Kansas Records Retention Schedules

38 Schedule Entries Found:

Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative

SERIES ID	0004-000
TITLE	Agency Director's Files
DESCRIPTION	Correspondence, reports, budgets, etc. relating to the administration and operation of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0005-000
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0008-000
TITLE	Attorney General Opinions
DESCRIPTION	Opinions, letters of advice, copies 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.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0009-000
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0015-000
TITLE	Board Packets
DESCRIPTION	Agenda, minutes, background information, etc. relating to meetings of a board or commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0016-000
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted by the archives then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0017-000
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0022-000
TITLE	Committee Files
DESCRIPTION	Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	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.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
TITLE	Correspondence - Routine
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0029-000
TITLE	Customer Surveys Forms
DESCRIPTION	Surveys compiled on customer satisfaction with the quality of service provided.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0131-000
TITLE	Governor's Proclamations
DESCRIPTION	Copies of proclamations issued by the Governor's Office related to various agency activities and functions.
RETENTION	005 cldr yrs
COMMENTS	Governor's Office maintains the original copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0049-000
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.
RETENTION	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.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0050-000
TITLE	Grant Files - Unfunded
DESCRIPTION	Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0052-000
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted by the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0057-000
TITLE	Inter-Agency Work Orders
DESCRIPTION	Forms used to request and record the performance of services from another state agency.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0058-000
TITLE	Internal Memos - Policy Related
DESCRIPTION	Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
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.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0059-000
TITLE	Internal Memos - Routine
DESCRIPTION	Internal memos, e-mail, or other correspondence which pertain to routine matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0062-000
TITLE	Kansas Public Disclosure Commission Statements of Substantial Interest
DESCRIPTION	Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0063-000
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning, implementation, and documentation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0064-000
TITLE	Kansas Register Submissions
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain 1 year after publication, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0132-000
TITLE	Legal and Public Notices
DESCRIPTION	Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters.
RETENTION	005 cldr yrs
COMMENTS	The Kansas Register is maintained permanently by the KSHS and the State Library.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0069-000
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0070-000
TITLE	Lists of Outstanding Obligations
DESCRIPTION	Copies of DA forms 118 submitted to Division 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.
RETENTION	002 fisc yrs
COMMENTS	This series does not apply to Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0071-000
TITLE	Litigation Case Files
DESCRIPTION	Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities.
RETENTION	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.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(25)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0074-000
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	Formal agreements reached between state, local, and/or federal agencies.
RETENTION	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.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0075-000
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0076-000
TITLE	Organizational Charts
DESCRIPTION	Records documenting the agency's current organizational structure.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0084-000
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0088-00
TITLE	Professional Organizations Files
DESCRIPTION	Documents relating to membership/participation in professional organizations.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0095-000
TITLE	Records Management Records
DESCRIPTION	Documents related to the management of agency records including completed survey forms, inventories, schedules, and other miscellaneous materials such as correspondence or reference materials.
RETENTION	See Comments
COMMENTS	Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0097-000
TITLE	Reorganization Studies
DESCRIPTION	Records documenting actual and proposed agency organizational structure.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0098-000
TITLE	Request for Access to Records
DESCRIPTION	Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0099-000
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0108-000
TITLE	Strategic Planning Files
DESCRIPTION	Variety of documents relating to the strategic planning process for the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful or superseded, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0118-000
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0120-000
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0130-000
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

New search