Kansas Records Retention Schedules

29 Schedule Entries Found:

Agency Number: 102-001
Behavioral Sciences Regulatory Board

SERIES ID	0001-102
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 and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0002-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0003-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0004-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0005-102
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. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records and Vouchers - Purchase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0006-102
TITLE	Credentialing Files
DESCRIPTION	Documents relating to the credentialing process establishing that the applicant's required qualifications to practice in the state of Kansas have been met or are in process.
RETENTION	See Comments
COMMENTS	Retain in office 5 years past last activity date, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0007-102
TITLE	Disciplinary Case Files
DESCRIPTION	Documents relating to investigations by the board into allegations of misconduct or malpractice which results in dismissal as unfounded, suspension or license revocation.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after case is closed, transfer to the records center for 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10) & (25)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0008-102
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluations forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain 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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0009-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0010-102
TITLE	Examination Scores
DESCRIPTION	Copies of examination scores received from the national testing company listing name and test scores of applicants and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. A copy is maintained in the appropriate individual's Licensing File.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0011-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0012-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0013-102
TITLE	Licensing Files
DESCRIPTION	Applications and supporting documentation relating to the licensing process for social workers, counselors, psychologists and therapists to practice in the state of Kansas.
RETENTION	See Comments
COMMENTS	Retain in office until license has expired plus 5 years, then transfer to the records center for 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA (a)(1)(6)(9), 5 USC Sec. 522a
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0014-102
TITLE	Licensing Lists
DESCRIPTION	Computer printout generated listing all licensed professionals currently registered by the board as required by KSA 74-7507.
RETENTION	030 cldr yrs
COMMENTS	Transfer hard copy to the archives. Update or delete electronic records as necessary. Contains subseries for psychologists, professional counselors, social workers, marriage and family therapists, and alcohol/drug abuse counselors.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0015-102
TITLE	Minutes
DESCRIPTION	Proceedings of the Behavioral Sciences Regulatory Board (and predecessor boards) meetings.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0016-102
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0017-102
TITLE	Regulations History
DESCRIPTION	Variety of documents relating to the development and implementation of regulations to license social workers, psychologists, counselors, and therapists in the state of Kansas.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0018-102
TITLE	Revocation Files
DESCRIPTION	Documents relating to the revocation of a license to practice in the state of Kansas based upon violations or misconduct as specified in KSA 65-6311or KSA 65-6408.
RETENTION	See Comments
COMMENTS	Retain in office 10 years after case is closed, transfer to the records center for 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(10) & (25)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0019-102
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	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0020-102
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 originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0021-102
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 originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290. DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0022-102
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status on yearly basis form 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 originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0023-102
TITLE	Subject Files - Psychologists
DESCRIPTION	Variety of documents relating to regulating psychologists and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0024-102
TITLE	Subject Files - Social Workers
DESCRIPTION	Variety of documents relating to regulating social workers and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0025-102
TITLE	Telecommunication Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0026-102
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0029-102
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	Retain for 5 fiscal years if record is subject to KSA 75-3740(e). This schedule includes all variations of the above forms mentioned, e.g.. DA-120 and DA-120P.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0027-102
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	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0028-102
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	Includes all variations of forms, e.g.. DA-121E and 121R, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

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