Kansas Records Retention Schedules

23 Schedule Entries Found:

Agency Number: 147-001
Ombudsman for Corrections

SERIES ID	0001-147
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0002-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0003-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0004-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0005-147
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 if transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0006-147
TITLE	Employee Grievance Files
DESCRIPTION	Documents relating to employee complaints and allegations and any resulting action taken by the agency to remedy the situation.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0007-147
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 in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0008-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0009-147
TITLE	Historical Files
DESCRIPTION	Minutes, correspondence, etc. relating to the establishment of the agency.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0010-147
TITLE	Inmate Complaint Database
DESCRIPTION	Inmate complaints gathered and stored electronically and used to generate reports and track files.
RETENTION	See Comments
COMMENTS	Retain permanently. Data stored off-line should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems as needed.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0011-147
TITLE	Inmate Complaint Files
DESCRIPTION	Complaint sheet, correspondence, grievances, etc. relating to complaints filed by inmates seeking redress after efforts at the facility failed.
RETENTION	004 fisc yrs
COMMENTS	Retain in office 4 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0012-147
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0013-147
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	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0014-147
TITLE	Monthly and Semi-Annual Activity Reports
DESCRIPTION	Computer generated statistical reports detailing the types of complaints received, action taken, facilities, etc. and distributed to the governor and legislature to keep them informed.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0015-147
TITLE	Reading File
DESCRIPTION	Copy of inmate complaint and complaint sheet and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0016-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0017-147
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the interests and operations of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0018-147
TITLE	Technical Reference Files
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0019-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0022-147
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
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0020-147
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	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0021-147
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
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0023-147
TITLE	Yearly Activity Reports
DESCRIPTION	Computer generated statistical reports detailing agency activities throughout the year including the number and types of complaints, actions taken, facilities, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

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