Kansas Records Retention Schedules
| Agency: | Department of Credit Unions. |
30 Schedule Entries Found:
Agency Number: 159-001
Department of Credit Unions
| SERIES ID | 0001-159 | | 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 Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0002-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0003-159 | | TITLE | Bond Claim Records | | DESCRIPTION | Documents relating to bond claims filed by credit unions which are used to help recoup any losses by insurers. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after settlement, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-117 |
| SERIES ID | 0004-159 | | 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 for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0005-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0006-159 | | TITLE | Call Reports | | DESCRIPTION | Quarterly and semi-annual reports of condition surveys completed by the credit unions and filed electronically with the NCUA and used to monitor their financial condition. | | RETENTION | 003 cldr yrs | | COMMENTS | Transfer disks to the records center for destruction. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0007-159 | | TITLE | Complaint Files | | DESCRIPTION | Investigations conducted by the department into complaints by credit union consumers. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(14) | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0008-159 | | 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. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0009-159 | | 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 | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0010-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0011-159 | | TITLE | Credit Union Files | | DESCRIPTION | Documents relating to the formation and operation of credit unions chartered in the state including correspondence, the charter and by-laws. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after closure, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 17-2227 | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0012-159 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. | | RETENTION | See Comments | | COMMENTS | Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0013-159 | | TITLE | Examination Reports | | DESCRIPTION | Yearly report submitted by agency examiners regarding the operation, financial condition & management of credit unions to ensure financial soundness & adherence to regulations. | | RETENTION | See Comments | | COMMENTS | Retain in office 10 years, then transfer hard copy to the archives, delete electronic version when no longer useful. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 17-2227 | | APPROVED | 1998-10-08 | | K.A.R. NUMBER | 53-2-117 |
| SERIES ID | 0014-159 | | TITLE | Financial Performance Reports | | DESCRIPTION | Documents generated semi-annually by the National Credit Union Administration containing financial & statistical data derived from the call sheets which help evaluate the performance of credit unions. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0015-159 | | TITLE | Financial Statements | | DESCRIPTION | Monthly financial statements filled out by credit unions with financial problems which are used by the agency to monitor their progress. | | RETENTION | 002 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 17-2227 | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0016-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0017-159 | | TITLE | Kansas Quality Management (KQM) Files | | DESCRIPTION | Variety of documents relating to the planning and implementation of KQM for the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0018-159 | | TITLE | Liquidated Credit Unions Files | | DESCRIPTION | Minutes, loan records, ledgers, etc. received from a dissolved credit union and transferred to the agency. | | RETENTION | See Comments | | COMMENTS | Retain in office 2 years after closure, transfer to the records center for 3 years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0019-159 | | TITLE | Minutes - Council Meetings | | DESCRIPTION | Proceedings of the advisory board appointed by the governor. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0020-159 | | TITLE | Monitoring Reports | | DESCRIPTION | Key operating ratios, growth factors, examination ratings, etc. generated to monitor the status of state-chartered credit unions. | | RETENTION | 002 cldr yrs | | COMMENTS | Also maintained electronically. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1998-10-08 | | K.A.R. NUMBER | 53-2-117 |
| SERIES ID | 0021-159 | | 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 Records - General. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0022-159 | | 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 | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0023-159 | | 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. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8210, DAFR8210, DAFR8420, DAFR8101, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0024-159 | | 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. 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 | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0025-159 | | TITLE | STARS Reports: Yearly Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR 8120, DAFR8210, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 |
| SERIES ID | 0026-159 | | TITLE | Subject Files | | DESCRIPTION | A wide variety of documents relating to the administration of the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0027-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0028-159 | | 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 | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0029-159 | | 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 | See general schedule (KAR 53-3-1) under "Vouchers, Travel." | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-04-09 | | K.A.R. NUMBER | 53-2-092 |
| SERIES ID | 0030-159 | | TITLE | Working Files - Examiners | | DESCRIPTION | Memos, notes, examination sheets, etc. used by examiners during the process of reviewing the financial condition of credit unions. | | RETENTION | See Comments | | COMMENTS | Retain until next examination, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 17-2227 | | APPROVED | 1998-04-16 | | K.A.R. NUMBER | 53-2-115 | New search
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