Kansas Records Retention Schedules

Agency:

Department of Agriculture

245 Schedule Entries Found:

Agency Number: 046-001
Department of Agriculture
Office of the Secretary

SERIES ID 0096-046
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 Retain 3 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0002-046
TITLE Correspondence - Division Directors
DESCRIPTION Letters, memos, internal task force information, etc. relating specifically to division directors.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0003-046
TITLE Project Files
DESCRIPTION Variety of documents relating to specific projects which the agency may pursue in an effort to increase efficiency and improve operations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0004-046
TITLE Subject Files
DESCRIPTION Variety of documents relating to interests and operations of the secretary.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID 0007-046
TITLE Accounts Payable Records
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0008-046
TITLE Accounts Receivable Records
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0291-046
TITLE Audit Reports
DESCRIPTION Results of audits conducted by the 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 53-2-116

SERIES ID 0009-046
TITLE Banking Records
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0005-046
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 008 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 5 years, then transfer to the archives for purging. Supersedes general schedule.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0006-046
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 008 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0015-046
TITLE Imprest Fund
DESCRIPTION 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 from 152-"Checkbook Record--Imprest Fund."
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0016-046
TITLE Inventory Records - Expendable Property
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION See Comments
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0017-046
TITLE Inventory Records - Non-Expendable Property
DESCRIPTION Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION See Comments
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0018-046
TITLE Petty Cash Records
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0019-046
TITLE Purchase Requests - Internal
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0020-046
TITLE Purchasing Records
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0021-046
TITLE Receipts Records - Cash
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0022-046
TITLE SHaRP Reports
DESCRIPTION Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION 005 fisc yrs
COMMENTS Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0024-046
TITLE Vouchers - Journal
DESCRIPTION DA forms 35 series used to adjust financial account balances.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0023-046
TITLE Vouchers - Purchase
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0025-046
TITLE Vouchers - Receipts
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0026-046
TITLE Vouchers - Travel
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Information Resources & Technology

SERIES ID 0045-046
TITLE Budget Files - Telecommunications
DESCRIPTION Digital reports and spreadsheets relating to the budgeting process for the division.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0032-046
TITLE Contract - Pager Services
DESCRIPTION Correspondence, contracts, service agreements, etc. relating to a contractual agreement with a paging service provider.
RETENTION See Comments
COMMENTS Retain in office until expiration of contract, transfer to the state records center for 5 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0031-046
TITLE Contracts - Cellular Telephone
DESCRIPTION Correspondence, contract, service agreements, etc. relating to a contractual arrangement with a cellular telephone system provider.
RETENTION See Comments
COMMENTS Retain in office until expiration of contract, transfer to the state records center for 5 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0037-046
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 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0038-046
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 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0044-046
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 the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0050-046
TITLE Equipment Operation Records
DESCRIPTION Documents related to the use of agency equipment (e.g.. 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 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0047-046
TITLE Information Resources and Technology Help Desk and Inventory Tracking Database
DESCRIPTION Database designed to inventory hardware and software, provide a help desk ticket and track records and includes a related history file.
RETENTION See Comments
COMMENTS Retain until no longer useful, then delete.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0034-046
TITLE Inventory Records - Non-Expendable Property
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION See Comments
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0030-046
TITLE Key Telephone Systems File
DESCRIPTION Documents used to support the key telephone system.
RETENTION See Comments
COMMENTS Retain through the warranty period, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0028-046
TITLE Renovation File
DESCRIPTION Floor plans and supporting documentation relating to the renovation of the building to support the telecommunications systems.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0043-046
TITLE Software Licensing Files
DESCRIPTION License and supporting documentation relating to the purchase and authorized use of computer software.
RETENTION See Comments
COMMENTS Retain until no longer used then destroy properly or return to vendor.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0033-046
TITLE Technical Reference Files
DESCRIPTION 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.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0036-046
TITLE Telecommunications Billing Records
DESCRIPTION Copies of billings and supporting documentation relating to charges for telecommunications services.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0029-046
TITLE Telecommunications Work Orders
DESCRIPTION Work orders submitted by the agency to DISC requesting telecommunications services.
RETENTION 001 fisc yr
COMMENTS Retain electronic and hard copy 1 fiscal year, then destroy or delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

SERIES ID 0042-046
TITLE Update Directory File
DESCRIPTION Form completed by the agency and submitted to DISC to update the communication services directory.
RETENTION 003 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1999-04-15
K.A.R. NUMBER 53-2-119

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal

SERIES ID 0305-046
TITLE Contracts
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.
RETENTION See Comments
COMMENTS Retain in office 1 fiscal year after expiration of contract, transfer to the state records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

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 0306-046
TITLE Leases - Real Property and Capital Equipment
DESCRIPTION Documents related to the leasing of real estate and equipment.
RETENTION See Comments
COMMENTS Retain in office 1 fiscal year after expiration, transfer to the state records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0293-046
TITLE Legal Reference Files
DESCRIPTION Variety of reference materials maintained to assist in the legal preparation of specific cases.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0294-046
TITLE Library Contents Inventory
DESCRIPTION Inventory listing the reference materials located in the Legal Department library.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0295-046
TITLE Litigation Case Files
DESCRIPTION Correspondence, court documents, research materials, reports, press releases, etc. documenting litigation involving the agency.
RETENTION See Comments
COMMENTS Retain 2 years after case is closed, then transfer to the archives for purging. Consolidates all Legal Case Files entries.
DISPOSITION Archives
RESTRICTIONS K.S.A. 45-221(a)(25)
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0284-046
TITLE Request for Access to Records
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to K.S.A. 45-218.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2000-04-13
K.A.R. NUMBER 53-2-123

SERIES ID 0296-046
TITLE Rules and Regulations Files
DESCRIPTION Documents relating to proposed agency revised rules and regulations including: sign-in sheets, hearing notices, public comments, certificate of adoption, etc. adopted by the Kansas Department of Agriculture.
RETENTION See Comments
COMMENTS Retain in office 2 years after adoption of regulation, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0297-046
TITLE Subject Files - Legal
DESCRIPTION Variety of documents relating to legal issues affecting the agency.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS K.S.A. 45-221(a)(2)(25) & K.S.A. 60-432
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Personnel

SERIES ID 0010-046
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 the records center for 62 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0011-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0012-046
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 Internal agency forms. See also Leave Requests.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0013-046
TITLE Employment Applications - Not Hired
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0014-046
TITLE Employment Eligibility Verification Form
DESCRIPTION Immigration and Naturalization Service (INS) form I-9 completed by the employee verifying eligibility to work in the United States.
RETENTION See Comments
COMMENTS Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0027-046
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 KSA 45-221(a)(4)
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-002
Department of Agriculture
Agriculture Laboratory Program

SERIES ID 0067-046
TITLE Aflatoxin Reports
DESCRIPTION Laboratory report completed on dairy samples provided by field inspectors testing for the presence of deadly aflatoxin.
RETENTION See Comments
COMMENTS Retain in office 1 year, then destroy. Dairy Inspections Programs maintains the original.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0055-046
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 Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0056-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0065-046
TITLE Chemigation Screening Report
DESCRIPTION Laboratory report completed on water samples provided by plant health inspectors testing the pesticide levels to ensure compliance with standards and regulations.
RETENTION See Comments
COMMENTS Retain hard copy in office 1 year, then destroy. Pesticide and Fertilizer Program retains original hard and electronic copies.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0069-046
TITLE Consumer Protection Dairy Report
DESCRIPTION Lab report listing test results on retail grocery store samples provided by field inspectors to ensure compliance with health standards and regulations.
RETENTION 005 cldr yrs
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0066-046
TITLE Dairy Products Pesticide Screening Test Report
DESCRIPTION Semi-annual report listing test results on dairy product provided by field inspectors screening for pesticides or contaminants and will resample only if the test is positive.
RETENTION See Comments
COMMENTS For negative results, retain until no longer useful, then destroy. For positive results, retain 1 year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0068-046
TITLE Dairy Products Report
DESCRIPTION Report listing test results on samples provided by dairy plant inspectors to ensure compliance with standards and regulations.
RETENTION 005 cldr yrs
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0059-046
TITLE Feed and Fertilizer Inspection Work Sheets
DESCRIPTION Sheet compiled by field inspectors listing the raw data collected on feed and fertilizer labels to ensure compliance with standards and regulations.
RETENTION 003 fisc yrs
COMMENTS Retain hard copy in office 1 fiscal year, transfer to the state records center for 2 fiscal years, then destroy. Raw data is input into the computer and transmitted to the Division of Inspections.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0061-046
TITLE MP 14 Lab Sample Report
DESCRIPTION Monthly lab report listing test results on meat samples provided by retail grocers and state institutions to ensure compliance with standards and regulations.
RETENTION See Comments
COMMENTS Retain hard copy 3 months for those products in compliance and 1 years for those products not in compliance.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0060-046
TITLE MP 14 Work Form
DESCRIPTION Raw data gathered which is used to complete the MP 14 report testing the amount of cereal, non-fat dry milk, or soy additives in meat and poultry products to ensure compliance.
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 0053-046
TITLE Pesticide Analysis Reports
DESCRIPTION Sample information form, history of official sample, work sheets, data analysis, parameters, etc. relating to tests conducted by laboratory staff on sample requests by environmental scientists.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then destroy. Pesticide Program maintains the original report except for the analysis sheets.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0070-046
TITLE Raw Milk Sample Report
DESCRIPTION Form submitted to the lab by a fillsman or field inspector regarding samples obtained from each dairy farm and dairy producer.
RETENTION 005 cldr yrs
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0063-046
TITLE Seed Examination Report
DESCRIPTION Report compiled by lab staff listing the ingredients stated on seed labels to ensure compliance with standards and regulations.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then destroy. Original remains at the Division of Inspections.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0071-046
TITLE Water Samples Report
DESCRIPTION Yearly lab report listing test results on water samples taken from dairies by field inspectors to ensure compliance with standards and regulations.
RETENTION 005 cldr yrs
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-002
Department of Agriculture
Agriculture Laboratory Program
Director's Office

SERIES ID 0058-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0057-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0054-046
TITLE Director's Files
DESCRIPTION Variety of documents relating to the operation and administration of the agriculture laboratory.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program

SERIES ID 0298-046
TITLE Dairy Samples Reports
DESCRIPTION Reports made from laboratory analysis of milk and milk product samples that includes pesticide and aflatoxin testing.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0299-046
TITLE Milk Distributor Files
DESCRIPTION Applications, correspondence, monthly and quarterly fee reports, etc. relating to agency efforts to regulate the distribution of milk and dairy products to ensure compliance with health standards.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0300-046
TITLE Milk Hauler/Sampler Files
DESCRIPTION Applications, evaluation forms, milk tank truck inspections, tanker registration, etc. relating to agency efforts to regulate the sampling and transportation of milk to ensure compliance with health standards.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program
Dairy Inspections

SERIES ID 0119-046
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 Internal agency forms. a.k.a. Daily Check Sheets
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program
Dairy Program

SERIES ID 0130-046
TITLE Milk and Dairy Manufacturing Plant Files
DESCRIPTION Documents relating to the regulation by the agency of milk and dairy manufacturing plants and the transportation of milk and dairy products to ensure compliance with health standards.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0129-046
TITLE Milk and Dairy Producers Files
DESCRIPTION Application, inspection forms, sample analysis, etc. relating to agency efforts to regulate the production of milk and dairy products to ensure compliance with health standards.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program

SERIES ID 0093-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0092-046
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 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0094-046
TITLE Felonious or Adverse Nature Grain Elevator Files
DESCRIPTION Documents relating to the grain elevator companies which have been in violation of statutes or regulations.
RETENTION 020 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS KSA 34-251
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0091-046
TITLE Grain Warehouse Bonds
DESCRIPTION Copies of surety bonds submitted to the agency by operators as part of the licensing process.
RETENTION 006 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0087-046
TITLE Grain Warehouse Examination Files
DESCRIPTION Inventories of stocks, audits of records, diagrams and floor plans, etc. relating to the annual unscheduled grain warehouse inspections.
RETENTION 006 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0086-046
TITLE Grain Warehouse Examiners Route Sheets
DESCRIPTION Schedules detailing work activities for grain inspection examiners.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0088-046
TITLE Grain Warehouse Financial Statements
DESCRIPTION Grain warehouse financial statements submitted to the agency as a part of the licensing process.
RETENTION 006 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0089-046
TITLE Grain Warehouse Licensing Files
DESCRIPTION Applications and supporting documentation relating to the annual licensing process for operators of grain warehouses.
RETENTION 006 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0090-046
TITLE Grain Warehouse Receipts
DESCRIPTION Copies of receipts issued by grain warehouse operators to farmers utilizing the facility.
RETENTION 006 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0098-046
TITLE Inventory Records - Non-Expendable Property
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence.
RETENTION See Comments
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0100-046
TITLE Photographic and Video Materials
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes.
RETENTION See Comments
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0101-046
TITLE Receipts Records - Cash
DESCRIPTION Ledger used to keep track of money paid by firms for various inspection fees.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0102-046
TITLE Rules and Regulations Files
DESCRIPTION Proposed and approved rules and regulations pertaining to the Board of Agriculture.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0103-046
TITLE Speeches
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program
Dairy Program

SERIES ID 0128-046
TITLE Counter Freezer Business License Files
DESCRIPTION Application, inspection forms, etc. relating to the regulation of counter freezer operations within the state to ensure compliance with health standards.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program

SERIES ID 0135-046
TITLE Certified Chemigation Equipment Operator Files
DESCRIPTION Applications, examination scores, correspondence, copies of certificate, copies of receipts, etc. relating to the certification process of chemigation equipment operators.
RETENTION See Comments
COMMENTS Retain until inactive plus 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(9) for examination scores
APPROVED 1996-01-18
K.A.R. NUMBER 53-2-107

SERIES ID 0148-046
TITLE Chemigation Permit Files
DESCRIPTION Applications, correspondence, chemical use reports, copies of permits and other supporting documentation related to the permitting of wells or other water sources to be used for chemigation purposes.
RETENTION 055 cldr yrs
COMMENTS Retain in office 5 calendar years, transfer to the state records center for 50 calendar years, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0150-046
TITLE Field Agent Investigation and Complaint Files - No Action
DESCRIPTION Documents relating to complaints made to field agents by consumers regarding pesticide products.
RETENTION 006 cldr yrs
COMMENTS Retain in office 3 calendar years, transfer to the state records center for 3 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0134-046
TITLE Government Registration Files
DESCRIPTION Records related to the registration of government agencies permitting them to apply pesticides: applications, correspondence, copies of certificates, and other supporting documents.
RETENTION See Comments
COMMENTS Retain until inactive plus 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0152-046
TITLE Inspection Files - Non-Violations
DESCRIPTION Documents relating to mandated inspections conducted by field agents of manufacturers, dealers, distributors, and users who have met compliance with statutes and regulations.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0151-046
TITLE Inspections Files - Violations
DESCRIPTION Documents relating to mandated inspections conducted by field agents of pesticide manufacturers, dealers, distributors, and users who have violated statutory or regulatory requirements.
RETENTION See Comments
COMMENTS Retain in office 3 years after closure, transfer to the state records center for 2 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0149-046
TITLE Investigation Complaint - Enforcement Action
DESCRIPTION Documents relating to investigations into possible pesticide use violations and any resulting action taken by the agency to ensure compliance with statutes and regulations.
RETENTION See Comments
COMMENTS Retain in office 10 calendar years after closure, transfer to the state records center for 5 calendar years, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0153-046
TITLE Pesticide Applicator Certification/Business License Logs
DESCRIPTION Logs maintained of licenses issued to businesses permitted to apply pesticides: business license, date of issuance, name of certification, category of certification and license, and license number.
RETENTION See Comments
COMMENTS Transfer original ledgers to the archives immediately. Transfer computer printed updates annually to the archives. This series is maintained electronically now.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0154-046
TITLE Pesticide Business License Files
DESCRIPTION Applications, correspondence, registers, copies of license, and other supporting documentation relating to the licensing of pesticide application businesses to ensure compliance with standards.
RETENTION See Comments
COMMENTS Retain until no longer active, plus 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0145-046
TITLE Pesticide Management Area Plans
DESCRIPTION Documents relating to the state's mechanism for managing pesticide use as mandated by federal law to ensure compliance with those federal standards.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program
Pesticide Program

SERIES ID 0146-046
TITLE Agricultural Chemical Registration Files
DESCRIPTION Applications, chemical container labels, material safety data sheets, and other supporting documents relating to the registration of agricultural chemicals for use in the state.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2007-05-16
K.A.R. NUMBER 53-2-151

SERIES ID 0147-046
TITLE Agricultural Chemical Registration Files - Section 18
DESCRIPTION Applications, correspondence, material safety data sheets, and other supporting documents relating to a one time request by farmers to use pesticides in an emergency situation.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2009-07-28
K.A.R. NUMBER 53-2-160

Agency Number: 046-006
Department of Agriculture
Plant Protection and Weed Control Program

SERIES ID 0144-046
TITLE European Corn Borer Certificate
DESCRIPTION Certificate issued by exporters deputized by the Kansas Department of Agriculture to inspect the handling and shipment of grain to ensure that the product meets the quarantine standards issued by California.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0140-046
TITLE Live Plant Certificate of Inspection
DESCRIPTION Certificate issued by the Kansas Department of Agriculture to each nursery after inspection to ensure that insects and diseases are not distributed.
RETENTION 003 cldr yrs
COMMENTS Formerly titled Nursery Stock Inspection Files.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0139-046
TITLE Live Plant Dealer Licensing Files
DESCRIPTION Yearly registration license issued by the Kansas Department of Agriculture to nursery dealers after inspections to ensure that only certified stock is sold to consumers.
RETENTION 003 cldr yrs
COMMENTS Retain in office 1 calendar year, transfer to the state records center for 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0138-046
TITLE Phytosanitary Certificates
DESCRIPTION USDA certificates issued by the Kansas Department of Agriculture verifying that the raw grain commodity exporters inspection reports match the import requirements of the importing county.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0137-046
TITLE Processed Plant Product Certificates
DESCRIPTION USDA certificates issued by the Kansas Department of Agriculture to plants that minimally process commodities to ensure compliance with standards.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0136-046
TITLE Weekly Plant Survey Report
DESCRIPTION Reports generated to provide information on the occurrence and distribution of pests and plant diseases throughout the state.
RETENTION See Comments
COMMENTS Retain on web site until no longer useful, then delete. Print an annual report and transfer to the archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-007
Department of Agriculture
Meat and Poultry Inspection/Food Safety Programs

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 1998-07-14
K.A.R. NUMBER 53-2-116

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 0301-046
TITLE General Facilities Files
DESCRIPTION Inspection notes, photographs and other records relating to inspections of retail food establishments.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

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 records 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 2000-08-17
K.A.R. NUMBER 53-2-124

SERIES ID 0072-000
TITLE Mailing Lists
DESCRIPTION Lists of names and addresses to whom mail is regularly sent.
RETENTION See Comments
COMMENTS Retain until updated, then destroy.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 21-3914
APPROVED 1988-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0074-000
TITLE Memoranda of Understanding or Agreement
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 53-2-116

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 53-2-116

SERIES ID 0083-000
TITLE Photographic and Video Materials
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes.
RETENTION See Comments
COMMENTS Retain until no longer useful, the contact the archives for appraisal - if not accepted for transfer to the archive, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1988-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0084-000
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 useful in effect, 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 0092-000
TITLE Purchase Requests - Internal
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION 003 fisc yrs
COMMENTS Retain for 5 fiscal years if record is subject to K.S.A. 740(e).
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1988-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0095-000
TITLE Records Management Records
DESCRIPTION Documents related to the management of agency records including survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials.
RETENTION See Comments
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.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1988-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0302-046
TITLE Retail/Food Safety County Contract Files
DESCRIPTION Contracts and supporting documentation relating to contracts between designated counties and the agency to allow inspections of retail food stores, food service in retail food stores, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act.
RETENTION See Comments
COMMENTS Retain 5 years after contract is expired, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0303-046
TITLE Retail/Food Safety Establishment Files
DESCRIPTION Applications and supporting documentation submitted to the agency by individuals or firms seeking to obtain a license allowing for the operation of retail food stores, food service in a retail food store, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act.
RETENTION See Comments
COMMENTS Retain 3 years after close of operation, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0292-046
TITLE Schedules - Office Activities
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employee, office activities, vehicles, meeting rooms, etc.
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 0304-046
TITLE Slaughter and/or Processing Plant Registration Files
DESCRIPTION Applications and submitting documentation submitted annually to the agency by individuals and processing plants seeking to obtain a registration allowing for the operation of meat or poultry slaughter and/or processing within the state to ensure compliance with the Kansas Meat and Poultry Inspection Act and Regulations.
RETENTION See Comments
COMMENTS Retain in office until plant closes plus 2 calendar years, transfer to the state records center for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0103-000
TITLE Speeches and Writings
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings or conferences.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2000-04-13
K.A.R. NUMBER 53-2-123

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Administration Section

SERIES ID 0158-046
TITLE Employee Personnel Files
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, 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 the records center for 62 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0159-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0160-046
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, sign-in/out sheets, etc.
RETENTION 005 fisc yrs
COMMENTS Internal agency forms. See also Leave Requests.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0161-046
TITLE Employment Applications - Not Hired
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0163-046
TITLE Ledgers - General
DESCRIPTION General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION 003 fisc yrs
COMMENTS This series includes only internal documents.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0165-046
TITLE Quarterly Activity Reports and Working Papers
DESCRIPTION Internal documents used to compile statistics on agency activities including traffic reports, activity logs, etc.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0166-046
TITLE Records Management Records
DESCRIPTION Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials.
RETENTION See Comments
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.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0167-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0291-046
TITLE Water Administration 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 003 fisc yrs
COMMENTS Microfilm and destroy hard copy after 3 years. Transfer microfilm to the archives when no longer useful.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Chief Engineer

SERIES ID 0170-046
TITLE Cease and Desist Orders
DESCRIPTION Orders to individuals to cease and desist their practice of various inappropriate water-related activities.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0277-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0172-046
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 Microfilm, then destroy the hard copy. Retain microfilm in accordance with the general schedule entry for "Correspondence - Routine."
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0172-046
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 Microfilm, then destroy the hard copy. Retain microfilm in accordance with the general schedule entry for "Correspondence."
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0173-046
TITLE Field Office Files
DESCRIPTION Copies of materials sent to the field office detailing the activities in the Topeka Central Office.
RETENTION 006 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0174-046
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 Microfilm, then destroy the hard copy or transfer to the archives for purging if microfilm does not meet archival standards. Retain microfilm in accordance with the general schedule entry under "Grant Files."
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0176-046
TITLE Intensive Groundwater Use Control Areas Files
DESCRIPTION Documents related to intensive groundwater use control areas issues that come to official hearings.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0177-046
TITLE Legal Case Files - Convenience Copies
DESCRIPTION Documents relating to water related enforcement case files and maintained for convenience of reference.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. Originals are maintained in the Office of the Secretary.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0178-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0179-046
TITLE Meter Orders
DESCRIPTION Orders to individuals with water rights detailing the requirements to place meters in operation.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0182-046
TITLE Quarterly Reports to the Department of Agriculture
DESCRIPTION Quarterly reports made on agency activities.
RETENTION See Comments
COMMENTS Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm according to the general schedule under "Annual and Special Reports."
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0183-046
TITLE Reading Files
DESCRIPTION Documents and publications on a wide variety of water issues which are used for reference purposes.
RETENTION See Comments
COMMENTS Microfilm, then destroy the hard copy. Retain microfilm until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0213-046
TITLE River Compact Files
DESCRIPTION Documents relating to all the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits, etc.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS Portions per KSA 45-221(a)(10)
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0181-046
TITLE Rules and Regulations - Background
DESCRIPTION Background materials compiled on the development of policies and procedures.
RETENTION See Comments
COMMENTS Microfilm and destroy hard copy. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0261-046
TITLE Subject Files
DESCRIPTION Wide variety of documents relating to the activities and concerns of the chief engineer.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-10-13
K.A.R. NUMBER 53-2-102

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Field Office

SERIES ID 0185-046
TITLE Administrative Files
DESCRIPTION Variety of documents related to the administration of the field offices.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0186-046
TITLE Aerial Photographs
DESCRIPTION Photographs taken of large tracts of land in southwest Kansas.
RETENTION See Comments
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0187-046
TITLE Canal Diversion Records
DESCRIPTION Documents relating to water diverted from the Arkansas River and other waterways into irrigation systems.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0258-046
TITLE Cease and Desist Orders
DESCRIPTION Orders to individuals to cease and desist their practice of various inappropriate water-related activities.
RETENTION See Comments
COMMENTS Merge with "Water Rights Appropriations Files" when appropriate and retain accordingly. Retain remainder until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0262-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0188-046
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 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0189-046
TITLE County Books
DESCRIPTION Log of water rights holders arranged by counties which is used as an index to water rights appropriations files.
RETENTION See Comments
COMMENTS Retain in conjunction with Water Rights Appropriations Files.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0190-046
TITLE Drainage Measurement Notes
DESCRIPTION Notes regarding drainage measurements of irrigation canals and other areas.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0192-046
TITLE Intensive Groundwater Use Control Areas Files
DESCRIPTION Documents related to intensive groundwater use control areas issues that come to official hearings.
RETENTION See Comments
COMMENTS Retain in conjunction with Water Rights Appropriations Files.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0195-046
TITLE Meter Orders
DESCRIPTION Orders to individuals with water rights detailing the requirements to place meters in operation.
RETENTION See Comments
COMMENTS Retain in conjunction with Water Rights Appropriations Files.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0196-046
TITLE River Compact Files
DESCRIPTION Documents relating to the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS Portions per KSA 45-221(a)(10)
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0197-046
TITLE Sunflower Co-op Files
DESCRIPTION Water rights appropriations files related to the Sunflower Electric Co-op in Finney County.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0198-046
TITLE Survey Plats
DESCRIPTION Photocopies of land survey plats used to determine actual acreage involved in irrigation.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0200-046
TITLE Term Permits
DESCRIPTION Documents related to the granting of short-term water use permits for up to 4 years plus extensions.
RETENTION See Comments
COMMENTS Retain 3 years past final extension, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0201-046
TITLE Water Discharge Records
DESCRIPTION Copies of reports of water discharged from reservoirs made on a daily basis.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The Topeka office also receives copies of the reports.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0202-046
TITLE Water Measurement Computer Reports
DESCRIPTION Computer printouts of water depth measurements from individual wells.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0206-046
TITLE Water Rights Appropriations Files
DESCRIPTION Documents relating to the application, review, granting, or disapproval of permits and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0208-046
TITLE Water Well Logs
DESCRIPTION Copies of Health and Environment forms "Water Well Record" which record inspections of new wells made by the Department of Health and Environment which are used to monitor compliance with water laws.
RETENTION See Comments
COMMENTS Retain in conjunction with Water Rights Appropriations Files.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0209-046
TITLE Water Well Measurement Records
DESCRIPTION Completed U.S. Geological Survey forms recording well water levels throughout the state.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Legal Section

SERIES ID 0212-046
TITLE Photographs and Slides
DESCRIPTION Photographs and slides of water structures and other images related to water use.
RETENTION See Comments
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Technical Services

SERIES ID 0219-046
TITLE Discharge Measurement Reports
DESCRIPTION Forms used to record stream discharge data.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0175-046
TITLE Groundwater Meetings District Records
DESCRIPTION Wide variety of documents related to groundwater district meetings including rules, regulations, minutes, policies.
RETENTION See Comments
COMMENTS Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0220-046
TITLE Groundwater Program Records
DESCRIPTION Documents related to the administration of the Groundwater Program which controls and monitors the use of groundwater in the state.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0221-046
TITLE Irrigation District Files
DESCRIPTION Documents related to the establishment and administration of irrigation districts including petitions, applications, legal documents, correspondence, plans, drawings, reports.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0222-046
TITLE Monthly Reservoir Operation Reports
DESCRIPTION Statistical computer reports received from the U. S. Corps of Engineers regarding the operation of Kansas reservoirs.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. Earlier sub-series on microfilm.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0223-046
TITLE Reference Files
DESCRIPTION Variety of material used for reference on many aspects of water use including correspondence, reports, publications, drafts, speeches, legal documents, water rights files, etc.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule entry for "Technical Reference Files."
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0224-046
TITLE Reservoir Operations - Daily
DESCRIPTION Data sheets received from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. The U. S. Geological Survey retains the database.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0225-046
TITLE Reservoir Operations - Monthly
DESCRIPTION Monthly reports from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. The U. S. Corps of Engineers retains the database.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0226-046
TITLE Rural Water District Files
DESCRIPTION Documents related to the establishment and administration of rural water districts including petitions, reports, correspondence, plans, etc.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0227-046
TITLE Special Investigation Case Files
DESCRIPTION Documents related to special groundwater use investigations.
RETENTION See Comments
COMMENTS Retain 5 years after investigation is closed, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0228-046
TITLE Storm Maps
DESCRIPTION Maps of Kansas used to plot the rainfall of major storms.
RETENTION See Comments
COMMENTS Obsolete series, transfer immediately to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0216-046
TITLE United States Geological Survey (USGS) Canal Diversion Records
DESCRIPTION USGS reports prepared on water diversion from rivers to canals throughout the state.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. USGS retains the permanent copy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0257-046
TITLE Water Discharge Records
DESCRIPTION Copies of reports of water discharged from reservoirs made on a daily basis.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The field offices also receives copies of the reports.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0229-046
TITLE Water Level Measurements
DESCRIPTION Documents relating to the measuring of water levels in wells.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0230-046
TITLE Working Files
DESCRIPTION Documents relating to issues and programs under consideration.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(20)
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Appropriation

SERIES ID 0232-046
TITLE Aerial Photos and Maps
DESCRIPTION Graphic representations of the land used in various manners by the division including photographs, and U. S. Geological Survey maps with markings.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Photographic and Video Materials."
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0233-046
TITLE Batch Transmittal Forms
DESCRIPTION Completed forms used to control microfilming of documents.
RETENTION See Comments
COMMENTS Retain in conjunction with transmitted documents, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0231-046
TITLE Subject Files - Administration
DESCRIPTION Wide variety of documents maintained in working files for office use.
RETENTION See Comments
COMMENTS See general schedule (KSA 53-3-1) where applicable and contact the archives for appraisal of the remainder. If not accepted, then destroy.
DISPOSITION See Comments
RESTRICTIONS Portions may be restricted
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0259-046
TITLE Sunflower Co-op Files
DESCRIPTION Water rights appropriations files related to the Sunflower Electric Co-op in Finney County.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0235-046
TITLE Survey Plats
DESCRIPTION Photocopies of land survey plats used to determine actual acreage involved in irrigation.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0237-046
TITLE Term Permits
DESCRIPTION Documents related to the granting of short-term water use permits for up to 4 years plus extensions.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm 3 years after final extension, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0238-046
TITLE Verified Reports
DESCRIPTION Documents related to the verification of water use and the continuance of water rights which are used in verification hearings.
RETENTION See Comments
COMMENTS Merged with Water Rights Appropriations Files.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0239-046
TITLE Water Rights Appropriations Files
DESCRIPTION Documents relating to the application, review, granting or disapproval of permits, and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc.
RETENTION See Comments
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office--see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0240-046
TITLE Water Source County Maps
DESCRIPTION Maps depicting site of water rights appropriation sources.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives. Replaces "County Books" to some extent.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Structures

SERIES ID 0241-046
TITLE Administrative Records
DESCRIPTION Variety of documents related to the routine administration of water structures including invoices, receipts, time sheets and logs, publications, vehicle records.
RETENTION See Comments
COMMENTS See general schedule (KAR 53-3-1) where applicable and contact the archives for the remainder, if not accepted, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0241-046
TITLE Administrative Records
DESCRIPTION Variety of documents related to the routine adminstration of water structures including invoices, receipts, time sheets and logs, publications, vehicle records.
RETENTION See Comments
COMMENTS See general schedule (KAR 53-3-1) where applicable and contact the archives for the remainder, if not accepted, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0242-046
TITLE Architectural and Engineering Drawings
DESCRIPTION Technical drawings of bridges and other water structures.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0264-046
TITLE Channel Changes Files
DESCRIPTION Applications, correspondence, maps, drawings, reports and studies and other exhibit material relating to any man-made changes created in waterway channels.
RETENTION See Comments
COMMENTS Microfilm files and plans and retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0268-046
TITLE Dam Files
DESCRIPTION Documents related to the construction of dams and associated structures that are not part of watersheds.
RETENTION 030 cldr yrs
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0269-046
TITLE Drainage District Files
DESCRIPTION Documents relating to the establishment and administration of drainage districts with regard to construction and management of water structures.
RETENTION See Comments
COMMENTS Microfilm files and plans and retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0267-046
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 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0266-046
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 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0270-046
TITLE Farm Pond Files
DESCRIPTION Documents relating to the construction of farm ponds.
RETENTION See Comments
COMMENTS This series is now part of Dam Files and should be retained accordingly.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0244-046
TITLE Flood Control Project Files
DESCRIPTION Miscellaneous documents related to flood control projects including correspondence, reports, etc.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0245-046
TITLE Flood Insurance Files
DESCRIPTION Brochures related to flood insurance for specific communities sent by the various insurance companies.
RETENTION See Comments
COMMENTS Retain until superseded, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0246-046
TITLE Flood Plain Program Files
DESCRIPTION Wide variety of documents related to the administration of the Flood Plain Management Program.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0271-046
TITLE Geological and Soil Mechanic Reports
DESCRIPTION Copies of reports received from private and public sources which are used as a report library.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0272-046
TITLE Index - Water Structures
DESCRIPTION Index to the water structure plans.
RETENTION See Comments
COMMENTS Retain in conjunction with Water Structure Plans.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0247-046
TITLE Irrigation Canal Charts
DESCRIPTION Raw statistical data plotting the rate of water flow through irrigation canals which is used in report compilation.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0265-046
TITLE Levees Files
DESCRIPTION Applications, correspondence, exhibits, etc. relating to the construction of levees and lagoons.
RETENTION 030 cldr yrs
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0248-046
TITLE Miscellaneous Reports
DESCRIPTION Wide variety of reports related to water structures and other geological issues.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0273-046
TITLE National Dam Inspection Project Inventory Records
DESCRIPTION Reports, survey sheets, hydrographic worksheets, charts, etc. relating to the national inventory of dams.
RETENTION 030 cldr yrs
COMMENTS Microfilm, destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0274-046
TITLE National Dam Inspection Reports
DESCRIPTION Reports made by the agency on dam inspections for the National Dam Inventory.
RETENTION 030 cldr yrs
COMMENTS Microfilm, then destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0249-046
TITLE Photographs - Water Structures
DESCRIPTION Photographs of various water structures.
RETENTION See Comments
COMMENTS Retain until no longer useful, then contract the archives for appraisal - if not accepted for transfer to the archives, then destroy. Nitrate negatives are interspersed.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0253-046
TITLE Sound Tapes
DESCRIPTION Sound recordings of talks, hearings, and presentations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0263-046
TITLE Stream Obstruction Files
DESCRIPTION Reports, maps, studies, drawings, etc. relating to stream obstructions.
RETENTION 030 cldr yrs
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0256-046
TITLE Subject Files - Miscellaneous
DESCRIPTION Wide variety of documents related to water structures as well as other water related issues.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1993-10-07
K.A.R. NUMBER 53-2-098

SERIES ID 0275-046
TITLE Water Structure Plans
DESCRIPTION Documents relating to construction plans for approved water structures.
RETENTION 030 cldr yrs
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

SERIES ID 0276-046
TITLE Watershed Districts
DESCRIPTION Documents relating to the establishment and administration of watershed districts with regard to construction and management of water structures.
RETENTION 030 cldr yrs
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-117

Agency Number: 046-010
Department of Agriculture
Agricultural Commodities Assurance Program

SERIES ID 0104-046
TITLE Anhydrous Ammonia Safety Check Files
DESCRIPTION Reports prepared by board inspectors concerning possible violations of regulations regarding the safe handling, storage, and transportation of anhydrous ammonia as required by KSA 2-1212 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0105-046
TITLE Commercial Fertilizers Registration Files
DESCRIPTION Applications and supporting documents submitted annually to the board by individuals and firms to register the brand and grade of commercial fertilizer sold in the state as required by KSA 2-1202.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0106-046
TITLE Custom Fertilizer Blender's License Files
DESCRIPTION Applications submitted annually to the board by individuals and firms wishing to obtain a license to blend fertilizer according to specifications furnished by customers as required by KSA 2-1201.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0107-046
TITLE Egg Inspection Violation Reports
DESCRIPTION Reports prepared by board inspectors concerning possible violations of regulations relating to egg grading, labeling, and storage temperature requirements as required by KSA 2-2501 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0108-046
TITLE Feed Complaint Files
DESCRIPTION Reports investigated by the Board of Agriculture of investigations into complaints made against feed grain operators.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0109-046
TITLE Feed Inspection Reports
DESCRIPTION Reports summarizing inspections conducted by board staff of firms selling livestock and pet feed to ensure that all products are registered and meet state standards as required by KSA 2-1001 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0110-046
TITLE Feed Lab Reports
DESCRIPTION Reports prepared by the Board of Agriculture regarding lab tests conducted on feed samples to ensure compliance with standards as required by KSA 2-1009.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0111-046
TITLE Feed Permit Files
DESCRIPTION Applications, copies of permits, and other documents relating to firms seeking a permit to sell livestock and pet feed in the state as required by KSA 2-1001 et. seq.
RETENTION See Comments
COMMENTS Retain 5 calendar years after the cancellation of the permit, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0112-046
TITLE Feeding Stuffs Tonnage and Inspection Fee Reports
DESCRIPTION Semiannual reports submitted by firms to the Board of Agriculture listing the tonnage of livestock and pet feed sold which are used to assess the amount of inspection fees as required by KSA 2-1004.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0113-046
TITLE Fertilizer Laboratory Reports
DESCRIPTION Reports prepared by the Department of Agriculture regarding laboratory tests conducted on fertilizer samples to ensure compliance with state standards as required by K.S.A. 2-1206.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 0114-046
TITLE Fertilizer Stop Sale Orders
DESCRIPTION Notifications issued to firms by the Board of Agriculture to stop the sale of fertilizer that is not registered, branded, or labeled in accordance with KSA 2-1201 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0121-046
TITLE Interstate Seed Case Files
DESCRIPTION Investigation reports compiled by the Board of Agriculture regarding out-of state firms selling improperly labeled seeds in Kansas.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0115-046
TITLE Lime Registration Files
DESCRIPTION Applications and supporting documents submitted by individuals and firms to the Board of Agriculture to register each quarry or stockpile of lime as required by KSA 2-2901 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0116-046
TITLE Livestock Remedies Registration Files
DESCRIPTION Applications and supporting documents submitted annually to the board by feed grain operators wishing to register to sell livestock remedies in the state as required by KSA 47-501 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0117-046
TITLE Pet Food Violation Files
DESCRIPTION Documents relating to investigations made by the Department of Agriculture inspectors of firms which failed to register commercial pet food for sale in the state as required by KSA 2-1001 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0123-046
TITLE Plant Variety Protection Act Letters
DESCRIPTION Documents relating to possible violations of the Plant Variety Protection Act (PL 91-577) which requires that certain seeds be sold only under a particular variety name.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0133-046
TITLE Seed Business Registration Form
DESCRIPTION Form completed by applicant applying for or renewing registration to sell agricultural seeds.
RETENTION See Comments
COMMENTS Retain until verified, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

SERIES ID 0124-046
TITLE Seed Complaint Files
DESCRIPTION Documents relating to investigations made by Board of Agriculture inspectors into complaints filed regarding possible violations of the Kansas Seed Law (KSA 2-1415 et. seq.).
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0125-046
TITLE Seed Examination Reports
DESCRIPTION Reports detailing the results of board analyses of the purity and germination levels of seeds sold in the state performed to ensure compliance with standards as required by KSA 2-1415 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0126-046
TITLE Seed Lab Reports
DESCRIPTION Reports prepared by the board regarding lab tests performed to check for noxious weed seeds at grain elevators to ensure the purity levels meet the standards set forth in KSA 2-1415 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0127-046
TITLE Seed Stop Sale Orders
DESCRIPTION Notifications issued to firms by the Board of Agriculture to stop the sale of seeds that do not meet the labeling, purity, and germination standards required by KSA 2-1415 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0118-046
TITLE Soil Amendment Registration Files
DESCRIPTION Applications and supporting documents submitted annually to the board by individuals and firms to register soil amendment products sold in the state as required by KSA 2-2801 et. seq.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

SERIES ID 0131-046
TITLE Tissue Residue Investigation Files
DESCRIPTION Documents relating to the investigation by inspectors into improper drug levels found in feed mill livestock to ensure compliance with standards.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-07-14
K.A.R. NUMBER 53-2-116

New search

Kansas Records Retention Schedules

245 Schedule Entries Found:

Agency Number: 046-001Department of AgricultureOffice of the Secretary

Agency Number: 046-001Department of AgricultureOffice of the SecretaryFiscal Operations

Agency Number: 046-001Department of AgricultureOffice of the SecretaryInformation Resources & Technology

Agency Number: 046-001Department of AgricultureOffice of the SecretaryLegal

Agency Number: 046-001Department of AgricultureOffice of the SecretaryPersonnel

Agency Number: 046-002Department of AgricultureAgriculture Laboratory Program

Agency Number: 046-002Department of AgricultureAgriculture Laboratory ProgramDirector's Office

Agency Number: 046-003Department of AgricultureDairy Inspection Program

Agency Number: 046-003Department of AgricultureDairy Inspection ProgramDairy Inspections

Agency Number: 046-003Department of AgricultureDairy Inspection ProgramDairy Program

Agency Number: 046-004Department of AgricultureGrain Warehouse Program

Agency Number: 046-004Department of AgricultureGrain Warehouse ProgramDairy Program

Agency Number: 046-005Department of AgriculturePesticide and Fertilizer Program

Agency Number: 046-005Department of AgriculturePesticide and Fertilizer ProgramPesticide Program

Agency Number: 046-006Department of AgriculturePlant Protection and Weed Control Program

Agency Number: 046-007Department of AgricultureMeat and Poultry Inspection/Food Safety Programs

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesAdministration Section

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesChief Engineer

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesField Office

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesLegal Section

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesTechnical Services

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesWater Appropriation

Agency Number: 046-008Department of AgricultureDivision of Water ResourcesWater Structures

Agency Number: 046-010Department of AgricultureAgricultural Commodities Assurance Program