Kansas Records Retention Schedules

92 Schedule Entries Found:

Agency Number: 082-001
Office of the Attorney General
Administration Division

SERIES ID	0205-082
TITLE	Correspondence - Fiscal/Budgetary
DESCRIPTION	Incoming and outgoing letters and memoranda to Accounts & Reports, Division of Budget, and Legislative Research.
RETENTION	5 fiscal years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0009-082
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	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0008-082
TITLE	Personnel Files
DESCRIPTION	Documents associated with the 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
K.A.R. NUMBER	53-2-073

SERIES ID	0028-082
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until end of office tenure, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-073

SERIES ID	0095-082
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210,DAFR8420,DAFR8101,etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0096-082
TITLE	STARS Reports: Monthly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210,DAFR8420,DAFR8101,etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0097-082
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210,DAFR8420,DAFR8101,etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0031-082
TITLE	Schedules - Attorney General's Weekly Activities
DESCRIPTION	Weekly schedules of the Attorney General's activities and miscellaneous supporting documents.
RETENTION	See Comments
COMMENTS	Retain until end of office tenure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0032-082
TITLE	Speeches, Testimony, and Articles
DESCRIPTION	Notes, drafts, and final versions of speeches, testimony, and articles given and/or published by the Attorney General.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0206-082
TITLE	Vendor Maintenance Documents
DESCRIPTION	W-9 forms, TM-21 forms and all other supporting documentation for adding/changing/correcting vendor information into the state financial system.
RETENTION	2 fiscal years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0038-082
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances, and supporting documentation.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-073

Agency Number: 082-004
Office of the Attorney General
Victim Services Division

SERIES ID	0072-082
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities. Includes reports from Task Forces.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0073-082
TITLE	Audit Reports - Subgrantees
DESCRIPTION	Results of audits of recipients of grants, as required by the terms of the grants, relating to fiscal responsibility and expenditures.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0074-082
TITLE	Awards Given Files
DESCRIPTION	Awards given by the Attorney General and/or the Division and/or any unit in this Division in recognition of efforts on behalf of victims' and their rights, or school based resource or DARE officers. May include nominations, submissions, press releases, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Sufficient documentation of these activities should be found in "Press Releases" (0028-082) from Communications Office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0075-082
TITLE	Clippings Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy. Duplicate of clippings provided by main office of Attorney General, maintained for convenience of reference.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0077-082
TITLE	Correspondence - Victims
DESCRIPTION	Incoming and outgoing correspondence with individual victims or victims advocacy organizations concerning legal issues, victims assistance, victims' rights, etc.
RETENTION	5 fisc years
COMMENTS	Retain for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(10)(11)(14)(20)(25)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0078-082
TITLE	Correspondence Log
DESCRIPTION	Form or database used to track incoming and outgoing correspondence.
RETENTION	5 fisc years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(11)(14)&(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0080-082
TITLE	County Domestic Violence Reports
DESCRIPTION	Reports, statistics, etc. submitted by county agencies concerning domestic violence. Used by Attorney General to compile Domestic Violence Report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Final Domestic Violence Report should be in Attorney General's office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0079-082
TITLE	County Policies
DESCRIPTION	Formal policies created by each county and submitted to Division upon request. Maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful or superceded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0081-082
TITLE	Crime Victims Rights Conference Files
DESCRIPTION	Handbooks, financial records, local arrangements, schedules, etc. for annual conference administered by the Division or Units of the Division, designed for persons in law enforcement, health care, crisis intervention, etc.
RETENTION	See Comments
COMMENTS	Send 1 copy of handbooks, handouts, etc. unique to conference and 1 copy of conference schedule to archives. Retain remainder until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0083-082
TITLE	External Training Materials - Manuals & Reports
DESCRIPTION	Handouts, handbooks, reports, and other training aids used to provide training to law enforcement, health professionals, social workers, victims advocates, & others about victims' rights issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful or superceded, then transfer one copy of each handout, handbook, report, etc. to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0084-082
TITLE	External Training Materials - Working Files
DESCRIPTION	Resource materials, notes, etc. used in developing External Training Materials - Manuals & Reports.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0085-082
TITLE	Grant Files - Victim's Assistance/Funded
DESCRIPTION	Variety of documents relating to applications for grants and other funding requests made of the Attorney General by other agencies. Includes documents relating to the administration and implementation of such funding.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3)(10)(11)(14)(20)(25)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0086-082
TITLE	Grant Files - Victim's Assistance/Unfunded
DESCRIPTION	Applications and supporting documentation, submitted to the Attorney General by other agencies, relating to federal, state, and private grants which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(10)(11)(14)(20)(25)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0087-082
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 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
K.A.R. NUMBER	53-2-122

SERIES ID	0089-082
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
K.A.R. NUMBER	53-2-122

SERIES ID	0091-082
TITLE	Proclamations
DESCRIPTION	Proclamations by the Governor concerning activities and events relating to agency functions, and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Original Proclamations will be in Governor's Papers.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0092-082
TITLE	Programs and Invitations
DESCRIPTION	Documents related to official agency functions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0093-082
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0159-082
TITLE	Rape Crisis and Domestic Violence Facility Annual Reports
DESCRIPTION	Copies of annual reports received from institutions operating rape crisis and/or domestic violence victim counseling or support programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-079

SERIES ID	0094-082
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 and conferences.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0098-082
TITLE	Subgrantee Training Materials
DESCRIPTION	Documents related to training provided to recipients of grants administered by Crime Victims' Rights Division, concerning how to evaluate their programs, submit reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0099-082
TITLE	Surveys and Questionnaires
DESCRIPTION	Various surveys, questionnaires, etc. conducted with government officials, private citizens, victims, and others relating to activities and concerns of the Division.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then contact archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0100-082
TITLE	Task Force Files
DESCRIPTION	Reports, minutes, and other documents relating to activities of special task forces.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-122

SERIES ID	0101-082
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
K.A.R. NUMBER	53-2-122

Agency Number: 082-004
Office of the Attorney General
Victim Services Division
Abuse, Neglect, and Exploitation Unit

SERIES ID	0199-082
TITLE	Case Files
DESCRIPTION	Documents relating to investigations into abuse, neglect, and exploitation of children or vulnerable adults.
RETENTION	See Comments
COMMENTS	Retain in office until case closed plus 2 years, transfer to the records center for 15 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-723
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

Agency Number: 082-004
Office of the Attorney General
Victim Services Division
Crime Victims Compensation Board

SERIES ID	0158-082
TITLE	Board Meeting Files
DESCRIPTION	Proceedings of the Crime Victims Compensation Board: includes agendas, minutes, and other documents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0154-082
TITLE	Claim Files
DESCRIPTION	Records regarding claims by individuals for reparations for crimes committed against them: completed forms, correspondence, investigation reports, exhibits, affidavits, vouchers, invoices, etc.
RETENTION	25 years
COMMENTS	Retain 5 years, then transfer to Records Center for 20 years. Then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(30); KSA 74-7308
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0162-082
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-079

SERIES ID	0165-082
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
K.A.R. NUMBER	53-2-079

SERIES ID	0163-082
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals,organizations, and other agencies into their particular accounts, and supporting documentation: forms DA-3 series.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-079

SERIES ID	0164-082
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.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-079

Agency Number: 082-004
Office of the Attorney General
Victim Services Division
State Child Death Review Board

SERIES ID	0047-082
TITLE	Board Meeting Files
DESCRIPTION	Agendas, minutes, articles, statistics, notes, reports, etc. relating to meetings conducted by the board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 22a-243
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0042-082
TITLE	Case Files
DESCRIPTION	Documents relating to investigations into the death of every Kansas child to understand the causes of death and devise prevention recommendations.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center for 20 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22a-243
APPROVED
K.A.R. NUMBER	53-2-120

Agency Number: 082-005
Office of the Attorney General
Criminal Division

SERIES ID	0175-082
TITLE	Case Files - Cases on Appeal
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence and documents related to cases that have been appealed to state or federal courts.
RETENTION	See Comments
COMMENTS	Retain until all appeals are exhausted. Then transfer to records center for 10 years. Then transfer to Archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 22-4707, 38-2326,45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0176-082
TITLE	Case Files - Homicide
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence, contracts, billings, complaint forms, and other supporting documentation relating to the prosecution of criminal homicide cases. (Evidence obtained from others may be disposed in accordance with protective order, if any.)
RETENTION	See Comments
COMMENTS	Retain in office until case is closed (include appeal, probation, and/or incarceration/parole time if applicable). Then transfer to records center for 60 years. Then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707, 38-2326, 45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0177-082
TITLE	Case Files - Outstanding Warrants
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence and documents related to cases wherein warrants are still outstanding.
RETENTION	See Comments
COMMENTS	Retain for 5 years, then transfer to records center for 50 years. Then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707, 38-2326,45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0178-082
TITLE	Case Files - Sex Offense
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence, contracts, billings, complaint forms, and other supporting documentation relating to the prosecution of criminal sex offense cases. (Evidence obtained from others may be disposed in accordance with protective order, if any.)
RETENTION	See Comments
COMMENTS	Retain in office until case is closed (include appeal, probation, and/or incarceration/parole time if applicable). Then transfer to records center for 60 years. Then transfer to Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707, 38-2326, 45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0179-082
TITLE	Case Files- No Charge Reports
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence, and documents related to cases where no charges were filed.
RETENTION	See Comments
COMMENTS	Retain for 1 year, then transfer to records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707, 38-2326,45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

Agency Number: 082-007
Office of the Attorney General
Consumer Protection Division

SERIES ID	0135-082
TITLE	Activity Statistics
DESCRIPTION	Statistical records of organizational activities used in compiling and publishing annual report.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0139-082
TITLE	Complaint Files
DESCRIPTION	Consumer complaint forms, initial correspondence, photos, notes, reports and other supporting documentation relating to complaints and actions taken by the division, including dispositions not resulting in litigation or enforcement efforts. (Otherwise see Case Files or Enforcement Action Files.)
RETENTION	See Comments
COMMENTS	At the close of an investigation, the AG may destroy or return to original source those records which were obtained by confidentiality agreement; original photos not covered by confidentiality agreement may be returned to source provided photocopies are retained in the file. Retain remaining records 2 yrs, transfer to records center for 3 yrs, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(2)(3)(5)(10)(11)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0141-082
TITLE	Enforcement Action Files
DESCRIPTION	Legal documents, correspondence, reports, and other supporting documentation relating to consumer protection, anti-trust, and charitable organization cases in which collection of judgment or consent agreements were enacted.
RETENTION	See Comments
COMMENTS	At close of collection effort, the AG may destroy or return to source those records which were obtained as the result of a confidentiality agreement. Retain remaining files 2 yrs, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(2)(3)(5)(10)(11)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0144-082
TITLE	Multi-State Actions
DESCRIPTION	Legal documents, pleadings/filings, research, correspondence, publications, reports, notes, contracts, billings, etc., relating to cooperation among states regarding consumer protection, anti-trust, and charitable organization issues.
RETENTION	See Comments
COMMENTS	At the end of litigation/action, the AG may destroy or return information obtained from a confidentiality agreement. Retain remaining information in office 2 years after final settlement, transfer to the records center for 3 years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(1)(2)(3)(5)(10)(11)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0148-082
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. A.K.A. Information Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-2-118

Agency Number: 082-009
Office of the Attorney General
Medicaid Fraud and Abuse Division

SERIES ID	0174-082
TITLE	Assessment Files
DESCRIPTION	Interviews, reports, correspondence, notes, legal documents, etc., regarding investigations which did not result in formal cases.
RETENTION	See Comments
COMMENTS	Retain until investigation is inactive plus 5 calendar years, then destroy unless requested by a law enforcement agency or federal agency.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(2)(3)(5)(10)(11)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

Agency Number: 082-010
Office of the Attorney General
Legal Opinions & General Counsel (LOGIC) Division

formerly the Civil division (see 082-003).

SERIES ID	0186-082
TITLE	Bond / Temporary Note Billings
DESCRIPTION	Billing statements associated with review of bonds and temporary notes. Includes copies of checks received.
RETENTION	5 years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0053-082
TITLE	Bond Approval Log
DESCRIPTION	Register of bond issues under review by bond attorney. Information includes entity issuing bond, date received for review, reasons for proposed issuance, date reviewed, and whether or not approved.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0187-082
TITLE	External Meetings - Minutes, Packets, etc.
DESCRIPTION	Records relative to the Attorney General's service on the State Rules and Regulations Board (KSA 75-423), the State Records Board (KSA 75-3502), the Commission on Surety Bonds & Insurance (KSA 75-4101), and the Joint Committee on State/Tribal Relations (KSA 46-2303).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Records are duplicative of materials in other agencies.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(14)(20)(42)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0188-082
TITLE	Formal Opinions
DESCRIPTION	Copies of legal opinions, issued pursuant to KSA 75-704 and 75-704a, on all questions of law submitted to the Attorney General by the Legislature, the Governor, Secretary of State, State Treasurer, State Board of Education, and the Commissioner of Insurance. Formal opinions are signed by the Attorney General and also include requests submitted by other designated governmental officials relating to matters of statewide significance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer one copy to Archives. Formal opinions issued pursuant to KSA 75-704a are accessible on Washburn University School of Law website; KSA 75-704a also requires that a copy be filed in the State Library, the Supreme Court Law Library, and the law libraries of the University of Kansas School of Law and Washburn University Law School.
DISPOSITION	Archives
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0050-082
TITLE	General Legal Services - State Agencies, Boards, and Commissions
DESCRIPTION	Records regarding legal assistance given by LOGIC attorneys to specific state agencies, boards, and commissions: correspondence, reports, notes, publications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(2)(4)(5)(11)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0189-082
TITLE	Informal Opinions
DESCRIPTION	Informal opinions are opinions requested by governmental officials (other than the Governor, members of the State Legislature, the Board of Education, the Secretary of State, State Treasurer, and Insurance Commissioner) that do NOT address matters of statewide significance. Unlike Formal Opinions, Informal opinions contain a "regarding" indicator on the first page and may be signed by the attorney general, an assistant attorney general, or a deputy attorney general.
RETENTION	5 years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0059-082
TITLE	Inter-Local Cooperation Agreements
DESCRIPTION	Documents related to the review of formal agreements between municipal and/or regional agencies pursuant to KSA 12-2904. Includes interlocal agreement and correspondence, including emails and faxes.
RETENTION	5 cldr yrs
COMMENTS	This records series is duplicated in the Office of the Secretary of State; see "Interlocal Agreements" (0130-622).
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0190-082
TITLE	Kansas Architectural Accessibility Act-related Files
DESCRIPTION	Correspondence, including emails and faxes, research and other records related to agency's statutory authority. KSA 58-1304.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(11)(14)(20)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0191-082
TITLE	Kansas Open Meetings (KOMA) and Kansas Open Records (KORA)-related Files
DESCRIPTION	Correspondence, including emails and faxes, settlement agreements, research and supporting records related to agency's investigations and enforcement of these Acts.
RETENTION	5 years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11)(14)(20)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0192-082
TITLE	License Application Forms
DESCRIPTION	Records related to the Attorney General's examination/approval of pawnbrokers, precious metal dealers, and cereal malt beverage licensee applicants
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0021-082
TITLE	Opinion Files
DESCRIPTION	Records related to the research, drafting, and issuance of formal and informal opinions by the division. Formal opinions are signed by the Attorney General and issued pursuant to KSA 75-704a. Informal opinions are signed by an assistant or deputy attorney general and contain a "re" indicator on the first page of of the opinion. Includes correspondence, emails, faxes, research, and any other relevant materials. Also includes opinion request log and index cards identifying attorney, statute, requestor, opinion number, and request number.
RETENTION	10 calendar years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0193-082
TITLE	Private Detective Records
DESCRIPTION	Records relating to the Attorney General's regulation of private detectives pursuant to KSA 75-7b01 et seq.: correspondence, including emails and faxes, investigations, discipline, and administrative hearings.
RETENTION	5 years
COMMENTS	May duplicate records in the possession of Kansas Bureau of Investigation.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(11)(14)(20)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0194-082
TITLE	Private Property Protection - "Takings" Guidelines
DESCRIPTION	Records relating to the issuance of "takings" guidelines pursuant to KSA 77-701 et. seq. Attorney General's Office is required to annually update guidelines to assist state agencies in evaluating proposed governmental actions in determining whether such action may constitute a "taking."
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Guidelines are published annually in Kansas Register (KSA 77-704).
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0195-082
TITLE	Request for Access to Records
DESCRIPTION	Records related to KORA requests for access to records in the possession of the Attorney general, and agency response prepared pursuant to KSA 45-218.
RETENTION	5 years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0196-082
TITLE	State Agency Regulation Review
DESCRIPTION	Correspondence, including emails and faxes, drafts of regulations, and other records related to reviewing state agency regulations. KSA 77-420.
RETENTION	5 years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0197-082
TITLE	State Property Files
DESCRIPTION	Records related to approval of Easements on state property, pursuant to KSA 75-2131 and 74-3264; Deeds statutorily required to be approved by the Attorney General; special Assessments, pursuant to KSA 12-3506; and any other records regarding statutorily-required review of contracts, leases, conveyances, deeds, and similar legal documents (e.g. KSA 75-3743).
RETENTION	5 years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0198-082
TITLE	Tribal Gaming Compacts
DESCRIPTION	Records relative to the negotiation or renegotiation of tribal gaming compacts. See KSA 46-2302.
RETENTION	5 years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(20)(25)(42)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

Agency Number: 082-011
Office of the Attorney General
Concealed Carry Division

SERIES ID	0180-082
TITLE	Accounting Records - Concealed Carry
DESCRIPTION	License fees are entered into the state's accounting system known as SOKI (State of Kansas Interactive Internet Interfunds). A copy of the daily deposits receipt is printed from SOKI and retained as an accounting record. The applicant database also contains information relative to the payment of fees.
RETENTION	3 fiscal years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-7c06, KSA 22-4707, KSA 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0181-082
TITLE	Administrative Hearing Tapes - Kansas Administrative Procedures Act
DESCRIPTION	Under the rules of the Kansas Administrative Procedures Act (KAPA) persons denied licensure, or licensees that are suspended or revoked, are entitled to an administrative hearing. The hearings are tape recorded so that a record is made of the proceedings. The tapes are retained by the concealed carry unit until all appeals have been completed.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(11), 75-7c06, KSA 22-4707, KSA 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0182-082
TITLE	Instructor Files
DESCRIPTION	The Attorney General must certify qualified instructors to teach the required 8-hour concealed carry class for permit-seekers. Includes: applications, photos, criminal backgrounds, police credentials, and other documents indicating qualifications as firearms instructors as well as rosters of persons attending each instructor's classes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0183-082
TITLE	Investigation Files
DESCRIPTION	Reports relating to an applicant or licensee's background are filed in that person's folder. Most often the background reports relate to supplemental information developed by an investigator during the application phase. Whenever an applicant is prosecuted for an offense related to the application a prosecution summary report is placed in the applicant file along with all other supporting documents. Subsequent criminal investigations involving an applicant, licensee or certified instructor is managed as a separate case and a file is maintained in accordance with the agency's policies and practices for handling such matters.
RETENTION	5 years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-7c06, KSA 22-4707, KSA 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0184-082
TITLE	Kansas Department of Revenue Electronic Interface Reports
DESCRIPTION	The concealed carry licenses are closely linked to Kansas driver's licenses and ID cards. An electronic interface between the concealed carry unit and the Kansas Department of Revenue produces daily imports and exports of data relating to the management of applicants and licensees. The information contained in the imports and exports is printed and retained for reference. The printed reports contain a record of errors, corrections, address changes, licenses approved and issued.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-7c06, KSA 22-4707, KSA 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0185-082
TITLE	License Files
DESCRIPTION	Applications, photos, certificate of training, fingerprint cards, background checks and other materials required in application for concealed carry permit.
RETENTION	See Comments
COMMENTS	Retain until license expires plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-7c06, KSA 22-4707, KSA 38-2326
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined

SERIES ID	0049-082
TITLE	Administrative Records
DESCRIPTION	Copies of policies, procedures, and other miscellaneous administrative documents pertaining to the divisions, or the agency.
RETENTION	See Comments
COMMENTS	Retain record copy of policies and procedures in accordance with General Schedule (see 0084-000). Retain remainder until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707,45-221(a)(1)(4)(6)(14)(16)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0172-082
TITLE	Case Files
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, evidence, contracts, billings, complaint forms, appeal files, and other supporting documentation relating to criminal, consumer, antitrust, medicaid fraud, and civil cases. Includes cases handled by outside counsel, charitable trust, and amicus curiae cases; does NOT include any case files specifically outlined in other divisions--including, but not limited to, Abuse, Neglect and Exploitation cases, Cases on Appeal, Outstanding Warrants cases, No-Charge Reports, Homicide cases, and Sex Offense cases. (Evidence obtained from others may be disposed in accordance with protective order, if any.)
RETENTION	See Comments
COMMENTS	Retain in office until case is closed (include appeal, probation, and/or incarceration/parole time if applicable). Then transfer to Records center for 5 years. Then transfer to Archives for purging, unless requested by a law enforcement agency or federal agency.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707, 38-2326, 45-221(a)(1)(2)(3)(5)(10)(11)(14)(20)(25)(25)(29)(30)(47)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0043-082
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters, email, 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	5 years
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0044-082
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters, email, and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, correspondence with the public and public officials unrelated to a specific case or matter, etc. (Correspondence related to specific cases, or of legal significance, should be filed according to applicable guidelines.)
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0200-082
TITLE	Correspondence - of Legal Significance
DESCRIPTION	Correspondence affecting substantive rights, setting precedent, or recording important events in the operational and organizational history of the agency that are not associated with a particular case or matter. Includes requests for representation, demand letters, and responses thereto.
RETENTION	5 years
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(11)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0201-082
TITLE	Employee Case Status Reports
DESCRIPTION	Internal memos or other work product that is done during the preparation of a case to periodically update what active cases are assigned to the attorney and what the status of each of those cases is. This is an ever-changing document that gives a "snapshot" (name, court, and date filed) of what that attorney (or agent) is doing at the moment the report is generated.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(25)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0202-082
TITLE	General Research
DESCRIPTION	Memoranda, email, correspondence, publications, newsletters, resource materials, etc., not related to any individual case (see Case Files).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(14)(20)(25)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0203-082
TITLE	Internal Memos - Policy Related
DESCRIPTION	Internal memos, e-mail, and other correspondence between agency staff that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	See Comments
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	KSA 45-221(a)(1)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0133-082
TITLE	Internal Memos - Routine
DESCRIPTION	Internal memos, e-mail, or other correspondence between agency staff which pertain to routine matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0062-082
TITLE	Legislative Materials
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, etc., related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0204-082
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, contact lists, task/to do lists, and calendars used to schedule employees, activities, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0207-082
TITLE	Special Commissions
DESCRIPTION	Applications, correspondence, and other miscellaneous documents concerning the special licensing and/or appointment of railroad police, special investigators, law enforcement officials, Assistant Attorneys General, and Special Assistant Attorneys General through the Kansas Attorney General's Office.
RETENTION	See Comments
COMMENTS	Retain until individual in question is no longer employed in the capacity to warrant the use of the special commissions, plus 5 years, then transfer to Archives. Supersedes Railroad Police Licensing Records (0030-082).
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707, 45-221(a)(1)(3)(6)(14)(20)(30), 75-3520
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0134-082
TITLE	Subject Files
DESCRIPTION	Wide variety of documents related to full range of the agency's activities: correspondence, legal documents, publications, reports, briefs, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0037-082
TITLE	Tax Returns for Non-Profit Organizations
DESCRIPTION	Copies of Internal Revenue Service forms 990F "Return of Private Foundation" and supporting documents required by IRS to be filed at the Office of the Attorney General.
RETENTION	5 years
COMMENTS	Retain in office 2 tax years, transfer to the records center for 3 tax years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

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