Kansas Records Retention Schedules

414 Schedule Entries Found:

Agency Number: 143-010
State Corporation Commission
Administrative Division

SERIES ID	0008-143
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 archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0425-143
TITLE	Confidential Docket Materials
DESCRIPTION	Formal Docket cases material determined by the Commission to be confidential by companies filing applications in accordance with K.A.R. 82-1-221A.
RETENTION	See Comments
COMMENTS	Retain hard copy until microfilm is verified, then destroy. Retain microfilm until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 66-1220a & KAR 82-1-221A et al.
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0142-143
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	These records exist solely on electronic format.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

Agency Number: 143-010
State Corporation Commission
Administrative Division
Accounting Section

SERIES ID	0001-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0003-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0002-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0004-143
TITLE	Adding Machine and Calculator Tapes
DESCRIPTION	Master tapes produced business machines during bookkeeping.
RETENTION	See Comments
COMMENTS	May be destroyed immediately unless required to document associated records - then retain in conjunction with the associated records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0012-143
TITLE	Appropriation Accounting System
DESCRIPTION	Computer database that is the internal accounting system for the Kansas Corporation Commission and used to create expenditure reports, capital outlay reports, appropriation reports, etc.
RETENTION	See Comments
COMMENTS	Delete after the expiration of the retention period authorized for the disposable hardcopy file or when no longer needed, whichever is later.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0014-143
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by Legislative Division or Post-Audit, other state and/or federal auditing agencies, or contracted auditors.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0017-143
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and cancelled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0019-143
TITLE	Batch Transmittal Forms
DESCRIPTION	Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents.
RETENTION	See Comments
COMMENTS	Retain in conjunction with transmitted documents.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0020-143
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also Contracts, Accounts Payable Records, Purchasing Records, Vendor Files, and Vouchers - Purchase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0023-143
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, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0025-143
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0028-143
TITLE	Capital Outlay Report
DESCRIPTION	Monthly report identifying expenditures for capital outlay for the fiscal year-to-date. Information for report comes from the Appropriation Accounting System.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0030-143
TITLE	Cash Receipts
DESCRIPTION	Daily voucher receipts for cash deposited with the State Treasurer.
RETENTION	See Comments
COMMENTS	Retain 3 years after resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0037-143
TITLE	Contract Files
DESCRIPTION	Documents related to contracts for goods and professional services purchased by the KCC.
RETENTION	See Comments
COMMENTS	Retain original documents 3 years after close-out of contract, and until resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0054-143
TITLE	D. of A. Receipts Analysis
DESCRIPTION	DAM-004 printout received monthly from the Division of Accounts and Reports containing an analysis of cash received by the KCC for use in balancing accounts.
RETENTION	See Comments
COMMENTS	Retain 3 years and until resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0055-143
TITLE	Daily Account Balances
DESCRIPTION	DAD-007 printout reports of appropriations, expenditures, and balances in each fund received daily from the Division of Accounts and Reports.
RETENTION	See Comments
COMMENTS	Retain 3 years and until resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0056-143
TITLE	Daily Encumbrances
DESCRIPTION	DAD-999 printout reports of outstanding expenditure commitments made by the KCC received daily from the Division of Accounts and Reports.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0057-143
TITLE	Daily Transactions
DESCRIPTION	DAD-006 printout registers of all financial transactions involving the KCC received daily from the Division of Accounts and Reports.
RETENTION	See Comments
COMMENTS	Retain 3 years and until resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0065-143
TITLE	Employee Timesheets
DESCRIPTION	Records of hours worked by KCC employees.
RETENTION	See Comments
COMMENTS	Retain 3 year and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0067-143
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	KSA 79-3234
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0079-143
TITLE	Grant Records
DESCRIPTION	Documents related to federal grants received and administered by the KCC.
RETENTION	See Comments
COMMENTS	Retain 3 years after close-out and after resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0086-143
TITLE	Inventory Listings
DESCRIPTION	Lists of all capital outlay items owned by the KCC with supporting documents used in preparing the annual physical inventory.
RETENTION	See Comments
COMMENTS	Retain original documents for 3 years, and until resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0089-143
TITLE	Journal Voucher Letters
DESCRIPTION	Notifications of adjustments made in vouchers and acknowledgments from the Division of Accounts and Reports that corrections were made and assigned a unique journal voucher number.
RETENTION	See Comments
COMMENTS	Retain original documents for current fiscal year plus 5 years, and until resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0093-143
TITLE	Leases - Real Property, and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive PLUS 5 calendar years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0095-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0097-143
TITLE	Lists of Outstanding Obligations
DESCRIPTION	Lists of outstanding financial obligations for goods and services prepared at the end of each fiscal year in order to commit funds of the fiscal year that is ending.
RETENTION	See Comments
COMMENTS	Retain original documents for current fiscal year plus 5 years, and until resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0102-143
TITLE	Monthly Appropriations Apouts
DESCRIPTION	Printouts lists of appropriations for the KCC by fund, sub-account, and program code prepared monthly by the Accounting Department staff.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0103-143
TITLE	Monthly Balancing Reports
DESCRIPTION	DAM14 printout analyses of KCC expenditures received monthly from the Division of Accounts and Reports.
RETENTION	See Comments
COMMENTS	Retain original documents 10 years, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0104-143
TITLE	Monthly Bills Cardex
DESCRIPTION	Record of monthly bill payments and related voucher numbers maintained for reference use of the Accounting Department staff.
RETENTION	See Comments
COMMENTS	Retain until resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0106-143
TITLE	Monthly Expenditure Reports
DESCRIPTION	Printout analyses of KCC expenditures produced monthly by the Accounting Department staff.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0107-143
TITLE	Monthly Receipts Reports
DESCRIPTION	Monthly reports created from source documents and Department of Administration reports which are used to estimate resources and funding to determine any possible adjustments to the mill levies.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, then transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0110-143
TITLE	Numerical Voucher Listings
DESCRIPTION	Numerical listings of vouchers compiled for reference use by the Accounting Department staff.
RETENTION	006 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0112-143
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10a, DA-21 series, DA-171 through 177, and DA-251 through 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deduction Authorization Records - General
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0115-143
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0117-143
TITLE	Payroll Funding Sheets
DESCRIPTION	Printout reports of funding sources for payroll positions received monthly with frequent updates from the Division of Accounts and Reports.
RETENTION	006 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0118-143
TITLE	Payroll Warrant Register
DESCRIPTION	Monthly listing of payroll warrant checks issued for KCC employees.
RETENTION	See Comments
COMMENTS	Retain for current year plus 3 years, and until resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0120-143
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 through 73.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0125-143
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U. S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0128-143
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0132-143
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
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0134-143
TITLE	Purchase Requisition Numbers
DESCRIPTION	Listing of purchase order voucher numbers maintained for reference use by the Accounting Department staff.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0135-143
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, invoices, vouchers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0136-143
TITLE	Quarterly Assessments
DESCRIPTION	Orders and backup sheets related to quarterly assessments of amounts to be paid by utilities and common carriers for expenditures incurred by the KCC in regulating the companies.
RETENTION	See Comments
COMMENTS	Retain until audit is resolved or 10 fiscal years, whichever is longer, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0137-143
TITLE	R-docket Invoices
DESCRIPTION	Reimbursable invoices for assessments of amounts to be paid by utilities for expenditures incurred by the KCC for rate case hearings or special investigations.
RETENTION	See Comments
COMMENTS	Retain 3 years after resolved audit, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0144-143
TITLE	Salaries and Wages Comparison Reports
DESCRIPTION	Reports created to compare actual versus budgeted expenditures for salaries and wages.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0149-143
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA form 6 used to request re-issues of lost warrants.
RETENTION	currt fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0153-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0155-143
TITLE	Travel Requests 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: Travel Vouchers.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0157-143
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0160-143
TITLE	Vouchers
DESCRIPTION	Certifications and substantiations of the validity of financial claims against the KCC and requests for warrants to pay the claims.
RETENTION	See Comments
COMMENTS	Retain original documents for current fiscal year plus 5 years, and until resolved audit, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0161-143
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0162-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0163-143
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, eg., DA-121E and 121R, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0164-143
TITLE	Well Plugging Information
DESCRIPTION	Record maintained for reference purposes of appropriations and disbursements for plugging of abandoned oil and gas wells financed by the KCC when companies responsible for the wells cannot be found.
RETENTION	See Comments
COMMENTS	Retain 3 years, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Commissioners, Offices of

SERIES ID	0005-143
TITLE	Administrative Files
DESCRIPTION	In-house memos, reports, personnel materials, correspondence (not docket-related), policy statements, budget, published materials.
RETENTION	See Comments
COMMENTS	Maintain for term of Commissioner, then transfer to Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0006-143
TITLE	Administrative Packet and Conference Schedules
DESCRIPTION	Copies of schedules of upcoming formal, informal, and public hearings, and outline of active cases. Used for reference.
RETENTION	See Comments
COMMENTS	Maintain till no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0029-143
TITLE	Case Reference Files
DESCRIPTION	Copies of Utilities, Mined Land, Transportation, and Conservation Applications and generic investigations with supporting materials (reports, studies, correspondence, etc.)
RETENTION	See Comments
COMMENTS	Maintain until no longer useful, then destroy. Duplicative of materials in other offices.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0078-143
TITLE	General Subject Reference Files
DESCRIPTION	Copies of back travel arrangements/conference agendas, studies, etc.
RETENTION	See Comments
COMMENTS	Maintain term of Commissioner or until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0081-143
TITLE	History of State Corporation Commission File
DESCRIPTION	Memos, biographies, publications, clippings related to the history of the Commission (Incomplete.)
RETENTION	See Comments
COMMENTS	Maintain indefinitely, if space shortage develops, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0145-143
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0147-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0151-143
TITLE	Technical Reference Files - Federal Issues
DESCRIPTION	Information supplied by the Federal Energy Regulatory Commission (FERC), Federal Communications Commission (FCC), Interstate Commerce Commission (ICC), and Interstate Oil Compact Commission (IOCC).
RETENTION	See Comments
COMMENTS	Maintain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0152-143
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0159-143
TITLE	Visitors Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal. If not accepted by the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

Agency Number: 143-010
State Corporation Commission
Administrative Division
Computer Services

SERIES ID	0045-143
TITLE	Correspondence - Computer Services
DESCRIPTION	Letters and memos sent and received by the Computer Services Department staff.
RETENTION	See Comments
COMMENTS	Retain 2 years and then discard if routine, retain 2 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0040-143
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 organization 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	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0061-143
TITLE	Documentation for Computer Programs
DESCRIPTION	Material in binders explaining the operation and maintenance of computer programs.
RETENTION	See Comments
COMMENTS	Retain as long as related programs and data are preserved, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0062-143
TITLE	Electrical System Hourly Loads in EEI Format
DESCRIPTION	Data concerning electrical system loads of generating electric companies in Kansas by hour for each year.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0070-143
TITLE	Equipment and Software Inventory
DESCRIPTION	DBASE III+ listing of computer equipment and software owned by the KCC.
RETENTION	See Comments
COMMENTS	Retain permanently, but delete entries when equipment or software no longer is retained.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Energy Analysis

SERIES ID	0033-143
TITLE	Compliance to Maximum Lighting Standards
DESCRIPTION	Copies of maximum lighting standards compliance certifications for new commercial buildings submitted by contractors to utilities companies, which forward the copies to the KCC.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0046-143
TITLE	Correspondence - Division Staff
DESCRIPTION	Central file of copies letters and memos sent by the division staff.
RETENTION	See Comments
COMMENTS	Retain 2 years and then discard if routine, retain 2 years and transfer to archives if valuable in documenting the policies and procedures of the agency (seek archival appraisal if needed).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0042-143
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	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0058-143
TITLE	Disconnect Reports
DESCRIPTION	Monthly summary data reports prepared by the KCC concerning utilities customers whose service has been disconnected because of inability to pay.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0059-143
TITLE	Division Contracts
DESCRIPTION	Copies of contracts between the Research and Energy Analysis Division and other governmental or private agencies.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0064-143
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0076-143
TITLE	Fuel Outlook
DESCRIPTION	Monthly reports/news releases concerning fuel supplies and prices in the state issued by the KCC.
RETENTION	See Comments
COMMENTS	Retain 1 year, then transfer one copy of each to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0080-143
TITLE	Grants File - Federal Energy
DESCRIPTION	Documents related to federal grants received by the KCC for energy programs.
RETENTION	See Comments
COMMENTS	Retain 5 years after end of grant project, then transfer to archives, retain related computer data until end of fiscal year, updating as necessary, and then delete.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0083-143
TITLE	ICP Energy Conservation Measure (ECM) Grantee Project Records
DESCRIPTION	Implementation grants for energy projects of school and hospitals funded through federal Institutional Conservation Program; funding recommendations are made to federal Dep. of Energy by the KCC.
RETENTION	See Comments
COMMENTS	Retain 4 years after completion/resolution of grant project, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0084-143
TITLE	ICP TA/ECM Grant Applications
DESCRIPTION	Applications received from schools and hospitals for federal Institutional conservation Program grants which are not funded.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0085-143
TITLE	ICP Technical Assistance (TA) Grantee Project Records
DESCRIPTION	Documents related to technical assistance studies for energy projects of schools and hospitals funded through federal Institutional Conservation Program; funding recommendations are made to the Federal
RETENTION	See Comments
COMMENTS	Retain 5 years after completion/resolution of grant project, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0090-143
TITLE	Kansas Energy Resources Data
DESCRIPTION	Printed annual reports concerning Kansas energy production, consumption, and supply issued by the KCC as mandated by statute.
RETENTION	See Comments
COMMENTS	Retain 5 years, then transfer 1 copy to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0091-143
TITLE	Kansas Energy Resources Emergency Plan
DESCRIPTION	Comprehensive plan regarding implementation of emergency conservation options for energy use prepared by the KCC and updated annually.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0119-143
TITLE	Petroleum Violation Escrow (PUE) Plans, Proposals, and Correspondence
DESCRIPTION	Documents related to restitutionary funds awarded to the state for violations of federal petroleum regulations.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0133-143
TITLE	Purchase Requests - Travel Vouchers, Telephone Records, Fiscal Years Budgets
DESCRIPTION	Copies of miscellaneous financial and operational records maintained by the division's administrative officer for reference purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0140-143
TITLE	Rate Case Information Prepared By REA Staff
DESCRIPTION	Research information compiled by the division staff at the request of the commissioners and other divisions for use in rate cases.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Energy Section

SERIES ID	0013-143
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting physical plant of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0015-143
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by 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	53-2-074

SERIES ID	0016-143
TITLE	Audit Reports
DESCRIPTION	Records of audits completed on federally funded energy programs.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0018-143
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0035-143
TITLE	Conservation Bank Files
DESCRIPTION	Documents related to the Kansas Conservation Bank's administration of federal cash rebates and subsidies to individuals making energy conservation improvements to their homes.
RETENTION	005 fisc yrs
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0052-143
TITLE	Correspondence and Information - PURPA
DESCRIPTION	Documents concerning programs established pursuant to the Public Utility Regulatory Policy Act.
RETENTION	005 cldr yrs
COMMENTS	Microfilm paper, then dispose. Retain film 20 years, then transfer to the State Archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0060-143
TITLE	Division Contracts
DESCRIPTION	Copies of contracts between the Energy Section and other governmental or private agencies.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0082-143
TITLE	ICP Cycle Data Information
DESCRIPTION	Printed federal regulations governing the Institutional Conservation Program received from the U.S. Dept. of Energy with related materials from other sources.
RETENTION	003 fisc yrs
COMMENTS	Retain until audit is completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0099-143
TITLE	Major Issue Reports Generated by Section (or REA)
DESCRIPTION	Reports regarding major issues prepared by the staff at the direction of the commission.
RETENTION	005 cldr yrs
COMMENTS	Microfilm paper, then destroy hard copy. Retain film 20 years, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

Agency Number: 143-010
State Corporation Commission
Administrative Division
Executive Director, Office of

SERIES ID	0021-143
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also: Accounts Payable Records, Contracts, Purchasing Records, Vendor Files, Vouchers - Purchase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0024-143
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, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0026-143
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0034-143
TITLE	Computer Services Files
DESCRIPTION	Correspondence and reports related to agency's computerization.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0038-143
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 and Requisitions.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0043-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0047-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0077-143
TITLE	General Administrative Files
DESCRIPTION	Includes audits, requests for change, tuition reimbursement information, personnel materials, legislative requests for information.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0096-143
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0100-143
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 archives, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0101-143
TITLE	Mined Land Division's Bidder Information
DESCRIPTION	Proposals submitted by bidders on Mined Land reclamation projects.
RETENTION	See Comments
COMMENTS	Maintain current year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0143-143
TITLE	Requests for Proposals
DESCRIPTION	Includes bid requests, consultants submissions, and final contracts. (HB2627, passed in 1979, allows the Commission to hire outside consultants by RFP and State Negotiating Committee.)
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

Agency Number: 143-010
State Corporation Commission
Administrative Division
Personnel Section

SERIES ID	0007-143
TITLE	Affirmative Action Information
DESCRIPTION	Documents related to implementation of the agency's affirmative action program in hiring staff personnel.
RETENTION	See Comments
COMMENTS	Retain 3 years and until disposition of any legal action, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0041-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0048-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0063-143
TITLE	Employee Personnel Files
DESCRIPTION	Central file of official documents related to the employment of all staff members of the KCC.
RETENTION	See Comments
COMMENTS	Retain 3 years after termination of employment and disposition of any legal action related to employment, then discard, provided a service record for all employees of agency is retained permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0068-143
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	KSA 79-3234
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0069-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0094-143
TITLE	Leave Slips
DESCRIPTION	Requests and authorizations for use of leave time by KCC employees.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0113-143
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10a, DA-21 series, DA-171 through 177, DA-251 through 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deduction Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0114-143
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Record - General.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0116-143
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0123-143
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0122-143
TITLE	Policy Statements and Revisions
DESCRIPTION	Loose leaf manual containing original copies of KCC in-house policy and procedure statements and related working papers with proposed revisions and staff review comments.
RETENTION	See Comments
COMMENTS	Retain superseded policy and procedure statements 10 years after revisions approved by Commission and then discard, retain working papers 6 months after revisions approved and then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0124-143
TITLE	Position Descriptions and Information
DESCRIPTION	Documents containing information about each KCC staff position and classification actions which affect positions.
RETENTION	See Comments
COMMENTS	Retain 5 years or until superseded, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0148-143
TITLE	State Safety, Health, and Wellness Information Files
DESCRIPTION	Documents distributed to all state agencies by the Kansas Dept. of Health and Environment in order to promote safety, health, and wellness among state employees.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0154-143
TITLE	Timesheets
DESCRIPTION	Record of hours worked and leave taken by employees of the KCC.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Planning and Research Section

SERIES ID	0127-143
TITLE	Project Workpapers
DESCRIPTION	Preliminary workpapers generated in division-specific and agency-wide projects conducted by the Planning and Research Department.
RETENTION	See Comments
COMMENTS	Retain 1 year after project completion, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Affairs and Consumer Protection

SERIES ID	0009-143
TITLE	Annual Customer Survey Forms
DESCRIPTION	Copies of surveys completed by customers as each company under the agency's jurisdiction must survey their customers annually for input on quality of service. Companies retain originals.
RETENTION	See Comments
COMMENTS	Retain survey forms 1 year, then recycle. Retain summary statements 3 years, then recycle.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Information Office

SERIES ID	0032-143
TITLE	Complaint Files
DESCRIPTION	Documents related to complaints filed with the KCC by consumers.
RETENTION	See Comments
COMMENTS	Retain original documents 3 years, and enter on computer, then discard. Retain computer data 5 years, then erase.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0036-143
TITLE	Consumer Information Board Materials
DESCRIPTION	Correspondence, meeting agendas, attendance records, newsletters, and other documents related to a board representing consumer groups which disseminates information provided by the KCC and the board's
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0050-143
TITLE	Correspondence - Investigation and Mediation
DESCRIPTION	Letters sent and received by the Investigation and Mediation Section staff, with related documents.
RETENTION	See Comments
COMMENTS	Retain 3 years and then discard if routine, retain 3 years and then transfer to the archives if valuable in documenting the policies and procedures of the agency (seek archival appraisal if needed).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0105-143
TITLE	Monthly Complaint Reports
DESCRIPTION	Monthly computer-generated statistical reports prepared by the Kansas Corporation Commission regarding complaints filed by consumers and distributed to regulated companies and the Commissioners.
RETENTION	See Comments
COMMENTS	Retain printouts for 10 calendar years, then transfer one copy of each report to the archives, destroy the remainder. Retain electronic format data for 5 calendar years, then delete.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0108-143
TITLE	News Releases
DESCRIPTION	Typed news releases issued by the Kansas Corporation Commission.
RETENTION	See Comments
COMMENTS	Retain reference copy in office for 10 calendar years, then destroy. Transfer one copy of each News Release to the archives in an annual shipment.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0109-143
TITLE	News Summaries
DESCRIPTION	Copies of KCC-related items in newspapers, magazines, and other publications used for informational purposes.
RETENTION	002 cldr yrs
COMMENTS	Retain 2 years, then transfer to archives where duplicated information will be purged.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0130-143
TITLE	Public Hearing Files
DESCRIPTION	Copies of documents related to public hearings conducted by the Kansas Corporation Commission acquired for reference use by the Investigation and Mediation Section staff.
RETENTION	See Comments
COMMENTS	Retain fact sheet in docket file of related case and retain accordingly. Retain reference copy 2 calendar years, then destroy. Retain other documents 1 calendar year, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0139-143
TITLE	Rate Case and General Investigation Files
DESCRIPTION	Copies of documents related to rate cases and general investigations of the KCC used in handling media inquires.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-010
State Corporation Commission
Administrative Division
Support Services

SERIES ID	0010-143
TITLE	Appearance Dockets
DESCRIPTION	Record of all actions related to each application received by the Kansas Corporation Commission.
RETENTION	See Comments
COMMENTS	Retain originals for 10 calendar years. Cross-reference continuations and open cases on database, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0011-143
TITLE	Appearance Dockets Cross Reference File
DESCRIPTION	Cross reference file, formerly maintained as a card file and currently maintained as an electronic database, that provides access to numerically arranged appearance dockets by name of applicant.
RETENTION	See Comments
COMMENTS	Retain card file until superseded by electronic database, then transfer to the archives. Retain electronic database for 20 years, then transfer to the archives in some format.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0022-143
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also: Accounts Payable Records, Contracts, Purchasing Records, Vouchers and requisitions, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0027-143
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to physical plant of agency - does not include Word Orders and Logs (q.v.).
RETENTION	See Comments
COMMENTS	Retain a minimum of 3 years or until warranties are expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0039-143
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: Accounts Payable Records, Bid Records, Purchasing Records, Vendor Files, and Vouchers & Requisitions.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0044-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0053-143
TITLE	County Road Maps
DESCRIPTION	Printed maps of the roads in each county obtained from the State Department of Transportation for reference use by the KCC staff.
RETENTION	See Comments
COMMENTS	Retain until superseded by updated map, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0066-143
TITLE	Employee Training Records
DESCRIPTION	Documents related to in-service training provided to the KCC staff by the Planning and Research Department.
RETENTION	See Comments
COMMENTS	Retain 1 year after presentation or until no longer useful, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0071-143
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	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0072-143
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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0074-143
TITLE	Floor Space Arrangement Charts
DESCRIPTION	Plans prepared by the Graphics Section for use of floor space allotted to the KCC.
RETENTION	See Comments
COMMENTS	Retain until superseded by updated chart, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0075-143
TITLE	Form Originals
DESCRIPTION	Originals of agency-designed forms prepared by the Graphics Section.
RETENTION	See Comments
COMMENTS	Retain until superseded by updated chart, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0087-143
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0088-143
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 Adm., 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	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0098-143
TITLE	Maintenance Records
DESCRIPTION	Documents related to maintenance of equipment by the Support Services Department.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0111-143
TITLE	Organizational Charts and Reorganization Studies
DESCRIPTION	Charts showing the organization of the KCC or its components prepared by the Graphics Section.
RETENTION	See Comments
COMMENTS	Retain until superseded by updated plan, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0121-143
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films, and videotapes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact Historical Society - Archives Dept. for appraisal. If not accepted for transfer to archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0126-143
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U. S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0419-143
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0129-143
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0131-143
TITLE	Publications Survey Forms
DESCRIPTION	Forms used to inventory all books, publications, and serials owned by the agency to develop centralized library records.
RETENTION	See Comments
COMMENTS	Retain in paper form until Records Center computer reference has been developed and open for general use.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0138-143
TITLE	Railroad Maps
DESCRIPTION	Printed maps, and mylar copies of them, depicting railroad lines in Kansas prepared by the graphics section and updated biennially.
RETENTION	See Comments
COMMENTS	Retain original until no longer useful and then discard, transfer one copy of each updated printed map to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0141-143
TITLE	Records Survey Forms
DESCRIPTION	Forms used to develop Records Retention Schedule for agency.
RETENTION	See Comments
COMMENTS	Retain until updated by new survey then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0146-143
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0073-143
TITLE	Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies from central supply rooms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0150-143
TITLE	Supply Room Records
DESCRIPTION	Documents related to supplies received, ordered, and/or shipped for use by KCC personnel; or shipments made by the KCC for various purposes.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0156-143
TITLE	Utility Service Maps
DESCRIPTION	Maps depicting certified areas, physical property, and other data concerning utilities regulated by the KCC, including county maps placed in binders.
RETENTION	See Comments
COMMENTS	Retain originals 5 years after superseded by updated maps, then transfer to archives, retain chronaflex positive copies until superseded and then discard.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0158-143
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books & cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0166-143
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

Agency Number: 143-015
State Corporation Commission
Legal Division

SERIES ID	0167-143
TITLE	Attorneys' Working Files
DESCRIPTION	Working papers used or prepared by staff attorneys in utilities cases.
RETENTION	See Comments
COMMENTS	Retain 5 years after final order, then discard.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0168-143
TITLE	Budget, Purchase Requests, Order Forms
DESCRIPTION	Copies of miscellaneous documents retained by the administrative officer for reference purposes.
RETENTION	See Comments
COMMENTS	Retain 1 year beyond current fiscal year, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0169-143
TITLE	Central Utility Files
DESCRIPTION	Copies of orders, certificates, and applications in formal and informal KCC proceedings involving utilities.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0170-143
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	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0171-143
TITLE	Correspondence - Routine
DESCRIPTION	Copies of letters and memoranda sent by the Legal Department staff; also travel vouchers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0172-143
TITLE	Court Files
DESCRIPTION	Petitions for review, pleadings, briefs, transcripts, and records on appeal related to proceedings involving the KCC in any state or federal court.
RETENTION	See Comments
COMMENTS	Retain original documents 5 years after case closed, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0173-143
TITLE	Court Reporter Notes
DESCRIPTION	Shorthand notes prepared by court reporters during hearings of the KCC or related proceedings.
RETENTION	See Comments
COMMENTS	Retain transcribed notes 6 months and then discard, retain others 5 years and then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0174-143
TITLE	Court Reporter Transcripts - Formal Dockets
DESCRIPTION	Typed transcripts of court reporters shorthand notes prepared during formal docket hearings.
RETENTION	See Comments
COMMENTS	Microfilm after transcription is completed. Retain microfilm permanently. Retain paper record 2 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0175-143
TITLE	Court Reporter Transcripts - Informal Dockets
DESCRIPTION	Typed transcripts of court reporters shorthand notes prepared during informal docket hearings.
RETENTION	See Comments
COMMENTS	Retain originals 1 year, then microfilm. Paper form can then be destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0176-143
TITLE	Court Reporter Transcripts - Mined Land Board Meetings
DESCRIPTION	Typed transcripts of court reporters shorthand notes prepared during board meetings.
RETENTION	See Comments
COMMENTS	Retain originals one year, then microfilm. Discard paper form after microfilmed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0177-143
TITLE	Court Reporter Transcripts - Non-Docket Issues and Meetings
DESCRIPTION	Typed transcripts of court reporters shorthand notes prepared at staff requests during informal meetings between Staff and other agencies and\or other parties.
RETENTION	See Comments
COMMENTS	Retain originals until no longer useful, then transfer to Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0178-143
TITLE	Documentation on Library Contents
DESCRIPTION	Inventory of reference material in the Legal Department's library.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0181-143
TITLE	Employee Personnel Files
DESCRIPTION	Copies of documents related to the employment of Legal Department personnel.
RETENTION	See Comments
COMMENTS	Retain until employment terminated, then discard.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0179-143
TITLE	Federal Regulatory Agency Files
DESCRIPTION	Motions, petitions, interventions, briefs, and other documents related to filings by KCC in proceedings of Federal Communication Comm., Federal Energy Regulatory Comm., and Interstate Commerce Comm.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0180-143
TITLE	Oil and Gas Proration Orders
DESCRIPTION	Copies of KCC basic orders concerning proration of oil and gas production among various companies.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0182-143
TITLE	Report of Hearing Log
DESCRIPTION	Quick reference for Court Reporter clerical support listing staff attorney, court reporter, company attorney, citations, disposition, number of pages in transcript, date typed, and #'s of transcripts.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-18
K.A.R. NUMBER	53-2-074

SERIES ID	0183-143
TITLE	Summary of Notes
DESCRIPTION	Bound booklets listing all formal dockets which were dictated or partially dictated, but not transcribed. Lists by formal docket number are arranged by year. Indicates notes when no transcripts
RETENTION	007 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-18
K.A.R. NUMBER	53-2-074

SERIES ID	0184-143
TITLE	Transcript of Invoices
DESCRIPTION	Reference copies of invoices for transcripts requested by outside individuals. Information includes date of request, date of voucher, docket number, and other accounting information.
RETENTION	001 cldr yr
COMMENTS	Originals maintained in Accounting Office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-18
K.A.R. NUMBER	53-2-074

SERIES ID	0185-143
TITLE	Transportation Files
DESCRIPTION	Copies of orders, applications, certificates, and filings related to KCC proceedings involving motor carriers, railroads, and pipelines.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-020
State Corporation Commission
Utilities Division

SERIES ID	0186-143
TITLE	Accounting Section Workpapers
DESCRIPTION	Workpapers developed by the Accounting Section staff related to closed rate cases which are retained for use of examples in future rate cases or for use in appeals.
RETENTION	See Comments
COMMENTS	Retain until superseded by workpapers for subsequent rate case, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0189-143
TITLE	Annual Financial Reports
DESCRIPTION	Financial reports submitted annually by all public utilities regulated by the KCC.
RETENTION	See Comments
COMMENTS	Transfer all originals predating 1970 to archives, retain subsequent originals 5 years, and until microfilmed, and then discard.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0188-143
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities. Such as, but not limited to, S.B.881 Report and NARUC reports.
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	53-2-074

SERIES ID	0190-143
TITLE	Applications - Utilities
DESCRIPTION	Applications of various types filed with the Kansas Corporation Commission by all regulated utilities for authorization to operate in Kansas.
RETENTION	See Comments
COMMENTS	Microfilm, return to Utilities Division and retain in conjunction with Docket Files. Retain microfilm 30 years, then transfer to the archives. Security negatives stored at KSHS.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0191-143
TITLE	Card Files
DESCRIPTION	Index to proceedings involving each utility company.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0192-143
TITLE	Certificates of Convenience and Necessity
DESCRIPTION	Certificates issued by the KCC authorizing regulated utilities to operate over specified geographic areas in Kansas.
RETENTION	See Comments
COMMENTS	Retain originals until noncurrent, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0193-143
TITLE	Commission Orders
DESCRIPTION	Duplicate chronological file of Commission's final orders in formal cases maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain paper copies 15 years, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0194-143
TITLE	Commission Orders
DESCRIPTION	Duplicate chronological file of Commission's final orders in formal cases, maintained for reference purpose.
RETENTION	005 cldr yrs
COMMENTS	Originals filmed as issued.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0195-143
TITLE	Commission Orders
DESCRIPTION	Commission's final orders in formal cases.
RETENTION	See Comments
COMMENTS	Originals filmed as issued. Retain original hard copy until no longer useful, then destroy. Retain microfilm 50 years, then transfer to the archives. Discard duplicate hard copy when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0196-143
TITLE	Communication and Electric Line Reports
DESCRIPTION	Requests from regulated utilities for authority to make changes in communication or electric lines.
RETENTION	See Comments
COMMENTS	Retain originals while current and until no longer useful, then discard after microfilming; retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0197-143
TITLE	Contracts
DESCRIPTION	Legal agreements between utilities which have been approved by the KCC.
RETENTION	See Comments
COMMENTS	Retain originals until microfilmed, then destroy hard copy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored in the KSHS museum.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0198-143
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	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0199-143
TITLE	Correspondence - Routine
DESCRIPTION	Division copies of general internal and external correspondence and memos sent and received.
RETENTION	See Comments
COMMENTS	Retain 3 years and then discard if routine, retain 3 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0200-143
TITLE	Docket Files
DESCRIPTION	Applications, pleadings, correspondence, transcripts, orders, and other documents related to formal and informal commission proceedings.
RETENTION	See Comments
COMMENTS	Microfilm complete case after it closes. Retain hard copy 3 years then destroy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored at the KSHS museum.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0201-143
TITLE	Electric Accident Report
DESCRIPTION	Accidents reported by jurisdictional utilities in accordance with KSA 66-132. Included physical injuries & electrocutions of persons in contact with transmission lines, time, location & circumstances.
RETENTION	See Comments
COMMENTS	Retain on paper until microfilmed. Recycle paper, retain film permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0202-143
TITLE	Electric Cooperative Sub-station Report
DESCRIPTION	Monthly report by electric utilities under KCC jurisdiction. Includes location, capacity and demand of substation, metered Kwh & dollar amount of sales, # of customers associated with energy sold.
RETENTION	See Comments
COMMENTS	Retain paper original current + 1 c. year, microfilm, then recycle paper. Retain film 10 years then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0204-143
TITLE	Energy Cost Adjustments
DESCRIPTION	Report filed by regulated electric utilities documenting detailed adjustments to current energy costs (a.k.a. ECA's).
RETENTION	See Comments
COMMENTS	Retain originals one year, then microfilm and destroy. Retain film 20 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0205-143
TITLE	Gas B.T.U. Report
DESCRIPTION	Report filed by jurisdiction utilities reflecting BTU content level (the measure of natural gas's ability to produce heat) & BTU/Mcf at certain locations on company's system.
RETENTION	See Comments
COMMENTS	Retain original 1 year, or until microfilmed. Recycle paper. Keep microfilm 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0206-143
TITLE	Gas Interruption Report
DESCRIPTION	Monthly report submitted by jurisdictional utilities in accordance with Docket #106,210. Includes number of curtailments, volumes of natural gas curtailed.
RETENTION	See Comments
COMMENTS	Retain 1 year, or until microfilmed. Recycle paper. Keep microfilm 10 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0207-143
TITLE	Gas Jurisdiction Files
DESCRIPTION	Accident reports, operating reports, and other documents related to natural gas companies regulated by the KCC.
RETENTION	See Comments
COMMENTS	Retain originals 2 years, and until microfilmed, and then discard, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0208-143
TITLE	Gas Meter Report
DESCRIPTION	Annual reports by jurisdictional utilities about meter tests. Includes number of meters tested by geographical area, percentage of inaccuracy for each meter tested, summarizes results of tests.
RETENTION	See Comments
COMMENTS	Retain 1 year or until microfilmed. Recycle paper. Keep film for 10 years then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0209-143
TITLE	Purchased Gas Adjustment
DESCRIPTION	Report filed by regulated gas utilities detailing adjustments made on rate charged customers for gas (a.k.a. UPG's).
RETENTION	See Comments
COMMENTS	Retain originals one year, then microfilm and destroy. Retain film 20 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0210-143
TITLE	Rate Design Workpapers
DESCRIPTION	Workpapers developed by the KCC staff in preparing recommendations to the Commission regarding utility company requests in formal and informal cases.
RETENTION	See Comments
COMMENTS	Retain until superseded by workpapers for subsequent rate case, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0212-143
TITLE	Tariffs
DESCRIPTION	Documents listing rates charged by regulated utilities which have been approved by the KCC.
RETENTION	See Comments
COMMENTS	Retain originals while current and until no longer useful, then discard after microfilming, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0213-143
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0214-143
TITLE	Visitors Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal. If not accepted by the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-074

SERIES ID	0215-143
TITLE	Weekly Calendar
DESCRIPTION	Weekly status printouts listing formal, informal, and other action/investigations involving the utilities staff including the company(ies))) involved, staff, status, date action must concluded, etc.
RETENTION	See Comments
COMMENTS	Retain current year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0216-143
TITLE	Wolf Creek Data Requests
DESCRIPTION	Documents related to requests submitted by the KCC staff to the owners of the Wolf Creek generating station for information related to rate cases.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0217-143
TITLE	Wolf Creek Docket Files
DESCRIPTION	Transcripts, orders, testimony, and other documents related to KCC proceedings in 4 cases involving the Wolf Creek generating station.
RETENTION	See Comments
COMMENTS	Retain originals 10 years, and until microfilmed, and then transfer to archives, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 143-020
State Corporation Commission
Utilities Division
Compliance Section

SERIES ID	0203-143
TITLE	Electric Peak Demand Reports
DESCRIPTION	Monthly reports by regulated electric utilities identifying by substation the electric demand, includes kilowatt units demanded and delivered. Information used in determining the surcharge.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0211-143
TITLE	Research and Development Surcharge Reports
DESCRIPTION	Monthly reports submitted by regulated electric utilities indicating the funds collected for research and development. Includes information used to determine the surcharge added to customer bills.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

Agency Number: 143-020
State Corporation Commission
Utilities Division
Pipeline Safety

SERIES ID	0049-143
TITLE	Pipeline Safety Annual Inspection Reports
DESCRIPTION	Reports submitted by all jurisdictional pipeline operators within the state of Kansas and includes the miles of pipes and number of services.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 5 calendar years, 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	0424-143
TITLE	Pipeline Safety Annual Reports
DESCRIPTION	Copies of federal annual reports of gas pipeline operators.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132