Kansas Records Retention Schedules

17 Schedule Entries Found:

Agency Number: 000-005
State General Retention and Disposition Schedule
Personnel

SERIES ID	0006-000
TITLE	Applications for Examination
DESCRIPTION	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.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0035-000
TITLE	Employee Notary Files
DESCRIPTION	Notary certification documents compiled on employees.
RETENTION	See comments
COMMENTS	Proof of certification is part of the Employee Personnel File. These files are convenience copy. Retain information until superceded, or 3 calendar years, then destroy.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0036-000
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials.
RETENTION	See Comments
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), a summary log of background checks and pertinent data, and transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)(6)
APPROVED	2009-04-09
K.A.R. NUMBER	53-2-159

SERIES ID	0037-000
TITLE	Employee Personnel Files--Convenience Copies
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0038-000
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0039-000
TITLE	Employee Time Report Records
DESCRIPTION	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.
RETENTION	005 fisc yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0040-000
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs.
RETENTION	See Comments
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.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0041-000
TITLE	Employee Training Records
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0042-000
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 79-3234 & 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0043-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203, applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(6)
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0044-000
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 9 completed by employee verifying eligibilty to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0045-000
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(4)(11)
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0046-000
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0133-000
TITLE	Exit Interviews
DESCRIPTION	Records and materials related to discussions with employees leaving employment with an agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2008-01-24
K.A.R. NUMBER	53-2-154

SERIES ID	0054-000
TITLE	Income Tax Monitoring Files
DESCRIPTION	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.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after date tax was due or paid then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0067-000
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0096-000
TITLE	Recruitment Files
DESCRIPTION	Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

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