Kansas Records Retention Schedules

46 Schedule Entries Found:

Agency Number: 083-001
Kansas Bureau of Investigation
Director's Office
Director

SERIES ID	0002-000
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	2001-10-18
K.A.R. NUMBER	53-3-1

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director

SERIES ID	0005-083
TITLE	Associate Director's Files
DESCRIPTION	Correspondence, reports, budgets, etc. relating to the operations and activities of the Associate Director.
RETENTION	015 cldr yrs
COMMENTS	Retain 15 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0006-083
TITLE	Employment Background Investigations
DESCRIPTION	Application, background information form, credit history, criminal history records check, investigator's report, photographs, etc. relating to background investigations conducted by the KBI on gubernatorial appointments, DISC, Lottery and other state employees to ensure that the candidates qualify for sensitive positions.
RETENTION	See Comments
COMMENTS	Retain in office 3 years after investigation, transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)(10) 5 USC sec. 552a & KSA 75-712
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Human Resources

SERIES ID	0007-083
TITLE	Pre-Employment Background Investigations
DESCRIPTION	Initial background investigations conducted by the KBI to determine an applicant's employment eligibility status.
RETENTION	See Comments
COMMENTS	Retain non-hired applicants files for 3 years, then destroy. Transfer hired employees to the appropriate Employee Personnel File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(10)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Legal Services

SERIES ID	0106-000
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-04
K.A.R. NUMBER	53-3-1

SERIES ID	0008-083
TITLE	Correspondence - General
DESCRIPTION	Incoming and outgoing letters and memoranda relating to inmates, sexual offenders and the Kansas Open Records Act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0009-083
TITLE	DNA Files
DESCRIPTION	Correspondence, expert witness files, rules and regulations, motions and court orders, etc. relating to use of DNA as evidence in criminal proceedings.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer nonidentifiable information to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0010-083
TITLE	Investigative Files - Legal Division
DESCRIPTION	Search warrants, subpoenas, PEN, wire taps, court orders, etc. relating to legal assistance during criminal investigations.
RETENTION	Destroy
COMMENTS	Retain until no longer useful, then destroy. Wire tap information must be maintained 10 years as required by state statute.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0022-000
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills, drafts of legislation, notes, correspondence, testimony, etc. relating 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	2000-08-17
K.A.R. NUMBER	53-3-124

SERIES ID	0011-083
TITLE	Litigation Case Files
DESCRIPTION	Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities.
RETENTION	See Comments
COMMENTS	Retain precedent-setting litigation not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives for purging. Retain all other litigation records 5 years after case is closed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(11)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0031-000
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	2000-04-13
K.A.R. NUMBER	53-3-123

SERIES ID	0012-083
TITLE	Working Files - General Counsel and Assistant Attorney General
DESCRIPTION	Correspondence, training materials, offender registration, etc. relating to the various activities of the General Counsel and Assistant Attorney General.
RETENTION	See Comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Public Information Officer

SERIES ID	0110-000
TITLE	Clippings Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until longer useful, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-3-1

SERIES ID	0086-000
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-3-124

SERIES ID	0113-000
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	1996-01-18
K.A.R. NUMBER	53-3-1

Agency Number: 083-003
Kansas Bureau of Investigation
Special Operations Division

SERIES ID	0013-000
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	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	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-3-1

SERIES ID	0014-000
TITLE	Grant Files - Unfunded
DESCRIPTION	Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-3-1

SERIES ID	0024-000
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	1988-07-14
K.A.R. NUMBER	53-3-1

Agency Number: 083-003
Kansas Bureau of Investigation
Special Operations Division
Assistant Director

SERIES ID	0013-083
TITLE	Aircraft Files
DESCRIPTION	Titles, warranties, logs, correspondence, etc. relating to the legal ownership and maintenance of agency aircraft used for surveillance activities.
RETENTION	See Comments
COMMENTS	Retain according to federal forfeiture regulations and federal grant requirements.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0014-083
TITLE	Division Files
DESCRIPTION	Agent assignments, agent specialties, internal investigations, interagency correspondence, etc. relating to the operations of the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0015-083
TITLE	Working Files
DESCRIPTION	Drafts, reference materials, correspondence, etc. relating to the daily operations of the Assistant Director.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer appropriate documents to Division Files and destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted.
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-004
Kansas Bureau of Investigation
Field Investigations Division

SERIES ID	0001-083
TITLE	Special Agents Investigation Files
DESCRIPTION	KBI investigative reports, other law enforcement agency reports, photographs, news clippings, field notes, copies of warrants, rap sheets, and fingerprints relating to cases investigated by special agents.
RETENTION	063 cldr yrs
COMMENTS	Retain in office 3 calendar years after case is closed, transfer to the records center for 60 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-004
Kansas Bureau of Investigation
Field Investigations Division
Training

SERIES ID	0016-083
TITLE	Agent Firearms Records
DESCRIPTION	Correspondence, agendas, proposals, certificates, daily firing range information, etc. relating to an individual agent's firearms training.
RETENTION	060 fisc yrs
COMMENTS	Retain 60 years, then transfer course materials and registration logs to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0017-083
TITLE	Civilian (Non-Agent) Training Files
DESCRIPTION	Documents relating to laboratory personnel and non-commissioned agency civilian training or instructor opportunities required to maintain their certification.
RETENTION	060 fisc yrs
COMMENTS	Retain 60 years, transfer course materials and registration logs to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0018-083
TITLE	Individual Training Files
DESCRIPTION	Correspondence and KBI Training Forms verifying an individual agent's attendance or instruction at training sessions.
RETENTION	060 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0019-083
TITLE	Instructor's Training Files - Commissioned Agents
DESCRIPTION	Correspondence, schedules, course materials, training forms, sign-in sheets, etc. relating to required agent training and used to certify the level of training.
RETENTION	060 fisc yrs
COMMENTS	Retain 60 years, transfer course materials and registration logs to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0020-083
TITLE	Instructor's Training Files - High Risk Warrant Team
DESCRIPTION	Correspondence, schedules, training forms, course materials, sign-in sheets, etc. relating to the monthly required agent training and used to certify the level of training.
RETENTION	060 fisc yrs
COMMENTS	Retain 60 years, then transfer course materials and registration logs to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division

SERIES ID	0029-083
TITLE	Missing Children Information Clearinghouse Files
DESCRIPTION	Central clearinghouse established by KSA 75-712d to receive and disseminate National Crime Information Center (NCIC) information relating to missing children and maintained to locate those missing children.
RETENTION	See Comments
COMMENTS	Retain information until child is located, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0030-083
TITLE	Missing Persons Information System Files
DESCRIPTION	Central repository established by KSA 75-712b to receive and disseminate information from the National Crime Information Center (NCIC) and law enforcement agencies relating to persons who have been reported missing or unidentified deceased persons and maintained to compare reports of unidentified persons with reports of missing persons.
RETENTION	See Comments
COMMENTS	Retain information until individual is located, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Assistant Director

SERIES ID	0031-083
TITLE	Automated Fingerprint Identification System (AFIS) Project Files
DESCRIPTION	Records relating to the establishment of the automated fingerprint system designed to capture and store fingerprint images electronically.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0032-083
TITLE	Kansas Criminal Justice Information System (KCJIS) Project Files
DESCRIPTION	Records relating to the needs assessment, strategic plan, contracts, vendor files, correspondence, etc. establishing the KCJIS tool to assist law enforcement agencies across the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0033-083
TITLE	Law Enforcement Memorial Committee Files
DESCRIPTION	Minutes, notes, etc. relating to the establishment and maintenance of the law enforcement memorial.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Criminal History Record Section

SERIES ID	0021-083
TITLE	10 Print Fingerprint Cards
DESCRIPTION	10 print fingerprint cards used as the source document for any criminal investigations or maintained to verify employment eligibility status.
RETENTION	See Comments
COMMENTS	Retain electronic records permanently. Retain any hard copy until converted to electronic format and quality assurance check completed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 75-712
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0022-083
TITLE	Criminal History Records Checks
DESCRIPTION	Form submitted to the KBI requesting a criminal history information record check.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Incident Based Reporting

SERIES ID	0034-083
TITLE	Kansas Arrest Reports
DESCRIPTION	Arrest reports submitted by law enforcement agencies and compiled by the KBI for statistical purposes and reporting to the Federal Bureau of Investigation.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-712 & 45-221(a)(10)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0023-083
TITLE	Law Enforcement Officers Killed or Assaulted Report
DESCRIPTION	Reports submitted by law enforcement agencies and compiled by the KBI releasing statistical information on the number of assaulted and/or law enforcement officers killed in the line of duty.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0004-083
TITLE	Standard Offense Reports
DESCRIPTION	Reports submitted by local law enforcement agencies to the Kansas Bureau of Investigation on offenses occurring within jurisdictions as required by KSA 21-2501a(b).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Data is transferred to the mainframe computer system and retained accordingly.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0003-083
TITLE	Summary Reports
DESCRIPTION	Summary reports submitted by county law enforcement officials to the Kansas Bureau of Investigation containing demographic data (age, race, and offense) for incidents that occurred in the county.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0024-083
TITLE	Supplemental Homicide Form
DESCRIPTION	Form submitted by law enforcement agencies for all homicides and compiled by the KBI for statistical purposes and reporting to the Federal Bureau of Investigation.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Information Resource Management

SERIES ID	0025-083
TITLE	Criminal History Search Requests
DESCRIPTION	Transaction log of all criminal history search criteria entered by either law enforcement or the general public, and subsequent dissemination of criminal history record information.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0026-083
TITLE	Division of Motor Vehicles Drivers License Photos Database
DESCRIPTION	Database generated and maintained by the Division of Motor Vehicles is placed on the Kansas Criminal Justice Information Services (KCJS) website to speed access to drivers license information by law enforcement officers.
RETENTION	See Comments
COMMENTS	Division of Motor Vehicles is the official records custodian and the KBI displays the photographs on the KCJIS website for rapid access by law enforcement officers.
DISPOSITION	See Comments
RESTRICTIONS	5 USC sec. 552a & KSA 45-221(a)(10)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Offender Registration

SERIES ID	0027-083
TITLE	Offender Registration Files
DESCRIPTION	Registration form and supporting documentation relating to sexual and violent offenders required to register in the state of Kansas and maintained to monitor their locations.
RETENTION	See Comments
COMMENTS	Retain registration for 10 years and check for any subsequent convictions. If no additional convictions occur, then destroy. If a subsequent conviction has occurred, retain file for the life of the offender, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Case Law, 5 USC sec.552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Private Investigator Licensing

SERIES ID	0028-083
TITLE	Private Investigator Licensing Files
DESCRIPTION	Application, renewals, and supporting documentation relating to individuals and agencies seeking to apply for a private investigator license.
RETENTION	See Comments
COMMENTS	Retain until license has expired plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 083-006
Kansas Bureau of Investigation
Laboratory Division

SERIES ID	0035-083
TITLE	Laboratory Case Documentation
DESCRIPTION	Lab report, notes, instrumentation reports, physical evidence custody receipt, etc. relating to the examination of evidence by a KBI scientist.
RETENTION	See Comments
COMMENTS	Retain 2 years, transfer to the records center for 60 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10) & KSA 75-712
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0036-083
TITLE	Quality Assurance Documentation
DESCRIPTION	Documentation maintained by the laboratory staff to ensure compliance with standards and adherence to procedures.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(10) & KSA 75-712
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0037-083
TITLE	State West Complex Moving Materials
DESCRIPTION	Variety of documents maintained by the Deputy Director of Laboratories relating to the feasibility of the KBI moving its headquarters to the State West Complex on the former Topeka State Hospital grounds.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

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