Kansas Records Retention Schedules

15 Schedule Entries Found:

Agency Number: 000-004
State General Retention and Disposition Schedule
Facilities Management

SERIES ID	0007-000
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting physical plant 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 per K.S.A. 45-221(a)(12)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0018-000
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs.
RETENTION	See Comments
COMMENTS	Retain a minimum of 3 fiscal years or until warranty is expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0020-000
TITLE	Capital Improvement Projects Files
DESCRIPTION	Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0033-000
TITLE	Deeds for Real Estate
DESCRIPTION	Legal documents pertaining to the ownership of real property by state agencies.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0047-000
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment, then transfer to new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0048-000
TITLE	Equipment Operation Records
DESCRIPTION	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.
RETENTION	003 fisc yrs
COMMENTS	See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0060-000
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0061-000
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA forms 80 thru 83, DA-87, DA-110, monthly inventory reports, computer reports from Department of Administration, internal documents, correspondence, copies of original purchase records, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0065-000
TITLE	Key Accountability Files
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain 3 years after superseded, date of termination or date of expiration, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0066-000
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0073-000
TITLE	Material Safety Data Sheets
DESCRIPTION	Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility.
RETENTION	See Comments
COMMENTS	Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0090-000
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0100-000
TITLE	Security Records
DESCRIPTION	Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for agency buildings and grounds.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10) See Atty Gen's Opinion 87-25.
APPROVED
K.A.R. NUMBER	53-2-133

SERIES ID	0101-000
TITLE	Security Reports - Routine
DESCRIPTION	Reports relating to routine incidents that do not require further investigation.
RETENTION	See Comments
COMMENTS	Retain 2 years after the date issued, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0119-000
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

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