Kansas Records Retention Schedules

26 Schedule Entries Found:

Agency Number: 058-001
Kansas Commission on Human Rights

SERIES ID	0003-058
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0004-058
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0005-058
TITLE	Agency Director's Files
DESCRIPTION	Correspondence, reports, budgets, etc. relating to the administration and operation of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0006-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0007-058
TITLE	Attorney's Litigation Files
DESCRIPTION	Working files compiled by agency attorneys throughout the litigation process.
RETENTION	See Comments
COMMENTS	Retain until litigation is closed plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-1005 & KSA 45-221(a)(25)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0008-058
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0009-058
TITLE	Board Packets
DESCRIPTION	Agenda, minutes, background information, etc. relating to meetings of a board or commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0010-058
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted by the archives then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0011-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0012-058
TITLE	Commissioners Working Files
DESCRIPTION	Variety of documents relating to the various investigations and public hearings and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-1005
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0013-058
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0014-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0015-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0016-058
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications of 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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0017-058
TITLE	Employee Time Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0018-058
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until minutes are prepared or unless specified by the commissioners, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0019-058
TITLE	Intake Files
DESCRIPTION	Records relating to the initial contact with complainant without resulting in a formal complaint filed or investigation.
RETENTION	030 fisc yrs
COMMENTS	Retain in office 3 years, transfer to the records center for 27 years, then destroy. a.k.a. Dead Files
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0020-058
TITLE	Investigative Files - Partial
DESCRIPTION	Copies of the investigative files disclosed pursuant to court order and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until litigation is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-1005
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0021-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0022-058
TITLE	Public Hearing Files
DESCRIPTION	Docket sheet, trial transcript, brief, pleadings, etc. relating to a trial conducted by a hearing officer based upon probable cause resulting from the investigation conducted by the Human Rights Commission.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years, then transfer to the records center for 5 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0023-058
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0024-058
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0025-058
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0026-058
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	003 fisc yrs
COMMENTS	Schedule does not apply to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0027-058
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	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0028-058
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	003 fisc yrs
COMMENTS	Schedule does not apply to the Division of Accounts and Reports. Includes all variations of forms, e.g.. DA-121E and 121R, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

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