
Electronic or textual records created to control or monitor individual
access to a system and its data for security purposes, including but not
limited to, user account records, security logs, password files, firewall
logs, and summary analyses/reports.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer of administrative value to the agency,
then destroy.
Restrictions: None
Date Approved: 04/15/05
Technical Reference Files
Copies of documents retained strictly for convenience of reference that
are not part of official files: copies of external reports, studies, periodicals,
books, brochures, catalogs, vendor lists, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Telecommunications Logs
Registers recording incoming and outgoing telephone calls and fax transmissions.
Minimum Retention: 6 months
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Telephone Billing Records
Copies of computer billings received for telephone service.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Travel Request and Authorization Records
Records related to employee travel.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Travel Vouchers and Vehicle Operation Records.
Restrictions:None
Date Approved: 07/14/1998
Vehicle Maintenance and Ownership Records
Documents related to the legal ownership and maintenance of office vehicles:
maintenance logs, legal titles, warranties, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for the life of the vehicle, then transfer to subsequent
owner or destroy as appropriate. See also Equipment Ownership and Maintenance
Records.
Restrictions:None
Date Approved: 07/14/1998
Vehicle Operation Records
Documents related to the use of office-owned motor vehicles.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Vendor Files
Records concerning purchases from specific vendors: invoices, correspondence,
vouchers, ledger books and cards, etc.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: Retain for 5 fiscal years. See also Vouchers & Requisitions,
Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
Restrictions:None
Date Approved: 07/14/1998
Visitors Logs
Registers or logs used to record names of employees, outside contractors,
service personnel, and other visitors admitted to office facilities.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Vital Statistical Records
Registers, certificates, and statistical summaries, of births, deaths,
and marriages.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998
Voice Mail Messages
Sound recordings produced by a voice mail system designed to leave messages
for the receiver.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998
Vouchers and Requisitions - Purchase
Copies of documents used to order and pay for goods and services.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Vouchers - Journal
Forms used to adjust financial account balances.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Vouchers - Receipts
Copies of documents used to transfer funds received by agencies from individuals
and organizations into their particular accounts.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Vouchers - Travel
Copies of documents used to certify the validity of claims for the reimbursement
of travel expenses.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Word Processing Files
Electronic copies of documents produced with word processing programs.
Minimum Retention: see comments
Disposition: see comments
Comments: When electronic documents are only copy, disposition must be
in accordance with an approved schedule entry for the specific records
series. When used to produce a hard copy that is maintained according
to approved schedule delete when no longer useful.
Restrictions:None
Date Approved: 07/14/1998
Work Orders and Logs
Internal documents used to request and record requests for the performance
of maintenance or other services.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998
Worker's Compensation Files
Correspondence, reports, financial records, and other records used to
document a worker's compensation claim.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain full and final settlement (closed) files 5 calendar years,
then destroy. Retain future medical or benefit payment files (open) until
closed plus 5 calendar years, then destroy.
Restrictions: Exempt from HIPAA Act Sec. 164.512(I) and (a); 5 USC 552(a);
KSA 44-515(d)
Date Approved: 04/10/2003
Worker's Compensation Self-Insurance Permit Files
Includes application, permit, and supporting documents for permit issued
by Kansas Department of Human Resources, Workers Compensation Division.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until cancelled or expired, plus 5 calendar years, then
destroy.
Restrictions: None
Date Approved: 04/10/2003
This guide is also available in hardcopy from the Library/Archives Records
Management Section. |
