Kansas Records Retention Schedules

31 Schedule Entries Found:

Agency Number: 000-112
Local Government Records
Juvenile Detention Facility

SERIES ID	0005-112
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0006-112
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the facility: copies of invoices, correspondence, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0001-112
TITLE	Annual Statistics
DESCRIPTION	Compilation of variety of statistics including population, admissions, average age at admission, counties, reasons for commitment, etc.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0007-112
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by state and/or federal auditing agencies.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0008-112
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0009-112
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0010-112
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0011-112
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the facility.
RETENTION	See Comments
COMMENTS	Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activates for 10 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0012-112
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	Archive
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0013-112
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in a 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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0014-112
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to inactive storage for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0015-112
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0016-112
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
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0017-112
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 retain one copy of each manual, syllabus, and textbook permanently, destroy the remainder. See also Employee Training Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0018-112
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0002-112
TITLE	Juvenile Files
DESCRIPTION	Admission form, intake form, evaluation and management plan, incident and grievance forms, etc. relating to the juveniles transferred to the facility until permanent placement arrangements are made.
RETENTION	See Comments
COMMENTS	Transfer to CD-ROM after juvenile transfer or release and retain for 15 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 38-1608
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0019-112
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0020-112
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0003-112
TITLE	Medical Files - Juveniles
DESCRIPTION	Lab reports, examination reports, medical history, etc. used to provide continuity of medical care for the youth.
RETENTION	See Comments
COMMENTS	Retain until student is discharged, then transfer to CD-ROM and retain 15 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3) & 38-1609
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0021-112
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 permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0022-112
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: Insurance enrollments, GHI enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0023-112
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to permanent storage. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0024-112
TITLE	Postal Records
DESCRIPTION	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.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0025-112
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer 1 copy to permanent storage, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0026-112
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0027-112
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0004-112
TITLE	Shift Coverage Log
DESCRIPTION	Log maintained to record which cottage has single coverage, staff on duty, and staff shifting to ensure adequate coverage.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0028-112
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0029-112
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0030-112
TITLE	Visitors Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0031-112
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	1998-04-16
K.A.R. NUMBER	53-2-115

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