Kansas State Records Management Manual
State 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 KSA 75-3504 and has been adopted by the board as K.A.R. 53-3-1, an
administrative regulation having the force of law. The full text of this
regulation is included in this chapter. It is recommended that records
officers and agency personnel become familiar with the entire contents
of the regulation before implementing the retention and disposition schedule
within it.
Application of
the General Schedule
The general schedule establishes minimum retention periods and authorizes
dispositions for many of the administrative and legal records common to
most state agencies. Using the schedule as a guide and without seeking
further approval from the State Records Board, any state agency may regularly
dispose of any of its records which appear on this schedule. The schedule
is subject to the following exceptions and limitations:
A. Agencies 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 agency 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 agencies 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, agencies should
have an attorney examine the specific statutory language containing
the potential restriction before limiting public access to records.
Note: Although this general schedule will apply to many of those records
found in agencies, there are many types of records not included in this
schedule because they are unique to particular agencies. Because of
this, it is important for agencies to develop their own records retention
and disposition schedules for these special records.
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 state government is so
large, it is impractical to consult with every agency or major division
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 Section and the State Records Board welcome
all comments and suggestions concerned with improvement of the general
schedule through modifications and additions.
Accounts Payable Records
Documents related to payment for goods and services:
vouchers, correspondence, invoices, ledger books and cards, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: See also Ledgers - General, Vouchers and Requisitions-Purchase,
Vendor Files, Bid Records, and Purchasing Records.
- Restrictions: None
- Date of Entry: 07/14/1988
Accounts Receivable Records
Documents related to the collection of payments due the agency: copies
of invoices, correspondence, DA forms 32, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: See also Vouchers, Receipts.
- Restrictions: None
- Date of Entry: 07/14/1988
Activity Report Records
Internal documents used to compile statistics on agency activities:
traffic reports, activity logs, etc.
- Minimum Retention: 002 fisc yrs
- Disposition: destroy
- Comments: See also Employee Time Report Records.
- Restrictions: None
- Date of Entry: 07/14/1988
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 of Entry: 07/14/1988
Agency Director's Files
Correspondence, reports, budgets, etc. relating to the administration
and operation of the agency.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives
for purging.
- Restrictions: Portions may be restricted.
- Date of Entry: 10/18/2001
Annual and Special Reports
General and specific reports on agency activities.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives.
- Restrictions: None
- Date of Entry: 07/14/1988
Applications for Examination
Standardized form developed by the Department of Administration-Division
of Personnel Services to determine if an applicant is qualified to take
an examination for a specific classified position.
- Minimum Retention: 003 cldr yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 10/17/1991
Architectural
Plans, Drawings, Maps, and Specifications
Records documenting the physical plant of the agency.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives
for purging.
- Restrictions: Portions per KSA 45-221(a)(12).
- Date of Entry: 07/14/1988
Attorney
General Opinions
Opinions, letters of advice, coopies of legislative bills, correspondence,
etc. relating to the legal interpretations written at the request of
an agency seeking guidance in enforcing, obeying, or interpreting the
law.
- Minimum Retention: 005 calendar years
- Disposition: Archives
- Comments: Retain in office 5 calendar years, then transfer to the
archives for purging.
- Restrictions: None
- Date of Entry: 04/10/03
Audit Reports
Results of audits conducted by the Legislative Division of Post-Audit
and other state and/or federal auditing agencies.
- Minimum Retention: 005 fisc yrs
- Disposition: archives
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Audit Trail Files
Data generated during the creation of a master file or database used
to validate a master file or database during a processing cycle.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain a minimum or 12 database/master file backup cycles.
- Restrictions: None
- Date of Entry: 08/17/2000
Automated Program
Listing/Source Code
Automated program code which generates the machine-language instructions
used to operate an automated information system.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 3 system update cycles after code is superseded
or replaced.
- Restrictions: None
- Date of Entry: 08/17/2000
Banking Records
Bank statements, deposit books and slips, check registers, and canceled
checks.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Batch Transmittal Forms
Completed forms used to transmit documents for mass computer input
- includes both DA forms 199 and/or equivalent internal documents.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain in conjunction with transmitted documents, then
destroy.
- Restrictions: None
- Date of Entry: 07/14/1988
Bid Records
Documents related to requests for proposals, bids, quotations, or
estimates.
- Minimum Retention: 005 fisc yrs
- Disposition: destroy
- Comments: See also Purchasing Records, Vouchers and Requisitions,
Accounts Payable Records, Contracts, and Vendor Files.
- Restrictions: None
- Date of Entry: 01/09/1997
Board Packets
Agenda, minutes, background information, etc. relating to meetings
or a board or commission.
- Minimum Retention: see comments
- Disposition: see comments
- Comments: Retain until no longer useful, then transfer one packet
to the archives and destroy the remainder.
- Restrictions: Portions may be restricted.
- Date of Entry: 10/18/2001
Budget Preparation
Files - Annual
Documents used in the preparation of the annual agency budget: correspondence,
draft budget requests, computer reports, notes, and other miscellaneous
materials.
- Minimum Retention: 005 fisc yrs
- Disposition: see comments
- Comments: Contact the archives for appraisal - if not accepted
for transfer to the archives, then destroy.
- Restrictions: None
- Date of Entry: 07/14/1988
Budget Requests
and Appeals - Annual
Copies of budgets submitted yearly to the state legislature for approval
and subsequent appeals: DA forms 400 thru 518 and associated supporting
documents.
- Minimum Retention: 005 fisc yrs
- Disposition: archives
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Building and
Grounds Maintenance Records
Documents associated with repairs and other maintenance to the physical
plant of agency does not include Work Orders and Logs .
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain a minimum of 3 fiscal years or until warranty
is expired, then destoy.
- Restrictions: None
- Date of Entry: 07/14/1988, ameneded 10/17/02
Business Procurement
Card Documentation
Original statements, receipts, logs, etc, detailing the types of purchases
made by an agency through business procurement card procedure.
- Minimum Retention: 005 fisc yrs
- Disposition: destroy
- Comments:Division of accounts and Reports does not maintain the
original copies.
- Restrictions: None
- Date of Entry: 04/13/2000
Capital Improvement
Projects Files
Records related to construction projects: correspondence, bids, specifications,
plans drawings, reports, notes, etc.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives
for purging. See also Architectural Plans, Drawings, and Specifications.
- Restrictions: None
- Date Entry: 07/14/1988
CASK Reports: Daily Financial
- Obsolete Series
Computer reports regarding agency financial status issued on a daily
basis from the Division of Accounts and Reports to agencies in the Central
Accounting System - Kansas.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Includes
DAD001, DAD002, DAD003, DAD004, DAD005, DAD006, DAD007, DAD011, DAD013,
and DAD014. Schedule does not apply to the Division of Accounts and
Reports.
- Restrictions: None
- Date of Entry: 07/14/1988, amended 08/17/00
CASK Reports: Monthly
Financial - Obsolete Series
Computer reports regarding agency financial status issued on a monthly
basis from the Division of Accounts and Reports to agencies in the Central
Accounting System - Kansas.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Includes:
DAM001, DAM002, DAM004, DAFPMO4, DAM005, DAM010, DAM0011, DAM013,
DAM014, DAM116A, and DAM2XX series. Schedule does not apply to the
Division of Accounts and Reports.
- Restrictions: None
- Date of Entry: 07/14/1988, amended 08/17/00
CASK Reports: Yearly
Financial - Obsolete Series
Computer reports regarding agency financial status issued on a yearly
basis from the Division of Accounts and Reports to agencies in the Central
Accounting System - Kansas.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Includes
DAY025, DAY068, DAY201, and DAY202. Schedule does not apply to the
Division of Accounts and Reports.
- Restrictions: None
- Date of Entry: 07/14/1988, amended 08/17/00
Clippings Files
Newspaper clippings compiled regarding agency activities.
- Minimum Retention: see comments
- Disposition: see comments
- Comments: Retain until no longer useful, then contact the archives
for appraisal -- if not accepted, then destroy.
- Restrictions: None
- Date of Entry: 07/14/1988
Committee Files
Records relating to the establishment, organization, membership, policies,
activities and accomplishments of internal, interagency, and advisory
committees..
- Minimum Retention: 003 cldr yrs
- Disposition: archives
- Comments: Retain 3 calendar years, then transfer to the archives
for purging.
- Restrictions: None
- Date of Entry: 01/18/1996
Computer Run Scheduling
Records
Records used to schedule computer runs including daily schedules,
run reports, run requests, and other records documenting the successful
completion of a run.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer of administrative value to the
agency.
- Restrictions: None
- Date of Entry: 08/17/2000
Computer
Software Licensing Files
Documents proving the licensure and implementation of computer software
promgrams by the agency.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 5 calendar years after the contract or end user
license agreement (EULA) has expired, or 5 years after the software
is no longer installed, then destroy.
- Restrictions: None
- Date of Entry: 04/10/03
Computer System Documentation
(OBSOLETE series)
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.
- Restrictions: None
- Date of Entry: 07/14/1988
Computer Usage Logs
Logs documenting computer system usage including but not limited to
log-in files, system usage files, data entry logs, and records of individual
computer program usage.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer of administrative use to agency.
- Restrictions: None
- Date of Entry: 08/17/2000
Contracts
Legal agreements with individuals and organizations. Includes all
associated documents, eg. DA-146 series.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until expiration of contract plus 5 calendar years,
then destroy. See also Purchasing Records, Vendor Files, Accounts
Payable Records, Bid Records, and Vouchers and Requisitions.
- Restrictions: None
- Date of Entry: 07/14/1988
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 agency.
- Minimum Retention: 005 cldr yrs
- Disposition: archives
- Comments: Retain in office 5 calendar years, then transfer to the
archives for purging.
- Restrictions: None
- Date of Entry: 01/18/1996
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 iuntil no useful, then destroy.
- Restrictions: None
- Date of Entry: 01/18/1996
Customer Survey Forms
Surveys compiled on customer satisfaction with the quality of service
provided.
- Minimum Retention: 003 cldr yrs
- Disposition: destroy
- Comments:
- Restrictions: None
Date of Entry: 07/18/2002
Data Administration Policies
Records of data processing policies including those covering access
and security, data retention and disposition, and data ownership.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until superseded, obsolete or replaced, then transfer
to the archives.
- Restrictions: None
- Date of Entry: 08/17/2000
Data Documentation/Data
Dictionary Records
Records generally created during system development or modification
and necessary to access, retrieve, manipulate and interpret data in
an automated system including data element dictionary, file layout,
code book or table, and records that explain the meaning, purpose, structure,
logical relationships, and origin of the date elements.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 3 years after discontinuance of system and until
all system data is destroyed or transferred to the new operating environment.
- Restrictions: None
- Date of Entry: 08/17/2000
Data Systems Specifications
Records necessary for using the system: user guides, system or subsystem
definitions, system flowcharts, program descriptions and documentation,
job control or workflow records, system specifications, and input and
output specifications.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 3 years after discontinuance of system and until
all system data is destroyed or transferred to new operation system.
- Restrictions: None
- Date of Entry: 08/17/2000
Deeds for Real Estate
Legal documents pertaining to the ownership of real property by state
agencies.
- Minimum Retention: see comments
- Disposition: see comments
- Comments: Retain permanently or transfer to the archives.
- Restrictions: None
- Date of Entry: 07/14/1988
Delegated Audit
Authority Vouchers
Original payment vouchers specifying purchases made by an agency with
delegated audit authority.
- Minimum Retention: 005 fisc yrs
- Disposition: destroy
- Comments: Division of Accounts and Reports does not maintain original
copies.
- Restrictions: None
- Date of Entry: 04/13/2000
Employee Notary Files
Notary certification documents 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 of Entry: 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 the records center for
62 calendar years, then destroy.
- Restrictions: Portions under KSA 45-221(a)(4)
- Date of Entry: 04/18/1996; amended 01/08/2004
Employee Personnel
Files - Convenience Copies
Copies of documents in agency's Employee Personnel Files associated
with employment of specific personnel (applications, evaluations, background
checks, etc.) maintained for convenience of reference.
- Minimum Retention Period: See comments
- Disposition: Destroy
- Comments: Retain until no longer useful, then destroy.
- Restrictions: Portions under KSA 45-221(a)(4)
- Date of Entry: 04/15/1993
Employee Position Descriptions
Formal descriptions of duties and other characteristics of particular
employment positions: DA forms 281-2 and supporting documents.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until superseded plus 3 years, then destroy.
- Restrictions: None
- Date of Entry: 10/17/1991
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: 005 fisc yrs
- Disposition: destroy
- Comments: Internal agency forms. See also Leave Requests.
- Restrictions: KSA 45-221(a)(4)
- Date of Entry: 07/14/1998
Employee Training
Course Materials
Record copy of manuals, syllabi, textbooks and other training aids
created for agency sponsored employee training programs.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until training program is obsolete, then transfer
one copy of each manual, syllabus, and textbook to the archives, destroy
the remainder. See also Employee Training Records.
- Restrictions: None
- Date of Entry: 01/18/1996
Employee Training Records
Correspondence, reports, and other records relating to the operation
of agency 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 of Entry: 01/18/1996
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 of Entry: 07/14/1988
Employment Applications
- Not Hired
DA forms 203 and supplementary materials, including background checks,
submitted by unsuccessful applicants for employment.
- Minimum Retention: 003 cldr yrs
- Disposition: Destroy
- Comments:
- Restrictions: Portions under KSA 45-221(a)(4)
- Date of Entry: 01/13/1994; amended 01/08/2004
Employment
Eligibility Verification Form
Immigration and Naturalization Service (INS) from I-9 completed by
the employee verifying eligibility to work in the United States.
- 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 of Entry: 01/08/1998
Equal
Employment Opportunity Grievance Files
Documents related to discrimination charges concerning employment
made against an agency and subsequent investigations.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain 5 years after grievance is settled, then transfer
to the archives.
- Restrictions: KSA 45-221(a)(11) & (25)
- Date of Entry: 10/17/1991
Equal Employment
Opportunity Plans
Documents related to agency compliance with laws and regulations concerning
EEO/AA plans including the agency characteristic plan.
- Minimum Retention: 005 cldr yrs
- Disposition: archives
- Comments:
- Restrictions: None
- Date of Entry: 10/17/1991
Equipment
Maintenance and Ownership Records
Documents related to the legal ownership and maintenance of agency
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 of Entry: 07/14/1988
Equipment Operation Records
Documents related to the use of agency equipment (eg. photocopy logs,
check-out forms, use request forms, etc.), including photocopiers, typewriters,
computers, calculators, adding machines, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: See also Equipment Ownership and Maintenance Records.
- Restrictions: None
- Date of Entry: 07/14/1988
Grant Files - Funded
Variety of documents relating to applications for federal, state,
and private grants and to 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, and annual and final performance reports to
the archives for purging, destroy remaining documents.
- Restrictions: None
- Date of Entry: 01/18/1996, amended 10/17/02
Grant Files - Unfunded
Applications and supporting documentation relating to federal, state
and private grants submitted by agencies which were not funded.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy.
- Restrictions: None
- Date of Entry: 07/14/1998
Hardware and Software
Documentation
Records documenting the use, operation, and maintenance of an agency's
computer equipment including operating manuals, hardware/software operating
system requirements, hardware/software configurations, and equipment
control systems.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until the agency no longer uses related hardware
or software and all data is transferred to and made useable in the
new hardware/software environment.
- Restrictions: None
- Date of Entry: 08/17/2000
Hearing
and Meeting Transcripts and Electronic Media Recordings
Records of agency hearings and other meetings: transcripts, audiotapes,
videotapes, notes, etc.
- 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 of Entry: 07/14/1988
Imprest Fund
Documents related to the administration and accounting of the imprest
fund which allows an agency to use a local bank account as authorized
by statute: DA form 152-"Checkbook Record--Imprest Fund."
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 10/17/1991
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: KSA 45-221(a)(4)
- Date of Entry: 07/18/2002
Information
Resources Management and Data Processing
Agency IT plans, data processing services plans, strategic plans,
and related records used to plan for information systems development,
technology acquisitions, data processing services provision or related
areas.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until superseded, obsolete, or replaced.
- Restrictions: None
- Date of Entry: 08/17/2000
Information
Technology Disaster Preparedness and Recovery Plans
Records related to the protection and reestablishment of information
technology services, equipment and data (back-up files) in case of a
disaster.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until superseded by revised plan, then transfer
to the archives.
- Restrictions: None
- Date of Entry: 08/17/2000
Inter-Agency Work Orders
Forms used to request and record the preformance of services from
another state agency
- Minimum Retention: 001 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 4/13/2000
Internal Memos--Policy
Related
Internal memos, e-mail, and other correspondence that state or form
the basis for policy, set precedent, or records important events in
the operational and organizational history of the agency.
- Minimum Retention: 005 calendar years
- Disposition: archives
- Comments: Retain in office 5 calendar years, then transfer to the
archives for purging. Print out all electronic versions as issued
and transfer to the archives for purging.
- Restrictions: None
- Date of Entry: 08/17/2000
Internal Memos--Routine
Internal memos, e-mail and other correspondence which pertain to routine
matters
- Minimum Retention: see comments
- Disposition: destroy
- Comments: retain until no longer useful, then destroy
- Restrictions: None
- Date of Entry: 4/13/2000
Inventory Records
- Expendable Property
Records of receipts, disbursements, and balances of office supplies
and other expendable inventory materials.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Inventory
Records - Non-Expendable Property
Records related to capital equipment inventory management: DA forms
80 thru 83, computer reports from the Department of Administration,
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 of Entry: 07/14/1988
Kansas
Public Disclosure Commission Statements of Substantial Interest
Agency copies of statements of substantial interest requested on a
yearly basis and filed with the Secretary of State's office.
- Minimum Retention: 001 cldr yr
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 10/17/1991
Kansas Quality
Management (KQM) Files
Variety of documents relating to the planning and implementation of
KQM for the agency.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives
for purging.
- Restrictions: None
- Date of Entry: 10/09/1997
Kansas
Register Submissions
Copies of proposed, withdrawn, emergency, and adopted rules, open meeting
notices or other documents required by law to be submitted to the Kansas
Register
for publication.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 1 year after publication, then destroy.
- Restrictions: None
- Date of Entry: 01/09/2003
Key
Accountability Files
Records relating to the issuance of keys, identification cards, building
passes or
similar instruments of access to agency facilities or equipment and
maintained for
accountability purposes.
- Minimum Retention: See comments
- Disposition: Destroy
- Comments: Retain 3 years after superseded, date of termination
or date of expiration, then
destroy.
- Restrictions: None
- Date of Entry: 01/09/2003
KIPPS Reports - Obsolete Series
Computer reports concerning agency payroll issued on a periodic basis
from the Division of Accounts and Reports to agencies in the Kansas
Integrated Payroll System.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: See also Payroll Warrant Register, Time & Leave Reports,
Agency Payroll Charges Reports, Funding Charges for Adjustments, and
Annual & Sick Leave Reports. Schedule does not apply to the Division
of Accounts and Reports.
- Restrictions: None
- Date of Entry: 07/14/1988
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 of Entry: 07/14/1988
Leave Requests
Internal forms used to request and authorize the taking of leave by
employees.
- Minimum Retention: 005 fisc yrs
- Disposition: destroy
- Comments: See also Employee Time Report Records.
- Restrictions: KSA 45-221(a)(4)
- Date of Entry: 07/14/1998
Ledgers - General
General records maintained by agencies of financial receipts and expenditures
normally used to monitor, manage, and verify agency budget.
- Minimum Retention: 003 fisc yrs
- Disposition: archives
- Comments: This series includes only internal documents.
- Restrictions: None
- Date of Entry: 07/14/1988
Legislation Reference Files
Copies of bills, drafts of legislation, copies of statutes, notes,
correspondence, and other miscellaneous documents related to various
legislative 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 of Entry: 07/14/1988
Litigation
Case Files
Correspondence, court documents, research materials, reports, press
releases,
etc. documenting agency litigation activities.
- Minimum Retention: see comments
- Disposition: See comments
- Comments: Retain precedent-setting litigation records not scheduled
by agency specific
schedule 5 years after case is closed, then transfer to the archives
for purging.
Retain all other litigation records 5 years after case is closed,
then destroy.
- Restrictions: Portions per KSA 45-221(a)(25)
- Date of Entry: 01/09/2003
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 of Entry: 07/14/1988
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 of Entry: 04/18/1996
Memoranda
of Understanding or Agreement, Inter-Agency
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 contact the archives for appraisal - if not accepted for
transfer to the archives, then destroy.
- Restrictions: None
- Date of Entry: 07/14/1988
Minutes
Proceedings of regular or special meetings of committees, commissions,
and other standing or ad hoc organizations.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives.
- Restrictions: None
- Date of Entry: 07/14/1988
Operating
System and Hardware Conversion Plans
Records relating to the replacement of equipment or computer operating
systems.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain 1 year after successful conversion, then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
Organizational
Charts and Reorganization Studies
Records documenting planned and actual changes in an agency's organizational
structure over time.
- Minimum Retention: 003 cldr yrs
- Disposition: archives
- Comments:
- Restrictions: None
- Date of Entry: 01/18/1996
Outstanding Obligations, Lists of
Copies of DA forms 118 submitted to Divions of Accounts and Reports
to encumber funds from current fiscal year to pay for goods or services
to be received during the following fiscal year.
- Minimum Retention: 002 fisc yrs
- Disposition: Destroy
- Comments: This series does not apply to Division of Accounts and
Reports.
- Restrictions: None
- Date of Entry: 01/08/2004
Payroll Adjustment Records
Copies of documents and supporting materials used to make adjustments
in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21
series, DA-171 thru 177, DA-251 thru 262.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: This schedule does not apply to copies of these records
maintained by the Division of Accounts and Reports. See also Payroll
Deduction Authorization Records.
- Restrictions: None
- Date of Entry: 07/14/1988
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
or Payroll Direct Deposit Authorization Record .
- Restrictions: KSA 45-221(a)(4)
- Date of Entry: 07/14/1988
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 of Entry: 07/14/1988
Payroll Warrant Registers
Monthly listing of warrant checks issued to state agency employees
for payroll purposes.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 10/17/1991
Petty Cash Records
Documents related to petty cash accounting: DA-71 thru 73.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Photocopy Meter
Reading Statements
Forms completed listing the number of copies made, dates readings
were taken, etc. relating to the leases on photocopy machines.
- Minimum Retention: 001 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 4/13/2000
Photographic and Video
Materials
Photo-prints, negatives, slides, films, and videotapes.
- 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 of Entry: 07/14/1988
Policy Statements
Original copies of formal explanations of agency policies and procedures.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful , then transfer to the
archives. Retain convenience copies until no longer useful, then destroy.
- Restrictions: None
- Date of Entry: 04/13/2000
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: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Press Releases
Public information issued to the news media.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives.
- Restrictions: None
- Date of Entry: 07/14/1988
Procedures Manuals
Original copies of agency procedures issued in a collective manual.
- Minimum Retention: see comments
- Disposition: see comments
- Comments: Retain until superseded or no longer in effect, then
transfer 1 copy to the archives, destroy the remainder.
- Restrictions: None
- Date of Entry: 08/17/2000
Professional
Organizations Files
Documents relating to membership/participation in professional organizations.
- Minimum Retention: 002 cldr yrs
- Disposition: Destroy
- Comments:
- Restrictions: None
- Date of Entry: 01/09/2003
Programs and Invitations
Documents related to official agency functions.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives.
- Restrictions: None
- Date of Entry: 07/14/1988
Property
Disposition Records - Non-Expendable
Copies of DA forms 110 and supporting documents used to remove capital
equipment from the agency inventory.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Publications
Internally produced newsletters, pamphlets, leaflets, and brochures
distributed to inform a constituency about the activities of the agency.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain in office 1 year, then transfer 2 copies to the
archives and destroy the remainder.
- Restrictions: None
- Date of Entry: 01/18/1996
Purchase Requests - Internal
Documents used by subordinate organizations to request purchases of
goods and services through the agency central purchasing office.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: Retain for 5 fiscal years if record is subject to KSA
75-3740(e).
- Restrictions: None
- Date of Entry: 07/14/1988
Purchasing Records
Documents related to the purchase of goods and services: correspondence,
vouchers, invoices, ledger books and cards, requisitions, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: Retain for 5 fiscal years if record is subject to KSA
75-3740(e). See also Vouchers & Requisitions, Accounts Payable
Records, Bid Records, Contracts, Ledgers - General, and Vendor Files.
- Restrictions: None
- Date of Entry: 07/14/1988
Receipts Records - Cash
Records of cash received by the agency: receipt slips, receipt books,
receipt ledgers, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Records Management Records
Documents related to the management of agency records including completed
survey forms, inventories, and other miscellaneous materials such as
correspondence or reference materials.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain survey forms and inventories until superseded,
then contact the archives for appraisal of other documents - if not
accepted for transfer to the archives, then destroy.
- Restrictions: None
- Date of Entry: 07/14/1988
Recruitment Files
Variety of documents relating to the recruitment process for hiring
employees to fill vacant positions.
- Minimum Retention: 003 cldr yrs
- Disposition: destroy
- Comments:
- Restrictions: Portions per KSA 45-221(a)(4).
- Date of Entry: 01/18/1996
Reorganization Studies
Records documenting actual and proposed agency organizational structure.
- Minimum Retention: 003 cldr yrs
- Disposition: archives
- Comments: Retain in office 3 calendar years, then transfer to the
archives for purging.
- Restrictions: None
- Date of Entry: 08/17/2000
Request for Access to
Records
Documents related to requests for access to state agency records and
agency responses prepared pursuant to KSA 45-218.
- Minimum Retention: 005 cldr yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 04/13/2000
Schedules - Office Activities
Internal forms, appointment books, paper and electronic 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 of Entry: 04/13/2000
Scrapbooks and Albums
Collection of miscellaneous documents regarding agency 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 of Entry: 07/14/1988
Scrapbooks and Albums
Collection of miscellaneous documents regarding agency 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 of Entry: 07/14/1988
Security Records
Security logs, sign-in sheets, security activity reports, incident
reports, etc. relating
to security provided for agency buildings and grounds.
- Minimum Retention: 005 cldr yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 01/09/2003
Security
Reports - Routine
Reports relating to routine incidents that do not require further
investigation.
- Minimum Retention: See comments
- Disposition: Destroy
- Comments: Retain 2 years after the date issued, then destroy.
- Restrictions: None
- Date of Entry: 01/09/2003
Speeches and Writings
Notes, drafts, and final versions of agency related speeches, articles,
talks, and other formal public communications published or given at
meetings and conferences.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful, then transfer to the archives
for purging.
- Restrictions: None
- Date of Entry: 04/13/2000
STARS Reports: Daily
Financial
Computer reports regarding agency financial status issued on a daily
basis from the Division of Accounts and Reports to agencies in the Statewide
Accounting and Reporting Systems.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Schedule
does not apply to the Division of Accounts and Reports. Replaces the
old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420,
DAFR8101, etc.
- Restrictions: None
- Date of Entry: 10/17/1991
STARS Reports: Monthly
Financial
Computer reports regarding agency financial status issued on a monthly
basis from the Division of Accounts and Reports to agencies in the Statewide
Accounting and Reporting Systems.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Schedule
does not apply to the Division of Accounts and Reports. Replaces the
old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070,
DAFR8101, etc.
- Restrictions: None
- Date of Entry: 10/17/1991
STARS Reports: Yearly
Financial
Computer reports regarding agency financial status issued on a yearly
basis from the Division of Accounts and Reports to the Statewide Accounting
and Reporting Systems.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy. Schedule
does not apply to the Division of Accounts and Reports. Replaces the
old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120,
DAFR8210, etc.
- Restrictions: None
- Date of Entry: 10/17/1991
Statements of Lost Warrants
Copies of DA form 6 used to request re-issues of lost warrants.
- Minimum Retention: currt fisc yr
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Strategic Planning Files
Variety of documents relating to the strategic planning process for
the agency.
- Minimum Retention: see comments
- Disposition: archives
- Comments: Retain until no longer useful or superseded, then transfer
to the archives for purging.
- Restrictions: None
- Date of Entry: 08/17/2000
Summary Computer Usage
Reports
Summary reports and other paper records created to document computer
usage.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer of administrative value to agency,
then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
Supply Requests - Internal
Documents used by subordinate organizations to order expendable supplies
from central supply rooms.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 08/17/2000
System Backup Files
Copies of master files or databases, application software, logs, directories,
and other records needed to restore a system in case of a disaster or
inadvertent destruction.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain a minimum or 12 system backup cycles, then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
System Users Acecess Records
Electronic or textual records created to control or monitor individual
access to a system and its data for security purposes, including by
not limited to, user account records, security logs, and password files.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer of administrative use to the agency,
then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
Tape Library Control Records
Records used to control the location, maintenance, and disposition
of magnetic media in a tape library including a list of holdings, control
logs, and other data regarding the destruction of the tape library electronic
files.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until superseded, then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
Technical Program Documentation
Copy of program/code/program flowcharts, program maintenance log,
system change notices, original design documents, specifications, requirements,
acceptance tests, and other records that document computer programs
and the modifications made to the computer programs.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until all data in system has been migrated or
destroyed, then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
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 of Entry: 01/18/1996
Telecommunications Logs
Registers recording incoming and outgoing telephone calls and fax
transmissions.
- Minimum Retention: 6 months
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 01/18/1996
Telephone Billing Records
Copies of computer billings and supporting documents concerning the
use of a telecommunications service provider.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 04/13/2000
Test Database Files
Routine or benchmark data sets, related documentation, and test results
constructed or used to test or develop a system.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until the version of the system tested in no longer
in use, then destroy.
- Restrictions: None
- Date of Entry: 08/17/2000
Travel Request
and Authorization Records
Records related to employee travel: DA forms 25 (Request for Out of
State Travel) and various internal documents.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: See also Travel Vouchers and Vehicle Operation Records.
- Restrictions: None
- Date of Entry: 07/14/1988
Vehicle Maintenance
and Ownership Records
Documents related to the legal ownership and maintenance of agency
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 of Entry: 07/14/1988
Vehicle Operation Records
Documents related to the use of state-owned motor vehicles: MP forms
1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Vendor Files
Records concerning purchases from specific vendors: invoices, correspondence,
vouchers, ledger books and cards, etc.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: Retain for 5 fiscal years if record is subject to KSA
75-3740(e). See also Vouchers & Requisitions, Purchasing Records,
Bid Records, Contracts, and Accounts Payable Records.
- Restrictions: None
- Date of Entry: 07/14/1988
Visitors Logs
Registers or logs used to record names of employees, outside contractors,
service personnel, and other visitors admitted to agency facilities.
- Minimum Retention: see comments
- Disposition: destroy
- Comments: Retain until no longer useful, then destroy.
- Restrictions: None
- Date of Entry: 01/18/1996
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 of Entry: 01/08/1998
Vouchers - Purchase
Copies of documents used to order and pay for goods and services:
DA forms 100 thru 109 and DA 120.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: Schedule does not apply to the Division of Accounts and
Reports.
- Restrictions: None
- Date of Entry: 07/14/1988, amended 8/17/00
Vouchers - Journal
DA forms 35 series and other agency forms used to adjust financial
account balances.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988, amended 07/18/2002
Vouchers - Receipts
Copies of documents used to transfer funds received by agencies from
individuals and organizations into their particular accounts: forms
DA-3 series.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
Vouchers - Travel
Copies of documents used to certify the validity of claims for the
reimbursement of travel expenses: DA forms 121, 122, and 123.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments: Includes all variations of forms, eg. DA-121E and 121R,
etc.
- Restrictions: None
- Date of Entry: 07/14/1988
Web Server Aggregate Reports
Reports periodically generated from the Web transaction log data to
indicate aggregate values and trends.
- Minimum Retention: 002 fisc yrs
- Disposition: destroy
- Comments: Includes all variations of forms, eg. DA-121E and 121R,
etc.
- Restrictions: None
- Date of Entry: 08/17/2000
Web Server Transaction
Logs
Raw data captured from the hypertext transfer protocol (HTTP) header
during a Web transaction and stored in a log file.
- Minimum Retention: 006 months
- Disposition: destroy
- Comments:
- Restrictions: KSA 45-221(a)12,13, 14 & 30 may apply
- Date of Entry: 08/17/2000
Word Processing Files (OBSOLETE
series)
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 on an approved schedule. When used to produce hard copy that
is maintained according to approved schedule - delete when no longer
useful.
- Restrictions: None
- Date of Entry: 10/17/1991
Work Orders and Logs
Internal documents used to request and record requests for the performance
of maintenance or other services.
- Minimum Retention: 003 fisc yrs
- Disposition: destroy
- Comments:
- Restrictions: None
- Date of Entry: 07/14/1988
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