Kansas Records Retention Schedules
| Agency: | Kansas Dental Board. |
48 Schedule Entries Found:
Agency Number: 167-001
Kansas Dental Board
| SERIES ID | 0001-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0002-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0003-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0004-167 | | TITLE | Audit Reports | | DESCRIPTION | Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0005-167 | | 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. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0006-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0007-167 | | TITLE | Continuing Education Files | | DESCRIPTION | Documents relating to mandatory continuing educational credits required for dental hygienists and dentists to maintain certification to practice in the state. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0008-167 | | TITLE | Contracts | | DESCRIPTION | Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0009-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0010-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0011-167 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with the employment of specific personnel: employee evaluation 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0012-167 | | TITLE | Employee Position Descriptions | | DESCRIPTION | Formal descriptions of duties and other characteristic of particular employment positions: DA forms 281-2 and supporting documents. | | RETENTION | See Comments | | COMMENTS | Retain until superseded plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0013-167 | | 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-on/out sheets, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | Internal agency forms. See also Leave Requests. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0014-167 | | 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 | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0015-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0016-167 | | TITLE | Equal Employment Opportunity Grievance Files | | DESCRIPTION | Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after grievance is settled, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(11) & (25) | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0017-167 | | TITLE | Equal Employment Opportunity Plans | | DESCRIPTION | Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0018-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0019-167 | | TITLE | Examination Results | | DESCRIPTION | Results of examinations given to candidates applying for a license to practice in the state as required by KSA 65-1428. | | RETENTION | See Comments | | COMMENTS | Results are retained in the individual licensee file for two calendar years. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0020-167 | | TITLE | Hearing and Meeting Transcripts and Electronic Media Recordings | | DESCRIPTION | Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0021-167 | | TITLE | Investigation Files | | DESCRIPTION | Documents relating to board investigations into allegations of misconduct or malpractice charged against a dentist and/or dental hygienists and any resulting action taken by the board. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0022-167 | | TITLE | Kansas Public Disclosure Commission Statements of Substantial Interest | | DESCRIPTION | Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0023-167 | | 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, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0024-167 | | TITLE | Leave Requests | | DESCRIPTION | Internal forms used to request and authorize the taking of leave by employees. | | RETENTION | 005 fisc yrs | | COMMENTS | See also Employee Time Report Records. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0025-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0026-167 | | TITLE | Legislative Relations Files | | DESCRIPTION | Copies of bills and statues, 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0027-167 | | TITLE | License Application Files | | DESCRIPTION | Application and supporting documentation relating to the issuance of licenses for dentists and dental hygienists who intend to practice in the state. | | RETENTION | See Comments | | COMMENTS | Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm in office until no longer useful, then transfer to the archives. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0028-167 | | TITLE | License Certification Registrations | | DESCRIPTION | Computer printout listing the name, license certificate number, license renewal certificate number, dates granted, etc. as required by KSA 74-1407. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0029-167 | | TITLE | Minutes | | DESCRIPTION | Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0030-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0031-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0032-167 | | TITLE | Payroll Warrant Registers | | DESCRIPTION | Monthly listing of warrant checks issued to state agency employees for payroll purposes. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0033-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0034-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0035-167 | | TITLE | Publications | | DESCRIPTION | Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. | | RETENTION | See Comments | | COMMENTS | Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0036-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0037-167 | | TITLE | Purchasing Records | | DESCRIPTION | Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0038-167 | | TITLE | Receipts Records - Cash | | DESCRIPTION | Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0039-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0040-167 | | TITLE | STARS Reports: Daily Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0041-167 | | TITLE | STARS Reports: Monthly Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0042-167 | | 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, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR7680, DAFR8120, DAFR8210, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0043-167 | | TITLE | Telecommunications Logs | | DESCRIPTION | Registers recording incoming and outgoing telephone calls and fax transmissions. | | RETENTION | 6 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0044-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0045-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0046-167 | | TITLE | Vouchers - Journal | | DESCRIPTION | DA forms 35 series used to adjust financial account balances. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0048-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0047-167 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 | New search
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