Kansas Records Retention Schedules

Agency:

Department of Administration

642 Schedule Entries Found:

Agency Number: 173-001
Department of Administration
Office of the Secretary

SERIES ID 0001-173
TITLE Agency Files - Secretary of Administration
DESCRIPTION These files contain correspondence between the Secretary of Administration and other state agencies.
RETENTION See Comments
COMMENTS Retain in office while active; transfer to off-site storage as inactive files and retain there until no longer useful as specified by the Secretary of Administration, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0002-173
TITLE Alleged Vehicle Misuse File
DESCRIPTION Records are maintained to document alleged misuse of state vehicles by state employees. Included is a card file which contains one 3x5 card for each state employee named in each alleged violation.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0003-173
TITLE Background and Reference Material - Chief Attorney, Subject-Active and Inactive
DESCRIPTION Reference material and attorney notes provide background information on various subjects directly related to the state.
RETENTION See Comments
COMMENTS Retain until no longer useful then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0004-173
TITLE Background/Reference Material by Subject, Policy/Labor Relations Staff Member
DESCRIPTION This file contains a variety of reference material including correspondence and Staff member's notes.
RETENTION See Comments
COMMENTS Retain until no longer useful then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0005-173
TITLE Budgets - Department of Administration
DESCRIPTION These files contain the budgets of the Department of Administration in total, not the budgets of the individual divisions. Also included are issue papers and other budget material.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0006-173
TITLE Capitol Area Plaza Authority (CAPA) Records
DESCRIPTION Correspondence, minutes, and reference material which document the activities of the Capitol Area Plaza Authority. CAPA was established in 1972 to succeed the Capitol Area Planning Commission and is
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 1042-173
TITLE Capitol Restoration and Renovation Plans
DESCRIPTION Project start-up studies, contracts, correspondence, staff reports, budgets, etc. relating to the restoration and renovation of the state capitol.
RETENTION See Comments
COMMENTS Retain in office until completion or termination of the project, then transfer to the archives for purging.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2003-01-09
K.A.R. NUMBER 53-2-133

SERIES ID 0008-173
TITLE Chief Attorneys Opinion Files
DESCRIPTION Files containing the opinions of the Chief Attorney in various subjects.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0009-173
TITLE Child Care Needs Survey Records
DESCRIPTION Records contain questionnaires completed by state employees. The questionnaires were part of a January 1986 survey conducted by the Secretary of Administration's office on child care needs.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0010-173
TITLE Civil Service Board Appeal Records
DESCRIPTION Records document appellant actions brought before the Civil Service Board.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0011-173
TITLE Comparable Worth Report Material
DESCRIPTION Records contain the research material for a report on comparable worth done by the Secretary of Administration's office. The report was published in November 1984.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0012-173
TITLE Correspondence - Policy Related
DESCRIPTION These file contain correspondence between the Secretary of Administration, and divisions and other state agencies.
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 0014-173
TITLE Deeds to State Properties
DESCRIPTION Records consist of the original titles and deeds to state-owned properties.
RETENTION Permanent
COMMENTS Retain permanently.
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0015-173
TITLE Division Files - Secretary of Administration
DESCRIPTION Inter-departmental correspondence. Also included are copies of significant correspondence involving the other departmental divisions.
RETENTION See Comments
COMMENTS Retain in the office while active, transfer to off-site storage as inactive files and retain there until no longer useful as specified by the Secretary of Administration.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0016-173
TITLE EEO Files
DESCRIPTION Miscellaneous records document the establishment of the Equal Employment Opportunity office.
RETENTION See Comments
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0018-173
TITLE Governor's Fellow Program Records
DESCRIPTION Records concern the Governor's internship program which places administrative interns in various state agencies.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0019-173
TITLE K.C.C. vs. Southwestern Bell Case Records
DESCRIPTION Records are related to a case brought against Southwestern Bell Telephone by the Kansas Corporation Commission.
RETENTION See Comments
COMMENTS Retain until the case is closed plus 60 days, and then send to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0021-173
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 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0020-173
TITLE Legislative Relations Files - Chief Attorney
DESCRIPTION Records used to track legislation: bill notes, draft bills, other legislative material, and Chief Attorney's personal notes on the legislation.
RETENTION 002 cldr yrs
COMMENTS Retain 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 0022-173
TITLE Litigation Files - Chief Attorney
DESCRIPTION These file contain records for cases in which the Chief Attorney is/was directly involved, and for cases in which the state is/was involved with the Chief Attorney only indirectly involved.
RETENTION See Comments
COMMENTS Retain in office until the particular case is closed plus 60 days, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0023-173
TITLE Memoranda of Understanding or Agreement - Interagency
DESCRIPTION Copies of memoranda of agreements between the state, state agencies, and employee labor organizations. Also included are staff member's notes.
RETENTION See Comments
COMMENTS Retain the current memorandum of agreement plus related notes in the office. Destroy outdated copies. The originals are on file in the Division of Personnel Services, Labor Relations section.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0026-173
TITLE Public Broadcasting Commission Records
DESCRIPTION Records document activities of Public Broadcasting Commission, formerly known as Public TV Board. Examples: minutes; applications for federal grants; and history, studies and news articles concerning
RETENTION 006 cldr yrs
COMMENTS EXCEPTION: financial printouts/vouchers, retain for currt year plus 4 prior years then destroy. Other material, retain for currt year, transfer to off-site storage for 5 years, then send to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0027-173
TITLE Recreational Vehicle Case Study Records
DESCRIPTION Records contain correspondence and other material related to a case study done by the Secretary of Administration's office on tie downs for mobile homes in the state.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0028-173
TITLE Research Files - Chief Attorney
DESCRIPTION General subject files are maintained for research purposes. Examples of the subjects include civil rights, discrimination, and equal rights.
RETENTION See Comments
COMMENTS Retain until no longer useful. Purging can be done by the attorney.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0029-173
TITLE Romesburg vs. EEO Case Records
DESCRIPTION These records document a case that was recently closed. The case involved a suit brought against a division of the Department of Administration by a state employee.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0030-173
TITLE Santa Fe Building Sale Records
DESCRIPTION Escrow sale records and contracts involved in the sale of the Santa Fe Building to the State are included in this file.
RETENTION See Comments
COMMENTS Retain permanently.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0031-173
TITLE Setoff Hearing Files - Open and Closed
DESCRIPTION Recoupment of money owed to the state by individual state employees. Such as money owed for child support and unemployment compensation. Included is a card file containing one 3x5 card for each debtor
RETENTION 003 cldr yrs
COMMENTS The Division of Accounts and Reports has copies of these records.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0032-173
TITLE Special Assessments and Easements File
DESCRIPTION This attorney file contains copies of easements, correspondence, and staff attorneys' notes.
RETENTION Permanent
COMMENTS Retain permanently.
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0033-173
TITLE State Finance Council Minutes
DESCRIPTION Records document the activities of the State Finance Council. The Secretary of Administration serves as the Secretary of the Council.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0034-173
TITLE Subject Files - Secretary of Administration
DESCRIPTION Correspondence between the Secretary of Administration and the Governor, and between the Secretary and legislators. Also, Governor's cabinet meeting minutes and subcommittee meeting minutes.
RETENTION 002 cldr yrs
COMMENTS EXCEPTION: Retain memos to state agencies should be retained until no longer useful, then transfer to archives. Retain other material for the current year plus 2 prior, then transfer to archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0035-173
TITLE Technical Reference Files - Staff Files
DESCRIPTION These files are maintained for staff attorney's reference. Staff attorney notes are also included with the reference material.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0037-173
TITLE Telecommunications Logs
DESCRIPTION The nature and purpose of these records is unknown.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0038-173
TITLE Telephone Billing Records
DESCRIPTION These records consist of contracts and background information related to the state telecommunication services.
RETENTION See Comments
COMMENTS Retain in the office for the life of the contract (9 years) and then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0036-173
TITLE Telephone Billing Records
DESCRIPTION Records consisting of contracts and background information related to the state telecommunication services.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0039-173
TITLE Unclassified Position Appointments Made by the Governor
DESCRIPTION Records contain various documents which pertain to the filling of unclassified positions by the Governor.
RETENTION See Comments
COMMENTS Retain in the office for the term of the Governor and then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

Agency Number: 173-001
Department of Administration
Office of the Secretary
ADA Coordinator

SERIES ID 1046-173
TITLE ADA Coordinator Grievance Files
DESCRIPTION Documents relating to the ADA coordinator's investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements.
RETENTION 003 fisc yrs
COMMENTS Retain in office 3 fiscal years after case is closed, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(11) until case is closed
APPROVED 2004-10-14
K.A.R. NUMBER 53-2-140

SERIES ID 1047-173
TITLE Administrative Files - ADA Coordinator
DESCRIPTION Correspondence, annual reports, budget materials, etc. relating to the policies and activities of the ADA coordinator program.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2004-10-14
K.A.R. NUMBER 53-2-140

SERIES ID 1048-173
TITLE Agency Self-Evaluation and Transition Plans
DESCRIPTION Correspondence, status reports, ADA Barrier Reports, training material, self-evaluations, etc. submitted by state agencies to the ADA Coordinator documenting access barriers and demonstrating agency accomplishments, progress and compliance with ADA requirements.
RETENTION 003 fisc yrs
COMMENTS Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2004-10-14
K.A.R. NUMBER 53-2-140

SERIES ID 1049-173
TITLE Subject Files - ADA Coordinator
DESCRIPTION Variety of documents relating to conferences, interests and published material and maintained for convenience of reference.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-10-14
K.A.R. NUMBER 53-2-140

SERIES ID 1050-173
TITLE Web Accessibility Subcommittee Files
DESCRIPTION Documents relating to the on-going state agency-wide subcommittee created to ensure web accessibility compliance with ADA requirements.
RETENTION 003 fisc yrs
COMMENTS Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2004-10-14
K.A.R. NUMBER 53-2-140

Agency Number: 173-001
Department of Administration
Office of the Secretary
Administrative Hearings

SERIES ID 1024-173
TITLE Administrative Hearing Case Files
DESCRIPTION Hearing requests, correspondence, exhibits, notes, copies of decisions and orders and other documents relating to administrative hearings. Hearings cover appeals of any state agency's action, including but not limited to food stamps, license revocation, etc. OAH staff attorneys oversee the hearings, and final decision may be appealed to District Court.
RETENTION See Comments
COMMENTS Scan paper documents, and retain paper copy at Records Center for six years from date of appeal, then destroy. Retain digital copy permanently in system according to Electronic Recordkeeping Plan.
DISPOSITION Permanent
RESTRICTIONS See below
APPROVED 2009-01-08
K.A.R. NUMBER 53-2-158

SERIES ID 1041-173
TITLE Administrative Hearing Tapes
DESCRIPTION Cassette tape recordings of the proceedings of administrative hearings.
RETENTION 10 Calendar Years
COMMENTS Retain in office 5 calendar years, transfer to the records center for 5 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 39-709b, 39-758, 39-1404, 39-1430, 38-1506, 39-1507, 38-1506, 38-1508, 38-16
APPROVED 2002-10-17
K.A.R. NUMBER 53-2-132

SERIES ID 1025-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1027-173
TITLE Decisions and Orders
DESCRIPTION Copies of decisions and orders rendered in administrative hearings maintained for convenience of reference.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS See below
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1039-173
TITLE Docket Files
DESCRIPTION Main frame computer database, computer printouts, file cards, and handwritten lists containing summary data on administrative hearing cases files: case number, name, status, and disposition.
RETENTION See Comments
COMMENTS Retain electronic format for 2 calendar years, then produce a printout and destroy the electronic data. Retain computer printouts, file cards, and handwritten lists for 7 calendar years, then transfer to the archives.
DISPOSITION See Comments
RESTRICTIONS See below
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1029-173
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 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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1020-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1021-173
TITLE Employee Training Course Materials
DESCRIPTION Manuals and other materials used to explain work procedures to staff.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1033-173
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 supersede by new inventory plus 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1034-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1035-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1030-173
TITLE Monthly and Annual Statistical Reports
DESCRIPTION Monthly and annual statistics compiled regarding appeals received and the disposition of each case.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1036-173
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 the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1037-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1038-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1040-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1028-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1031-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1026-173
TITLE Training Files - Computer Operation
DESCRIPTION Manuals, memos, typed instructions, etc. relating to training materials designed to instruct staff on computer operations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1022-173
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 1995-04-13
K.A.R. NUMBER 53-2-104

SERIES ID 1023-173
TITLE Work Orders and Logs - Printing Requests
DESCRIPTION Internal documents used to request and record requests for the performance of printing services.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1995-04-13
K.A.R. NUMBER 53-2-104

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID 0042-173
TITLE Claims Files
DESCRIPTION Claims that are filed against the state for payments under K.S.A. 46-920 to 46-925.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0044-173
TITLE Joint Committee Claims Against the State
DESCRIPTION Claims files against the state and processed by a special committee on claims under K.S.A. 46-913.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Financial Reporting Unit

SERIES ID 0049-173
TITLE Ad Valorem Tax Ledgers Except for Motor Vehicles
DESCRIPTION These records consist of ad valorem tax ledger printouts created two times per year showing county deposits of regular ad valorem taxes.
RETENTION 005 tax yrs
COMMENTS After an audit has been completed, these records can be destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0050-173
TITLE Annual General Fund Summary (DAY-028, 029, 070)
DESCRIPTION Annual reports used for reference by Accounting Control & Services Sect. in preparation of the narrative for the annual financial report of the State of Kansas: DAY-028, DAY-029 and DAY-070.
RETENTION 008 fisc yrs
COMMENTS Records from prior years are in the Pre-Audit section. After office retention, transfer these records to Pre-Audit for 5 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0051-173
TITLE Annual State Ad Valorem Tax Accounting Adjustment (DA-53, 53, 54)
DESCRIPTION This file contains annual reports sent in to the state from each county for the state audit in case of tax adjustments.
RETENTION 005 tax yrs
COMMENTS After an audit has been completed, these records can be destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0052-173
TITLE Appropriations Annual Summary (DAY-004, 005, 006, 009)
DESCRIPTION Annual report summarized the year's appropriations and is used by the Accounting Control and Services section to control detail.
RETENTION 010 fisc yrs
COMMENTS Records from prior years are in the Pre-Audit section. After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0053-173
TITLE Appropriations, Adjustments, and Transfers Analysis (DAM032)
DESCRIPTION Documents serve as worksheets which are used to reconcile appropriations, adjustments, and transfers during the annual budget preparation.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0054-173
TITLE Architects, Engineers, and Attorney's Fees Reports (DAM073A)
DESCRIPTION Special, monthly report which lists object codes and amounts of fees paid to attorneys, engineers, and architects. These reports are used for reference only.
RETENTION 003 fisc yrs
COMMENTS Exception: The June printout report should be retained in the office, for current plus 10 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0055-173
TITLE Benefit Funds and Canteen Funds Reports
DESCRIPTION Quarterly reports used to reconcile benefit fund reports and canteen fund reports to prior quarter's statement. Includes balance sheet and income statements, and change in balance fund statements.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0056-173
TITLE Budget Worksheets
DESCRIPTION Annual printouts for use by state agencies budget preparation. Provides financial and historical information concerning appropriations for assistance in new budget requests.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0058-173
TITLE Control Totals for MD02 File By Object (DAM114)
DESCRIPTION Monthly report used to reconcile object code grand totals to CASK totals for the creation of the annual report.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0060-173
TITLE Daily Account Balances (Beginning) - (DAY-025)
DESCRIPTION Annual report listing beginning daily unencumbered cash account balances by agency for use in compiling the annual financial report for the State of Kansas.
RETENTION 001 fisc yr
COMMENTS Records from prior years are in the Pre-Audit section. Records are also retained on microfiche for 10 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0061-173
TITLE Daily Account Balances (DAD-007)
DESCRIPTION Daily printout of account balances which are listed by agency. Records are sent to each agency for financial control purposes.
RETENTION See Comments
COMMENTS This series is also maintained on microfiche. Retain printouts for current month plus prior month and then destroy. Exception: printout for the last day of June should be retained for current FY plus
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0063-173
TITLE Daily Transaction Register (DAD-006)
DESCRIPTION Daily computer printout which is used to record transactions for each agency. Records are necessary for financial control purposes.
RETENTION See Comments
COMMENTS This series is also maintained on microfiche. Retain printouts for current month plus 1 prior month and then destroy. Microfiche is retained for 10 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0064-173
TITLE Encumbrance Analysis (DAM002)
DESCRIPTION Monthly printout is used to show encumbrances which have been liquidated and those unliquidated for each month. Listing is by agency code number.
RETENTION See Comments
COMMENTS Retain printouts for current month plus 2 prior months (except for the June printout which should be retained for current FY plus 3 prior FYs) and then destroy. Microfiche is retained for 10 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0065-173
TITLE Expenditure Analysis (Program Code)-(DAM014)
DESCRIPTION Monthly printout which is used to record the cumulative reports of agency expenditures by type and amount of expenditures.
RETENTION See Comments
COMMENTS Retain printouts for current month plus 2 prior months (except for the June printout which should be retained for current FY plus 3 prior FYs) and then destroy. Microfiche is retained for 10 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0066-173
TITLE Expenditures Annual Summary
DESCRIPTION Annual reports used by Accounting Control & Services for reference in preparation of the annual financial report for State of Kansas. Includes reports DAY-101, 103, 104, 105, 106, 107, 108, 109, 115.)
RETENTION 010 fisc yrs
COMMENTS After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0067-173
TITLE Expenditures Statewide and General Fund By Object (DAM019)
DESCRIPTION Monthly, computer printout used to generate the monthly financial report for the state. DAM019 totals are reconciled to the year-to-date totals on the DAM024 expenditure total.
RETENTION 010 fisc yrs
COMMENTS Prior to 1984, this series was in the custody of Administrative Audit section. After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0069-173
TITLE Fund Class Balances (DAM024) and Appropriated Funds Special Report (DAM025)
DESCRIPTION Monthly, computer printout used for control purposes for appropriated funds. This record lists agency funds and detail necessary to balance month-end reports and fiscal year-end closings.
RETENTION 003 fisc yrs
COMMENTS Prior to 1984, this series was in the custody of Administrative Audit section.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0070-173
TITLE Investment Reconciliation Reports
DESCRIPTION Monthly summary reports received from the Pooled Money Investment Board and KPERS which report the earning and investments made by those agencies.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0071-173
TITLE Investments, Transfers, and Employee Moving Expenses
DESCRIPTION Monthly, Computer printout used to monitor expenditures under specific object codes. This printout is also used to record voucher numbers of payments made under object codes 213 and 214.
RETENTION 006 fisc yrs
COMMENTS After office retention, these records are transferred to Pre-Audit for 3 years and then destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0072-173
TITLE Local Funds Report
DESCRIPTION Annual reports used to reconcile prior year's fund report to the agency's local funds record balance: annual reports (DA-30) and analysis of receipts and expenditure of local funds form (DA-31).
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0073-173
TITLE Month-End Suspended Transactions Affecting Treasurer's Reconciliation (DAM028)
DESCRIPTION Monthly, computer printout of transactions which did not get processed by Accounts and Reports during each month. Documents are used to reconcile fund balances with the state treasurer.
RETENTION 003 fisc yrs
COMMENTS Prior to 1984, this series was in the custody of Administrative Audit section.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0074-173
TITLE Month-End Suspense Listing (DAM116A)
DESCRIPTION Monthly, computer report which is sent to each agency to inform them of items on suspense. The agencies use this report to reconcile their totals with CASK monthly reports.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0075-173
TITLE Monthly Posting Summary (DAM001)
DESCRIPTION Monthly printout recording receipts and expenditures posted for each agency for each month. It indicates the day of the month the transaction was processed.
RETENTION See Comments
COMMENTS Retain the printouts for the current month plus 2 prior months (except for the June printout which should be retained for current FY plus 3 prior FYs) and then destroy. Microfiche is retained for 25
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0076-173
TITLE Motor Vehicle Ad Valorem Tax Ledger
DESCRIPTION Ad valorem tax ledger printout created two times per year showing county deposits of motor vehicle ad valorem taxes into the state.
RETENTION 005 tax yrs
COMMENTS After an audit has been completed, these records can be destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0077-173
TITLE Motor Vehicle Ad Valorem Tax Receipt Vouchers
DESCRIPTION Vouchers and monthly reports showing county deposits of motor vehicle ad valorem taxes into the state treasury. These records are used to create the bimonthly ad valorem tax ledger printout.
RETENTION 003 tax yrs
COMMENTS After an audit has been completed, these records can be destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0078-173
TITLE Payroll Clearing Fund Monthly Summary (DAM022)
DESCRIPTION Monthly, computer printout used to control and balance year-end totals for payroll.
RETENTION 003 fisc yrs
COMMENTS Prior to 1984, this series was in the custody of Administrative Audit section.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0079-173
TITLE Program Expenditure Summary for SRS-Current FY and Prior FYs (DAM109)
DESCRIPTION Special, monthly, expenditure report created by the Accounting Control section for Social and Rehabilitation Services showing that department's current and prior year's expenditures.
RETENTION 003 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0080-173
TITLE Reappropriation Annual Summary (DAY-015A, 015, 015C)
DESCRIPTION Annual summary of accounts that have lapsed or were reappropriated: reports DAY-105A lapse summary, DAY-015B reappropriation summary, and DAY-015C reappropriated fund summary.
RETENTION 010 fisc yrs
COMMENTS Records from prior years are in the Pre-Audit section. After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0085-173
TITLE Reconciliation of Trust Funds
DESCRIPTION Semi-annual reports used for the reconciliation of SRS and Correctional Institution trust funds. Records reconcile previous bank statement balance to trust fund statement: DA-63, DA-65 and DA-66.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0086-173
TITLE Regular Ad Valorem Tax Receipt Vouchers
DESCRIPTION Receipts and monthly reports showing county deposits of ad valorem taxes into the state treasury. These records are used to create the bimonthly ad valorem tax ledger printout.
RETENTION 003 tax yrs
COMMENTS After an audit has been completed, these records can be destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0087-173
TITLE Schedule - Office Activities
DESCRIPTION Annual report prepared by the Accounting Control and Services Section and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau.
RETENTION 003 fisc yrs
COMMENTS After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0088-173
TITLE Special Census Bureau Expenditure Report (DAY-235)
DESCRIPTION Annual, computer-generated report prepared by the Accounting Control and Services section for the U.S. Bureau of Census.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0089-173
TITLE Summary of Expenditures by Fund and Object (DAY-102)
DESCRIPTION Annual, computer report which lists expenditures by fund number and object number for Accounting Control and Services section use in preparation of the annual financial report of the State of Kansas.
RETENTION 010 fisc yrs
COMMENTS After office retention, transfer these records to Pre-Audit for 10 more years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0090-173
TITLE Transaction Code Summary By Fund (DAM023)
DESCRIPTION Monthly, computer printout used to generate data for the annual payroll report. Transaction codes and totals are listed for each fund including fund 9900.
RETENTION 003 fisc yrs
COMMENTS Prior to 1984, this series was in the custody of Administrative Audit section.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0091-173
TITLE Vendor Identification Number (VIN) Exception Report (DAM033)
DESCRIPTION Documents used for the annual State Aid Report that consists of lists of transactions processed without VIN code numbers.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID 0095-173
TITLE Building Purchases and Other Assorted Records
DESCRIPTION Records contain documents and contracts regarding the purchase of Capitol Complex buildings.
RETENTION 050 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0096-173
TITLE Contracts of the Department of Administration
DESCRIPTION Documents related to construction, equipment, remodeling, Capitol Complex buildings, and supplies. Includes actual contract correspondence, contract cover sheets, and purchase requisitions.
RETENTION 010 fisc yrs
COMMENTS Retain all contracts related to fixed asset depreciation until no longer required for that purpose.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0098-173
TITLE Fiscal Records - Governor's Office
DESCRIPTION Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual CASK reports, etc.
RETENTION See Comments
COMMENTS Retain until expiration of current terms plus 3 years. (See KSA 75-104)
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

SERIES ID 0100-173
TITLE Inventory Records - Non-Expendable Property
DESCRIPTION Documents regarding physical inventory of Department property: computer printouts (DAM-13), depreciation run report, current inventory printout, and backup data.
RETENTION 007 fisc yrs
COMMENTS Supersedes general schedule.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control and Services

SERIES ID 0103-173
TITLE Kansas Register Submission Certification - Workpapers
DESCRIPTION Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b).
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administration
Setoff Team

SERIES ID 0506-173
TITLE Setoff Records
DESCRIPTION Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc.
RETENTION 007 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID 0208-173
TITLE Confirmation of State Payments to Municipalities Files
DESCRIPTION Records documenting information provided to independent auditors regarding the source and amount of state payments to municipalities.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

SERIES ID 0226-173
TITLE Correspondence and Workpapers
DESCRIPTION Variety of documents relating to interaction between the field offices and the Office Review Unit regarding municipalities conformance with state statutes.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

SERIES ID 0220-173
TITLE Levy Sheets for Counties
DESCRIPTION Statements listing the tax levies assessed by the taxing units in their respective counties documenting the rate on each $100 valuation.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

SERIES ID 0236-173
TITLE Social Security Business Files
DESCRIPTION Documents relating to the social security coverage (218 agreement) of municipal entities.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID 1014-173
TITLE 1099 Forms, Reports, Correspondence, and Working Files
DESCRIPTION Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service.
RETENTION 007 cldr yrs
COMMENTS Includes 1099 forms, listings, 1099 valid listings, 1099 corrections, 1099 correspondence, 1099 reviews, SRS problems, and "B" notices.
DISPOSITION Destroy
RESTRICTIONS 5 USC Sec. 552a
APPROVED 2002-04-11
K.A.R. NUMBER 53-2-130

SERIES ID 0139-173
TITLE Excise Tax Refund Copies
DESCRIPTION Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Audit Services Team

SERIES ID 1015-173
TITLE Accounting Entry Records
DESCRIPTION Variety of accounting records generated by the Division of Accounts and Reports and maintained for accountability purposes.
RETENTION 005 fisc yrs
COMMENTS Includes Cenpay Journal Vouchers (DA-35), Journal Vouchers (DA-35), Liquidated Encumbrance (DA-47, 101,107, 108,109,118,119,146), Miscellaneous Vouchers - Multi Payee Vouchers, Miscellaneous Vouchers - Tape Batches, Receipt Envelopes, Receipt Vouchers (DA-3), Miscellaneous Vouchers - Audit Trail, and Miscellaneous Vouchers (DA-102, 103, 120, 125).
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-04-11
K.A.R. NUMBER 53-2-130

SERIES ID 1016-173
TITLE Warrant Accounting Records
DESCRIPTION Variety of accounting records relating to warrants issued by the Division of Accounts and Reports and maintained for accountability purposes.
RETENTION 005 fisc yrs
COMMENTS Includes Warrant Registers (Benefit, Cenpay, Lieap, Miscellaneous and Tax), Electronic Deposits (DAFR-1463), Forgeries, Memo Cancellation Forms (DA-39), Benefits Warrants Canceled (K-BEN 234), SRS Levies (formerly known as tax levies), Warrants Canceled, Lost Warrants Statements (DA-06), Warrant Request for Cancellation, Warrant Stop Payments (DA-41), Warrants Copy - Federal Reserve, Warrants Outlawed, Warrants Forgery/Lost, Warrants Redeemed, Warrants Remake, and Warrants Request for Cancellation Pay Levies.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-04-11
K.A.R. NUMBER 53-2-130

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID 0158-173
TITLE Annual Financial Report
DESCRIPTION Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular year.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then destroy. KSHS and State Library receives copies from the State Printer at the time the reports are printed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0159-173
TITLE Annual Financial Report - Work Papers
DESCRIPTION Schedules, accounts analyses, and other documents used to prepare the annual financial report.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0160-173
TITLE Appropriated Funds Special Report
DESCRIPTION Monthly report DAFR-8970 used to provide appropriated fund balances.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0161-173
TITLE Appropriation Status Report
DESCRIPTION Report DAFR-8010 listing remaining balances for agencies with spending authority for all budget units.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0162-173
TITLE Audit Reports - Agency Copies
DESCRIPTION Copies of results of audits conducted by the Legislative Division of Post Audit and other state and/or federal auditing agencies, submitted by the agencies and maintained for convenience of reference.
RETENTION 005 fisc yrs
COMMENTS Copy of record is from agency being audited.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0163-173
TITLE Carryforward Year End Contingent Report
DESCRIPTION Report DAFR-3481 showing year end contingent encumbrance carryforward.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0164-173
TITLE Cash Control Status Report
DESCRIPTION Report DAFR-8120 providing agencies with the cash balance funding level available.
RETENTION See Comments
COMMENTS Retain hard copy for 1 fiscal year, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 25 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0165-173
TITLE Daily Accounts Balance Report
DESCRIPTION Report DAFR-8101 providing appropriation status information by budget unit and cash balance information by fund on a cumulative fiscal year to date basis.
RETENTION See Comments
COMMENTS Retain hard copy for 1 fiscal year, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0166-173
TITLE Daily Transactions Register
DESCRIPTION Report DAFR-8240 informing agencies when a transaction is processed and may be used to assist in the daily reconciliation of cash and appropriation balance.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0167-173
TITLE Encumbrance Status by Object Report
DESCRIPTION Report DAFR-8070 providing agencies with a listing of all encumbrance and pre-encumbrance documents outstanding as well as encumbrance activity information and balances.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0168-173
TITLE Expenditure by Fund Index, PCA, and Sub-Object Report
DESCRIPTION Report DAFR-8360 providing agencies with detailed information about current month and year-to-date expenditures and used in reconciliation of expenditures to STARS.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0169-173
TITLE General Ledger Closing Report
DESCRIPTION Report DAFR-8360 listing the ending balances for the general ledger and used to close accounts at the end of the fiscal year.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0170-173
TITLE General Ledger Opening Balance Report
DESCRIPTION Report DAFR-3521 listing the beginning balance for the new fiscal year general ledger.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0171-173
TITLE Monthly Financial Report
DESCRIPTION Report providing the financial position and operations of the various funds for a particular month.
RETENTION 015 fisc yrs
COMMENTS Retain in office 15 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0172-173
TITLE Monthly Financial Report - Work Papers
DESCRIPTION Schedules, analyses, and other documents used to prepare the Monthly Financial Report.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0173-173
TITLE Receipt Analysis Report
DESCRIPTION Monthly report DAFR-8940 utilized by agencies for control, budget, legislative and statistical purposes.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0174-173
TITLE Receipt Fund and Revenue Sub-object Report
DESCRIPTION Monthly report DAFR-8900 used to analyze fund balances.
RETENTION 013 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0175-173
TITLE Receipt Revenue Sub-object and Fund Report
DESCRIPTION Monthly report DAFR 8930 used to analyze revenue sub-object balances.
RETENTION 013 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0176-173
TITLE Receipt Statewide and General Fund by Source Report
DESCRIPTION Monthly report DAFR-8960 providing statewide and general funds receipts and used for financial purposes.
RETENTION 013 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0177-173
TITLE STARS Financial Recon Report
DESCRIPTION Report DAFR-8450 used to identify out-of-balance conditions in selected STARS files.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0178-173
TITLE Table Maintenance Activity Report
DESCRIPTION Report DAFR-8510 providing the Department of Administration with a listing of the maintenance activity for a given day.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 10 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0179-173
TITLE Trial Balance by Transaction Code Report
DESCRIPTION Report DAFR-8180 maintained as a general ledger control to provide the monthly balance by transaction code and used to balance the financial statement.
RETENTION See Comments
COMMENTS Retain hard copy for 3 fiscal years, then transfer to microfiche. Confirm integrity of microfiche and destroy paper original. Retain microfiche for 25 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

SERIES ID 0180-173
TITLE Year End Closing Report
DESCRIPTION Report DAFR-3571 used at end of the closing fiscal year to re-establish and re-appropriate reserve appropriation balances.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2001-01-11
K.A.R. NUMBER 53-2-125

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services Section
Appropriations/Master Lease Purchase Program Team

SERIES ID 0041-173
TITLE Accounts and Reports Adjustments to Central Accounting Records
DESCRIPTION Journal vouchers and documents used to adjust original entry documents in the event of coding errors, charges to wrong funds, and overpayments.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

SERIES ID 0136-173
TITLE Average Daily Balance Report
DESCRIPTION Monthly reports listing the average daily balance by fund.
RETENTION 007 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2004-01-08
K.A.R. NUMBER 53-2-137

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID 0099-173
TITLE Fiscal Records - Lt. Governor's Office
DESCRIPTION Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory.
RETENTION See Comments
COMMENTS Retain until expiration of current term plus three years.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Director, Office of the

SERIES ID 0181-173
TITLE Assistant Director - General Subject Files
DESCRIPTION Reference Files regarding full range of division functions: correspondence, reports, publications, procedures, statements, notes, and worksheets.
RETENTION See Comments
COMMENTS Retain until no longer useful then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0182-173
TITLE Attorney Opinions - Department of Administration
DESCRIPTION Legal opinions from the Department of Administration Attorney on fiscal matters.
RETENTION 030 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0185-173
TITLE Deferred Compensation Files
DESCRIPTION Correspondence, minutes, bid specifications, contracts, and other documents related to origin, development, and administration of the deferred compensation plan for state employees.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0186-173
TITLE General Subject Files - Assistant Director
DESCRIPTION Reference files regarding full range of division functions: correspondence, reports, publications, procedures, statements, notes and worksheets.
RETENTION See Comments
COMMENTS Retain until no longer useful then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0187-173
TITLE National Association of State Auditors, Comptrollers, and Treasurers Records
DESCRIPTION Correspondence, reports, and financial statements related to the director's involvement in this organization.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0188-173
TITLE Policy Files
DESCRIPTION Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0189-173
TITLE Subject Files - Miscellaneous
DESCRIPTION Reference file regarding range of division functions not included in Agency Correspondence (see above): correspondence, reports, personnel records, publications, procedures, policies and speech text
RETENTION 010 cldr yrs
COMMENTS Retain in office until no longer active and then transfer to off-site storage.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Municipal Accounting Section
Municipal Training Office

SERIES ID 0209-173
TITLE Municipal Training Files
DESCRIPTION Training material used to train municipal officials and independent accounts in the preparation of budgets. Records include agendas, correspondence, and material concerning the content of training sessions.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-16
K.A.R. NUMBER 53-2-071

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID 0224-173
TITLE Audit Reports of Kansas Municipalities
DESCRIPTION Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2003-04-10
K.A.R. NUMBER 53-2-134

SERIES ID 0213-173
TITLE Budgets - Kansas Municipalities
DESCRIPTION Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2003-04-10
K.A.R. NUMBER 53-2-134

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Payroll

SERIES ID 0376-173
TITLE Bond Purchase Report by Agency
DESCRIPTION Monthly report of U.S. Saving Bonds purchased through payroll deductions.
RETENTION 010 cldr yrs
COMMENTS Prior to 1993 this information was in paper format. From 1993 to July 2000 there is only one set of microfiche. Since August 2000, this information is maintained by the U.S. Treasury Department.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2009-04-09
K.A.R. NUMBER 53-2-159

SERIES ID 1074-173
TITLE Court Ordered Withholding (COWs)
DESCRIPTION Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG).
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1075-173
TITLE Federal Forms 1042 and 8233
DESCRIPTION Forms and supporting documentation relating to Internal Revenue Service forms 1042 and 8233.
RETENTION 003 cldr yrs
COMMENTS Maintained in accordance with IRS instructions.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1051-173
TITLE Federal W-2 and W-2C Reports
DESCRIPTION W-2 and W-2C forms required to filed with the Federal Internal Revenue Service.
RETENTION 050 cldr yrs
COMMENTS Retain in accordance with electronic recordkeeping plan. W-2 information is stored annually to a CD in the form of a flat file.
DISPOSITION Destroy
RESTRICTIONS K.S.A..45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 0326-173
TITLE Fund Reconciliation of Federal Withholding Taxes and Federal Report Filings
DESCRIPTION Fund reconciliation of Federal Income Tax Withholding form (7701), OASDI/Medicare Withholding (9115) and the related 941/941E Federal Reports.
RETENTION 004 cldr yrs
COMMENTS Maintained in accordance with IRS requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1052-173
TITLE Fund Reconciliation of Non-Federal Payroll Withholding and Related Reports
DESCRIPTION Documents used in the reconciliation of various Department of Administration clearing funds some of which may contain information on individual state employees.
RETENTION 003 cldr yrs
COMMENTS Retain in accordance with electronic recordkeeping plan.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1076-173
TITLE Income Withholding Orders (IWOs) for Terminated Employees
DESCRIPTION Income withholding orders generated on terminated state employees.
RETENTION 007 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1077-173
TITLE Payroll System Control and Balancing Reports and Documents
DESCRIPTION Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KPAYRES3, KPAYGL1 AND 1a, KPAYGL5A, KPAYTRS1, KPAYGL 4a AND 4 b, Balance SHaRP to STARS spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, KPAY018, KPAYREG3, Regent edits and work papers, direct deposit balancing work papers and EFT returns.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1053-173
TITLE SHaRP Electronic Reports
DESCRIPTION Variety of reports maintained on the MVS Mainframe some of which may contain information on individual state employees.
RETENTION 005 cldr yrs
COMMENTS Retain in accordance with electronic recordkeeping plan.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1054-173
TITLE SHaRP Paycheck Data
DESCRIPTION Data stored on the PeopleSoft Database regarding individual state employee paycheck information.
RETENTION 008 cldr yrs
COMMENTS Retain in accordance with electronic recordkeeping plan.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-211(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 0359-173
TITLE Treasurer's Reconciliation
DESCRIPTION Fund reconciliation of the state's accounting system with the State Treasurer's Office.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

SERIES ID 1044-173
TITLE W-2 and W-2C Workpapers
DESCRIPTION Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-04-13
K.A.R. NUMBER 53-2-147

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Systems and Procedures Section

SERIES ID 0476-173
TITLE Agencies to Come on Line (KIPPS) Files
DESCRIPTION Files kept on individual agencies detailing their entry into KIPPS.
RETENTION 005 cldr yrs
COMMENTS This is an obsolete records series.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0477-173
TITLE Agency Assistance Files
DESCRIPTION Documents regarding any contact between agencies and the Agency Assistance unit requesting aid or feedback from assistance for the CASK system
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0478-173
TITLE Agency Field Audit Reports
DESCRIPTION Reports by Post-Audit of agencies for their use of CASK system used by the Agency Assistance unit to help agencies resolve findings of post-audit report problems & provide other technical assistance.
RETENTION 009 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0492-173
TITLE Forms Library
DESCRIPTION Documents regarding forms revisions for Department of Administration agencies which contain documents regarding filings for Policy and Procedures Manual updates and revisions.
RETENTION See Comments
COMMENTS Keep until revised then destroy. Information is also available on the MAPPER system.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

SERIES ID 0505-173
TITLE Policy and Procedures Manual Filings
DESCRIPTION Files of each of the Department of Administration agencies which contain documents regarding filings for Policy and Procedures Manual updates and revisions.
RETENTION See Comments
COMMENTS Keep current revisions plus 2 prior versions then transfer to archives. Information is also available on the MAPPER system.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-10-29
K.A.R. NUMBER 53-2-072

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Transactions Unit

SERIES ID 0507-173
TITLE Longevity Bonus Report
DESCRIPTION Computer generated reports notifying state agencies of employees eligible for a longevity bonus that are used to calculate payroll.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1994-07-14
K.A.R. NUMBER 53-2-101

Agency Number: 173-003
Department of Administration
Architectural Services Division

SERIES ID 0508-173
TITLE Motor Homes and Recreational Vehicles Program Files
DESCRIPTION Correspondence, returned seals, application materials, and other documents relating to the division's efforts to monitor motor home and recreational vehicle standards.
RETENTION See Comments
COMMENTS Obsolete series. Transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1995-01-12
K.A.R. NUMBER 53-2-103

Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID 0509-173
TITLE Annual Budgets - Division of Architectural Services
DESCRIPTION Agency copies of budgets submitted by the division.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0510-173
TITLE Architectural/Engineering Contracts and Ancillary Technical Services Contracts
DESCRIPTION Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts.
RETENTION See Comments
COMMENTS Retain for 20 years after the completion of contractors work, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0511-173
TITLE Correspondence - Policy Related
DESCRIPTION Records documenting general correspondence received and generated by the division director and section directors.
RETENTION 004 fisc yrs
COMMENTS After office retention period transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0512-173
TITLE EDA (Economic Development Administration) Project File
DESCRIPTION Records documenting state construction projects funded by the federal EDA.
RETENTION 005 cldr yrs
COMMENTS After office retention period transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0513-173
TITLE Employee Personnel Files - Office Copies
DESCRIPTION Records document all current personnel transactions regarding Division of Architectural Services employees.
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 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID 0514-173
TITLE Architectural Program Files
DESCRIPTION Records documenting the development of the formal specifications and tracings.
RETENTION 006 cldr yrs
COMMENTS This file contains some material that will go into the construction records file.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0515-173
TITLE Consultant Planning Files - Mechanical Engineering Unit
DESCRIPTION Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system.
RETENTION See Comments
COMMENTS Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0516-173
TITLE Engineering Working File
DESCRIPTION Records documenting the calculations done on specific projects by the divisions mechanical engineering staff.
RETENTION 010 cldr yrs
COMMENTS After the retention period in the office, dispose of at the discretion of the engineer.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0517-173
TITLE Interiors Projects
DESCRIPTION Records documenting the specific activities of the interior design unit.
RETENTION 006 cldr yrs
COMMENTS Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID 0518-173
TITLE Attorney File - Civil Service Board and Construction Problems
DESCRIPTION Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney.
RETENTION See Comments
COMMENTS Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0519-173
TITLE Attorney's Files
DESCRIPTION Records regarding construction problem resolution by the attorney of the division.
RETENTION See Comments
COMMENTS Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID 0520-173
TITLE 1981-86 Space Working Papers
DESCRIPTION Background documents used for preparation of a space management report entitled "1981-86 Space".
RETENTION See Comments
COMMENTS It is recommended that these records be disposed of immediately.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0521-173
TITLE Analysis of Space Use Report Working Papers
DESCRIPTION Background documents used for the development of space management standards.
RETENTION See Comments
COMMENTS Retain until 1989, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0522-173
TITLE Capitol Complex Building Files
DESCRIPTION Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0523-173
TITLE Construction Files for Capitol Complex Buildings
DESCRIPTION Records documenting all construction and renovation activities done on Capitol Complex buildings.
RETENTION See Comments
COMMENTS Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0524-173
TITLE Correspondence - Policy Related
DESCRIPTION Records documenting the on-going Capitol Complex activities.
RETENTION See Comments
COMMENTS Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0526-173
TITLE Leases - Real Property and Capital Equipment
DESCRIPTION Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building.
RETENTION See Comments
COMMENTS Retain in the office as long as the lease is active, then destroy upon expiration of the lease.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0525-173
TITLE Leases - Real Property and Capital Equipment
DESCRIPTION Records documenting leases between the state and private individuals who are leasing buildings to the state.
RETENTION See Comments
COMMENTS Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0527-173
TITLE Prior Space Management Studies
DESCRIPTION Space studies prepared by Governors planning section and the Division of Planning and Research.
RETENTION See Comments
COMMENTS Retain in office storage until no longer useful, and then transfer to the state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0528-173
TITLE Special Projects File
DESCRIPTION Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature.
RETENTION 031 cldr yrs
COMMENTS Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID 0529-173
TITLE Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive
DESCRIPTION Correspondence concerning state construction projects, site visit notes, and reports.
RETENTION See Comments
COMMENTS Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0530-173
TITLE Test and Balance Reports
DESCRIPTION Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency.
RETENTION See Comments
COMMENTS Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID 0531-173
TITLE Capitol Area Architectural Study
DESCRIPTION Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area.
RETENTION See Comments
COMMENTS These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0532-173
TITLE Construction Records File
DESCRIPTION Records documenting all aspects of the construction of individual projects from their initiation to completion.
RETENTION See Comments
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0533-173
TITLE Construction Tracings and Specifications
DESCRIPTION Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects.
RETENTION See Comments
COMMENTS Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0534-173
TITLE Shop Drawings
DESCRIPTION Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants.
RETENTION See Comments
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0535-173
TITLE Soil Investigation Reports
DESCRIPTION Reports documenting tests and findings of soil investigations done by geologists who were under state contract.
RETENTION Permanent
COMMENTS These records are the original reports. Information from these reports are incorporated into other files and reports.
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID 0536-173
TITLE Architect Eligibility Files
DESCRIPTION Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects.
RETENTION See Comments
COMMENTS Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0537-173
TITLE Division of Architectural Services Planning Files - Active, Semi-Active, Inactive
DESCRIPTION Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created.
RETENTION See Comments
COMMENTS Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0538-173
TITLE Engineering Eligibility Files
DESCRIPTION Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects.
RETENTION See Comments
COMMENTS Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0539-173
TITLE Estimating Budgets File for Capitol Improvements
DESCRIPTION Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes.
RETENTION See Comments
COMMENTS Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services

SERIES ID 0982-173
TITLE Agency Files
DESCRIPTION Documents relating to interactions between agencies and the various sections and units within the division.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0540-173
TITLE Annual Reports
DESCRIPTION Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0541-173
TITLE Application for Overtime Credit - Department of Administration Employees
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION See Comments
COMMENTS Active records were not surveyed. Retain in off-site storage for 5 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0542-173
TITLE Assessment Center Materials
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0543-173
TITLE Certificates of Application for the Position of Director of the EEO Office
DESCRIPTION Records of employment applications for the specified position of director of the EEO Office.
RETENTION See Comments
COMMENTS These particular records are recommended for immediate disposal.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0545-173
TITLE Civil Court Cases Involving the Division of Personnel Services
DESCRIPTION Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed.
RETENTION See Comments
COMMENTS Retain in office storage for 10 years then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0546-173
TITLE Conditional Employees in the Classified Service
DESCRIPTION Records documenting the number of conditional employees in permanent positions in the state.
RETENTION See Comments
COMMENTS Retain in off-site storage for 5 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0547-173
TITLE Correspondence - Routine
DESCRIPTION General correspondence drafted on personal computers.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0548-173
TITLE Eligible Lists - Canceled
DESCRIPTION Records listing people who were once considered for specific positions, and also give their exam scores and their addresses.
RETENTION See Comments
COMMENTS Retain in off-site storage for 20 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0549-173
TITLE Employee Time Sheets - Payroll- Department of Administration Employees
DESCRIPTION Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0550-173
TITLE History of the Division of Personnel Services Material
DESCRIPTION Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc.
RETENTION See Comments
COMMENTS Retain in office storage for 10 years then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0551-173
TITLE Individual Working Papers and Notes - Computerized
DESCRIPTION Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations.
RETENTION See Comments
COMMENTS Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0552-173
TITLE Intergovernmental Personnel Act Grant Records
DESCRIPTION Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses.
RETENTION See Comments
COMMENTS Retain in office storage for 10 years then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0553-173
TITLE Item Rating Analysis Data and Results
DESCRIPTION Data and reports resulting from studies of specific items in civil service personnel examinations.
RETENTION See Comments
COMMENTS Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0554-173
TITLE Job Analysis Questionnaire Data and Results
DESCRIPTION Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION See Comments
COMMENTS Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0555-173
TITLE KIPPS Personnel Data
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION See Comments
COMMENTS Transfer to the records center for 62 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS Portions per KSA 45-221(a)(4)
APPROVED 1996-04-18
K.A.R. NUMBER 53-2-108

SERIES ID 0556-173
TITLE KIPPS: Applicant Module, Mode 256, Type B, Personal Data
DESCRIPTION Computer data regarding personal information in KIPPS database about applicants for examinations.
RETENTION See Comments
COMMENTS Retain on mainframe computer for one year after cancellation of score, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0557-173
TITLE KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys
DESCRIPTION Data in the KIPPS database regarding demographics of applicants for examination.
RETENTION See Comments
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0558-173
TITLE KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability
DESCRIPTION Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability.
RETENTION See Comments
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(9)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0559-173
TITLE KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling
DESCRIPTION Computer data regarding scheduled civil service examinations.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0560-173
TITLE KIPPS: Applicant Module, Mode 256, Type F, Applicant Index
DESCRIPTION Computer index to applicants for civil service examinations.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 3 years after cancellation of all scores, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(9)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0561-173
TITLE KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12)
DESCRIPTION Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0562-173
TITLE KIPPS: Applicant Module, Mode 256, Type H, Transaction Log
DESCRIPTION Computer data regarding circumstances of the entry of transactions into the system.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0563-173
TITLE KIPPS: Applicant Module, Mode 256, Type I, Transaction File
DESCRIPTION Computer data regarding the nature of transactions entered into the system.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0564-173
TITLE KIPPS: Employee Module Mode 66, Types B and C, Work History
DESCRIPTION Information in KIPPS database on attributes of positions held by individual employees.
RETENTION See Comments
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0565-173
TITLE KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data
DESCRIPTION Information on individual employees' performance evaluations.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 5 years after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0566-173
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position Related Data
DESCRIPTION Position attributes as stored in KIPPS database.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0567-173
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference
DESCRIPTION Cross reference file of position numbers and employee social security numbers.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0568-173
TITLE KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data
DESCRIPTION Information regarding scheduled salary increases and performance evaluation due dates for individual employees.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0569-173
TITLE KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data
DESCRIPTION Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0570-173
TITLE KIPPS: Employee Module, Agency Mode, Type H, Transaction File
DESCRIPTION History file of employee transactions.
RETENTION See Comments
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0571-173
TITLE KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data
DESCRIPTION Data reflecting personal information on individual employees.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0572-173
TITLE KIPPS: Employee Module, Mode 250, Type B, Work History
DESCRIPTION Information regarding attributes of positions held by individual employees.
RETENTION See Comments
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0573-173
TITLE KIPPS: Employee Module, Mode 252, Type C, Transaction Log
DESCRIPTION Record of which computer operator updated employee database on which date.
RETENTION See Comments
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0574-173
TITLE KIPPS: Employee Module, Mode 252, Type F, Soundex
DESCRIPTION Index of current and former employees by phonetic name search.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0575-173
TITLE KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference
DESCRIPTION Cross reference file of employee social security numbers and position numbers.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0576-173
TITLE KIPPS: Employee Module, Mode 252, Type I, Length of Service
DESCRIPTION Record in months and days of total time employee spent employed for state of Kansas.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0577-173
TITLE KIPPS: Position Module, Agency Mode, Type D, Position Data
DESCRIPTION Position attributes as contained in KIPPS database.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0578-173
TITLE KIPPS: Position Module, Agency Mode, Type H, Transaction File
DESCRIPTION History file of position transactions.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0579-173
TITLE KIPPS: Position Module, Mode 252, Type D, Transaction Log
DESCRIPTION Record of which operator updated position data base on which date.
RETENTION See Comments
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1989-04-27
K.A.R. NUMBER 53-2-079

SERIES ID 0580-173
TITLE Layoff Folders - Department of Administration Employees
DESCRIPTION Records which are used to document layoffs within specific sections or divisions of the Department of Administration.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0581-173
TITLE MAPPER Rids
DESCRIPTION Data manipulation files created from mainframe databases for a variety of personnel operation purposes.
RETENTION See Comments
COMMENTS Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0582-173
TITLE Master File - Abolished Classes
DESCRIPTION Records documenting the existence and description of job classes that have since been abolished.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0585-173
TITLE Pass-Fail List by Name
DESCRIPTION Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION See Comments
COMMENTS Retain in off-site storage for 5 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0586-173
TITLE Payroll Transactions - Department of Administration Employees
DESCRIPTION Records documenting any changes that affect an employees payroll status.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0587-173
TITLE Position Master Files
DESCRIPTION Individual files containing documents that pertain to each specific job classification.
RETENTION See Comments
COMMENTS Retain in off-site storage for 15 years then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0588-173
TITLE Pretest Results
DESCRIPTION Computer files containing information from tests performed on civil service examinations to determine their effectiveness.
RETENTION See Comments
COMMENTS Retain in computer files until completion of associated study, then delete.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0589-173
TITLE Provisional Employees in the Classified Service
DESCRIPTION Records documenting the number of provisional employees in permanent position in the state.
RETENTION See Comments
COMMENTS These records are recommended for immediate destruction.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0591-173
TITLE Skill Code Activity Database
DESCRIPTION Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0592-173
TITLE Skill Code Data Files
DESCRIPTION Computer files containing information regarding personnel skill codes - used mainly for reference.
RETENTION See Comments
COMMENTS Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1988-10-13
K.A.R. NUMBER 53-2-076

SERIES ID 0985-173
TITLE Subject Files
DESCRIPTION Variety of documents arranged by topic and used to conduct business.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0980-173
TITLE Supervisor's Files
DESCRIPTION Records used to document the activities of the individual, unit, project, and sections within the division.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0595-173
TITLE Training Reference Materials
DESCRIPTION Files containing memoranda, correspondence, and manuals concerning the training of employees.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0594-173
TITLE Training and Experience Rating Form (Unassembled Exams)
DESCRIPTION Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination.
RETENTION See Comments
COMMENTS These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly.
DISPOSITION See Comments
RESTRICTIONS KSA 45-221(a)(4)(9)
APPROVED 1990-10-11
K.A.R. NUMBER 53-2-086

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID 0613-173
TITLE Agency Files (Section)
DESCRIPTION Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Agency Ser. & Planned Asst. Section

SERIES ID 0596-173
TITLE Agency Classification Agreements
DESCRIPTION Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions.
RETENTION See Comments
COMMENTS Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0598-173
TITLE Agency Files (Unit)
DESCRIPTION Unit records which document personnel management specialist's interactions with assigned agencies.
RETENTION 005 fisc yrs
COMMENTS Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0597-173
TITLE Agency Files - Agency Operations Section
DESCRIPTION Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies.
RETENTION See Comments
COMMENTS Retain in off-site storage until 1993.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0599-173
TITLE Applicant File - Agency Operation Section
DESCRIPTION Correspondence received from applicants already examined or interviewed for civil service positions.
RETENTION See Comments
COMMENTS Retain in off-site storage until 1993.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0600-173
TITLE Applications for Employment - Microfilmed Copy
DESCRIPTION Microfilmed copy of completed, pre-printed forms used to record applications for employment.
RETENTION 004 cldr yrs
COMMENTS Retain in office for 2 years and in off-site storage for 2 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0601-173
TITLE Benchmark Position Description Files
DESCRIPTION Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification
RETENTION See Comments
COMMENTS Retain in the office until no longer useful.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0602-173
TITLE Central Subject File for Agency Services and Planned Assistance Activities
DESCRIPTION Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section.
RETENTION 008 cldr yrs
COMMENTS Retain in office files for 3 years and in off-site storage for 5 years, then transfer to state archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0604-173
TITLE Classification Contract Agreements
DESCRIPTION Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports.
RETENTION See Comments
COMMENTS Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0603-173
TITLE Classification and Organizational Studies
DESCRIPTION Files documenting the organizational maintenance of the classification system.
RETENTION See Comments
COMMENTS Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0605-173
TITLE Exam Material Check Sheets
DESCRIPTION Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors.
RETENTION 001 cldr yr
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0606-173
TITLE Fish and Game Protector Assessment Files
DESCRIPTION Documents pertain to the assessment of applicants for Fish and Game Protector positions.
RETENTION 004 cldr yrs
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0607-173
TITLE Game Protector I Assessment Envelopes
DESCRIPTION Documents used in assessing each of the applicants for the Game Protector I position.
RETENTION 004 cldr yrs
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0608-173
TITLE Monitors Examination Record and Weekly Time Reports
DESCRIPTION Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked.
RETENTION 006 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0609-173
TITLE Personnel Series File
DESCRIPTION Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series.
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 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0610-173
TITLE Position Descriptions
DESCRIPTION Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions.
RETENTION See Comments
COMMENTS Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0611-173
TITLE Subject Files - Agency Operations Section
DESCRIPTION Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects.
RETENTION See Comments
COMMENTS Retain in off-site storage until 1993.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0612-173
TITLE Technical Files
DESCRIPTION Current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION See Comments
COMMENTS Retain current standards in the office updating each classification as needed. Dispose of the tech file for an exam when the class is abolished.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Benefits Section

SERIES ID 0959-173
TITLE Alcohol and Controlled Substance Program Files
DESCRIPTION Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License.
RETENTION 005 cldr yrs
COMMENTS Retain in office 5 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0960-173
TITLE Alcohol and Controlled Substance Program Test Results
DESCRIPTION Individual files relating to drug tests by an applicant to qualify for a commercial drivers license.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0961-173
TITLE Consolidated Omnibus Reconciliation Act (COBRA) Course Files
DESCRIPTION Documents relating to the COBRA courses offered to division staff.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0974-173
TITLE Drug Screening Program Files
DESCRIPTION Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees.
RETENTION 005 cldr yrs
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(3)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0964-173
TITLE Group Health Carrier Files
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION 010 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0963-173
TITLE Insurance Grievance Forms
DESCRIPTION Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0935-173
TITLE KanElect Enrollment Forms
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program.
RETENTION 007 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0936-173
TITLE Shared Leave Files
DESCRIPTION Documents relating to employees approved to receive shared leave.
RETENTION 005 cldr yrs
COMMENTS Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Compensation and Benefits Section

SERIES ID 0618-173
TITLE Class History Card File - Current and Abolished
DESCRIPTION Card file detailing the history of actions regarding specific classes.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0622-173
TITLE Classification Studies Central Files
DESCRIPTION Documents relating to any classification actions.
RETENTION See Comments
COMMENTS Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0624-173
TITLE Comprehensive Classification and Job Rate Studies Files
DESCRIPTION Documents relating to data collected during the ten year comprehensive study of state employee position classifications.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0625-173
TITLE Consolidated Omnibus Budget Reconciliation Act (COBRA) Files
DESCRIPTION Documents relating to COBRA courses offered to staff.
RETENTION See Comments
COMMENTS Retain in office storage for 2 years, transfer to the records center for 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0626-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0627-173
TITLE Current Classes Master Files
DESCRIPTION Documents describing the scope and purpose of specific and current job classifications within the state system.
RETENTION See Comments
COMMENTS Retain in office until class is abolished, then retain according to Abolished Classes Master File.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0628-173
TITLE Employee Advisory Committee Files
DESCRIPTION Correspondence and other documents relating to the Employee Advisory Committee.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0630-173
TITLE Group Health Insurance Carrier Files
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION 010 cldr yrs
COMMENTS Retain in office for 2 years, transfer to the records center for 8 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0632-173
TITLE KanElect Enrollment Forms
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program.
RETENTION 007 cldr yrs
COMMENTS Retain in office for 2 years, transfer to the records center for 5 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0633-173
TITLE Minutes - Health Care Commission
DESCRIPTION Proceedings of regular or special meetings of the Health Care Commission.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0636-173
TITLE Technical Reference Files - Health Promotion
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 1998-01-08
K.A.R. NUMBER 53-2-114

Agency Number: 173-004
Department of Administration
Division of Personnel Services
DOA Personnel Office

SERIES ID 0649-173
TITLE Active Employee Individual Files
DESCRIPTION Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration.
RETENTION See Comments
COMMENTS Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0945-173
TITLE Applicant Information in Response to Specific Vacancy File
DESCRIPTION Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0650-173
TITLE Applicant Responses to Registers
DESCRIPTION Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0993-173
TITLE Application for Overtime Credit File
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0947-173
TITLE Back-Up Information for Personnel Actions File
DESCRIPTION Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations.
RETENTION See Comments
COMMENTS Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1005173
TITLE Bargaining Unit Records
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0652-173
TITLE Copies of Supplementals
DESCRIPTION Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts.
RETENTION current
COMMENTS The Division of Accounts and Reports has the originals of these records.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 1007173
TITLE Dummy Warrant Registers
DESCRIPTION Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0654-173
TITLE Employee Roster Cards
DESCRIPTION Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0655-173
TITLE Examination Monitors Weekly Time Sheets and Check Sheets
DESCRIPTION Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site.
RETENTION 004 cldr yrs
COMMENTS Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 1008173
TITLE Layoff Folders
DESCRIPTION Records documenting layoffs within specific sections or divisions of the Department of Administration.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0656-173
TITLE Leave Record Cards
DESCRIPTION Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0657-173
TITLE Leave Slips
DESCRIPTION Records document the specific dates and number of hours that a particular employee takes leave.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 1009173
TITLE Master File #1 - Promotional
DESCRIPTION Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1010173
TITLE Meet and Confer Files
DESCRIPTION Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team.
RETENTION 001 cldr yr
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1011173
TITLE Payroll Transactions File
DESCRIPTION Records documenting any changes that affect a Department of Administration employee's status.
RETENTION See Comments
COMMENTS Transfer to individual personnel file and retain accordingly.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0658-173
TITLE Position Descriptions - Department of Administration
DESCRIPTION Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0997-173
TITLE Public Relations Board Files
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units.
RETENTION Permanent
COMMENTS Retain in agency permanently or transfer to the archives.
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0659-173
TITLE Resigned Employee Individual Files
DESCRIPTION Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service.
RETENTION See Comments
COMMENTS Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0660-173
TITLE Rules and Regulations Booklets
DESCRIPTION These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes.
RETENTION See Comments
COMMENTS Retain permanently in office.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 1006173
TITLE Supplemental Pay Warrants
DESCRIPTION Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0661-173
TITLE Weekly Time Reports or Time Sheets and Employee Leave Reports
DESCRIPTION Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Director's Office

SERIES ID 0946-173
TITLE Agency Files
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies.
RETENTION 020 cldr yrs
COMMENTS Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0637-173
TITLE Agency Files
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0638-173
TITLE Employee Personnel Files - Microfilm
DESCRIPTION Micrographic records made of all documents on file for State of Kansas personnel hired before 1983.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0955-173
TITLE Executive Orders and Directives
DESCRIPTION Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues.
RETENTION 030 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0956-173
TITLE History Files
DESCRIPTION Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0640-173
TITLE Labor Relations Files
DESCRIPTION Agency and subject files relating to labor relations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0642-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0643-173
TITLE Old Files from the Directors Office
DESCRIPTION Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0957-173
TITLE Personnel Policy Letters
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION 020 cldr yrs
COMMENTS Retain in office 20 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0644-173
TITLE Personnel Policy Letters - Agencies
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0646-173
TITLE SHaRP Implementation Files
DESCRIPTION Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0958-173
TITLE Subject Files - Director
DESCRIPTION Variety of documents relating to the interests of the Division of Personnel Services.
RETENTION 020 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS Portions may be restricted.
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0647-173
TITLE Subject Files - Director
DESCRIPTION Documents relating to a variety of internal activities of the Personnel Services Director's Office.
RETENTION 005 cldr yrs
COMMENTS Retain in office 5 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Division of Personnel

SERIES ID 0648-173
TITLE Notice of Position Classification and Position Inventories
DESCRIPTION Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count.
RETENTION See Comments
COMMENTS Retain in off-site storage for 10 years then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Human Resource Mgmt and Diversity

SERIES ID 0662-173
TITLE Agency Files
DESCRIPTION Documents relating to interactions between agencies and the Human Resource Management and Diversity Section.
RETENTION 003 cldr yrs
COMMENTS Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0665-173
TITLE Answer Sheets
DESCRIPTION Completed answer sheets submitted by applicants at the examination centers.
RETENTION 004 cldr yrs
COMMENTS Retain in office for 2 years, transfer to the records center for 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(9)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0666-173
TITLE Applications for Employment - Hard Copy
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0667-173
TITLE Certified Register of Eligibility
DESCRIPTION Register listing persons who have met the required score on the application examination to be eligible for the position specified.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0668-173
TITLE Conditional Appointments
DESCRIPTION Records documenting appointment of conditional employees.
RETENTION 005 cldr yrs
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0670-173
TITLE Correspondence - Routine - Applicant Examination Unit
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 Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0671-173
TITLE Delegated Authorities Agreements
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resource functions.
RETENTION See Comments
COMMENTS Retain until superseded or no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0672-173
TITLE Drug Screening Program - Test Results
DESCRIPTION Individual files relating to the drug tests for an applicant or employee.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(3)(4)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0674-173
TITLE Employee Position Descriptions
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation.
RETENTION See Comments
COMMENTS Retain until superseded plus 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0675-173
TITLE Job Analysis Questionnaire Data
DESCRIPTION Computer data compiled from a survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION See Comments
COMMENTS Retain on computer until completion of particular study, then delete.
DISPOSITION Delete
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0676-173
TITLE Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol.
RETENTION See Comments
COMMENTS Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly.
DISPOSITION See Comments
RESTRICTIONS K.S.A. 45-221(a)(4)(9)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0677-173
TITLE Layoff and Re-employment Lists
DESCRIPTION Documents relating to DA235 layoff cards and lists regarding persons laid off from state service.
RETENTION 006 cldr yrs
COMMENTS Retain in office 3 years, transfer to the records center for 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0678-173
TITLE Non-Competitive Promotion Examination Log Sheet
DESCRIPTION KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score.
RETENTION 005 cldr yrs
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)(9)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0680-173
TITLE Pass-Fail by Name List
DESCRIPTION KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0681-173
TITLE Requests for Selective Certification Registers
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION 004 cldr yrs
COMMENTS Retain in office 1 year, transfer to the records center for 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0682-173
TITLE SHaRP Transaction Files - Agencies without Terminals and Printers
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0684-173
TITLE Subject File - Human Resource Management and Diversity Section
DESCRIPTION Documents relating to the various activities of the Human Resource Management and Diversity Section.
RETENTION 008 cldr yrs
COMMENTS Retain in office for 3 years, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0685-173
TITLE Technical Files
DESCRIPTION Documents relating to current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION See Comments
COMMENTS Retain current standards in the office updating each classification as needed. Dispose of the technical file for an exam when the class is abolished.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0688-173
TITLE Unclassified Position Files
DESCRIPTION Records documenting unclassified positions appointed by the Governor.
RETENTION See Comments
COMMENTS Retain in file for the duration of the current administration plus 2 years, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0689-173
TITLE Validation Study Reports
DESCRIPTION Records documenting the validation of selection instruments.
RETENTION See Comments
COMMENTS Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Information Services

SERIES ID 1055-173
TITLE Agency Visits Files
DESCRIPTION Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1056-173
TITLE Benchmark Position Description Files
DESCRIPTION Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1057-173
TITLE Central Subject Files - Agency Services and Planned Assistance
DESCRIPTION Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section.
RETENTION See Comments
COMMENTS Obsolete series - transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1058-173
TITLE Classification Guidelines
DESCRIPTION Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1059-173
TITLE Delegated Authorities Agreements File
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resources functions.
RETENTION See Comments
COMMENTS Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1060-173
TITLE Hardcopy of Purged KIPPS Data
DESCRIPTION Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda.
RETENTION 006 cldr yrs
COMMENTS Retain in office 6 calendar years, then destroy. Transfer employee records to the archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1061-173
TITLE KIPPS Personnel Data
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION 065 cldr yrs
COMMENTS Transfer to the records center for 65 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1062-173
TITLE Layoff Actions File
DESCRIPTION Documents relating to state employees laid off from state civil service.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1063-173
TITLE SHaRP Computer System Employee Length of Service Data
DESCRIPTION Record listing the months and days of total time an individual state employee worked for the state of Kansas.
RETENTION 065 cldr yrs
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION Destroy
RESTRICTIONS Portions per K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1064-173
TITLE SHaRP Computer System Employee Performance Data
DESCRIPTION Information gathered from an individual state employee's performance evaluations.
RETENTION See Comments
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION See Comments
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1065-173
TITLE SHaRP Computer System Employee Personal Data
DESCRIPTION Data reflecting personal information gathered on an individual state employee.
RETENTION See Comments
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION See Comments
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1066-173
TITLE SHaRP Computer System Employee Position Related Data
DESCRIPTION Information gathered on an individual state employee's position attributes.
RETENTION See Comments
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION See Comments
RESTRICTIONS Portions per K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1067-173
TITLE SHaRP Computer System Employee Termination and Leave Data
DESCRIPTION Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates.
RETENTION See Comments
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION See Comments
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1068-173
TITLE SHaRP Computer System Employee Work History Data
DESCRIPTION Information gathered on the attributes of positions held by an individual state employee.
RETENTION See Comments
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION See Comments
RESTRICTIONS Portions per K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1068-173
TITLE SHaRP Computer System Implementation Files
DESCRIPTION Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP).
RETENTION See Comments
COMMENTS Retain in office until superseded or no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1070-173
TITLE SHaRP Computer System Set-Up Tables and Related Information Files
DESCRIPTION Documentation used to set the system table for the SHaRP computer system.
RETENTION See Comments
COMMENTS Retain in office until superseded or no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1071-173
TITLE SHaRP Computer System State Employee Leave Accrual Data
DESCRIPTION Data maintained on an individual state employee's leave accrual.
RETENTION 005 cldr yrs
COMMENTS Retain in accordance with recordkeeping plan.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1072-173
TITLE SHaRP Computer System State Employee Workers Compensation Data
DESCRIPTION Information maintained on workers' compensation hours and dollar amounts paid to state employees.
RETENTION Permanent
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD.
DISPOSITION Permanent
RESTRICTIONS K.S.A. 45-221(a)(4)
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

SERIES ID 1073-173
TITLE SHaRP Computer System Transaction Files
DESCRIPTION Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2006-01-13
K.A.R. NUMBER 53-2-146

Agency Number: 173-004
Department of Administration
Division of Personnel Services
KIPPS Section

SERIES ID 0690-173
TITLE Conditional Appointments - Agencies w/o KIPPS Terminals and Printers
DESCRIPTION These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment.
RETENTION 005 cldr yrs
COMMENTS Retain at off site storage for 4 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0691-173
TITLE Hardcopy of Purged KIPPS Data
DESCRIPTION Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda.
RETENTION 006 cldr yrs
COMMENTS Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0692-173
TITLE KIPPS Run Writer's Files
DESCRIPTION Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs.
RETENTION See Comments
COMMENTS These records are recommended for immediate disposal.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0693-173
TITLE KIPPS System Access Files
DESCRIPTION Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database.
RETENTION See Comments
COMMENTS Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0694-173
TITLE KIPPS Transaction Files, Agencies without Terminals and Printers
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0695-173
TITLE Layoff and Reemployment Lists for All Agencies
DESCRIPTION Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies.
RETENTION 006 cldr yrs
COMMENTS Retain for 3 years in office files and 3 years at off-site storage.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0696-173
TITLE Maintenance Requests
DESCRIPTION Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0697-173
TITLE Requests for Registers - Selective Certification
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION 3.5 cldr yrs
COMMENTS Retain at off-site storage for 3 years.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Learning Services & Orgz Wellness

SERIES ID 0984-173
TITLE Employee Suggestion and Service Award Files
DESCRIPTION Records documenting approved and non-adopted suggestions for service awards.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Legal and Labor Relations Section

SERIES ID 0938-173
TITLE Civil Court Cases
DESCRIPTION Correspondence and supporting documentation relating to specific civil court cases involving the Division of Personnel Services.
RETENTION 010 cldr yrs
COMMENTS Retain in office 10 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(11)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0700-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0939-173
TITLE Employee Grievance Files
DESCRIPTION Documents relating to personnel actions taken by and against employees such as hearings, appeals, grievances, and disciplinary actions.
RETENTION See Comments
COMMENTS Retain in office for 5 years after case is closed, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0940-173
TITLE Labor Relations File
DESCRIPTION Agency and subject file compiled on labor relations and maintained for convenience of reference.
RETENTION See Comments
COMMENTS Retain until superseded or no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0941-173
TITLE Legal Case Files
DESCRIPTION Documents relating to individual legal suits involving the Department of Administration.
RETENTION See Comments
COMMENTS Retain in office 5 years after case is closed, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0953-173
TITLE Legal Research Files
DESCRIPTION Research compiled by staff and used to assist in policy and decision making.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0704-173
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 the archives, then destroy.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0705-173
TITLE Public Employee Relations Board Files
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units (unit classification files) and records regarding grievances filed in those units.
RETENTION 011 cldr yrs
COMMENTS Retain in office 1 year, transfer to the records center for 10 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS K.S.A. 45-221(a)(25)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0943-173
TITLE State Self-Insurance Fund Attorney Files
DESCRIPTION Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys.
RETENTION See Comments
COMMENTS Retain in office until case is settled and closed, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0937-173
TITLE State Self-Insurance Fund Contract Attorneys Billing Files
DESCRIPTION Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0707-173
TITLE Workers Compensation (KDHR) Legal Files
DESCRIPTION Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION See Comments
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(25)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0934-173
TITLE Workers Compensation Legal Files
DESCRIPTION Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION See Comments
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(3),(25)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Management Services Section

SERIES ID 0983-173
TITLE Annual Report Database
DESCRIPTION Computer files used to manipulate data and produce documents for the production and publication of the division's annual report.
RETENTION See Comments
COMMENTS Retain electronic records until the annual report has been prepared, then delete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0976-173
TITLE Awards File
DESCRIPTION Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0962-173
TITLE Civil Service Board Files
DESCRIPTION Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0992-173
TITLE Civil Service Board Memo File
DESCRIPTION Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board.
RETENTION 001 cldr yr
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0991-173
TITLE General Surveys
DESCRIPTION Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0990-173
TITLE Historical Records of the Civil Service Act
DESCRIPTION Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions.
RETENTION See Comments
COMMENTS Obsolete series - transfer immediately to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0989-173
TITLE Legislative Research and Information Files
DESCRIPTION Research compiled for Senate and House bills which may have an impact on agencies.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0988-173
TITLE Minutes and Orders - Civil Service Board
DESCRIPTION Original minutes and orders recording the actions of the Kansas Civil Service Board.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0987-173
TITLE Performance Review System Development Files
DESCRIPTION Records documenting team meetings, research, and presentation materials compiled by the section.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0986-173
TITLE Personnel Rules and Regulations File
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0975-173
TITLE Research and Development Generated Management Reports
DESCRIPTION Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0995-173
TITLE SHaRP Regulation and Revision History Files
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Management Staff Services Section

SERIES ID 0708-173
TITLE Adverse Actions File
DESCRIPTION Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay.
RETENTION 120 days
COMMENTS
DISPOSITION Destroy
RESTRICTIONS K.S.A. 45-221(a)(4)(25)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0709-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0713-173
TITLE Computer Maintenance Data
DESCRIPTION Expenditure and telecommunication service requests made for the division.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-10-08
K.A.R. NUMBER 53-2-114

SERIES ID 0714-173
TITLE Computer System Documentation - KIPPS
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation.
RETENTION See Comments
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0717-173
TITLE Historical Rules and Regulations File
DESCRIPTION Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging. This is the only complete set.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0719-173
TITLE KIPPS Extract Files
DESCRIPTION Documents and computer data containing ad hoc reports.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0720-173
TITLE KIPPS Personnel Data
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system.
RETENTION See Comments
COMMENTS Transfer to records center for 62 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS Portions per K.S.A. 45-221(a)(4)
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0718-173
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 in office until no longer useful, transfer to the records center for 3 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0721-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0722-173
TITLE Legislative Research and Information
DESCRIPTION Research and data obtained for Senate and House bills which may have an impact on agencies.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0725-173
TITLE Personnel Regulations
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0726-173
TITLE Personnel Regulations Research - General
DESCRIPTION Background information gathered for development of personnel regulations.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0727-173
TITLE Public Hearing Files
DESCRIPTION Meeting notes and comments from public hearings on regulation changes.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0728-173
TITLE SHaRP Regulation Revision History Files
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0729-173
TITLE SHaRP Set-up Tables and Information
DESCRIPTION Documentation used to set up system table for the SHaRP system.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0730-173
TITLE Subject Files - Human Resource Development Unit
DESCRIPTION Variety of documents relating to the activities of the Human Resource Development unit.
RETENTION See Comments
COMMENTS Retain in unit 1 year, transfer to the central files for 5 years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0731-173
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit
DESCRIPTION Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0732-173
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager
DESCRIPTION Variety of documents relating to the interests and operation of the unit.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0733-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

SERIES ID 0734-173
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 1998-01-08
K.A.R. NUMBER 53-2-114

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Program and Policy Development Sec.

SERIES ID 0737-173
TITLE Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information
DESCRIPTION Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants.
RETENTION See Comments
COMMENTS Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0738-173
TITLE Local Health Officers Cards
DESCRIPTION Nature and purpose of these records is unknown.
RETENTION See Comments
COMMENTS These records are no longer active and are recommended for immediate disposal.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0739-173
TITLE Overtime Pay Code File
DESCRIPTION Records documenting changes in overtime status of various classes and positions.
RETENTION See Comments
COMMENTS Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0740-173
TITLE Program and Policy Development Correspondence File
DESCRIPTION Routine correspondence file for the program and policy development section.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0741-173
TITLE Research and Development Generated Management Reports - Div. of Personnel Service
DESCRIPTION Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force.
RETENTION See Comments
COMMENTS Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0742-173
TITLE Supervisors' Files
DESCRIPTION Records which are used to document the activities of the Training Development and Coordination section.
RETENTION See Comments
COMMENTS After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0743-173
TITLE Test Exchange Agreement File
DESCRIPTION Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned.
RETENTION See Comments
COMMENTS Retain in the office for as long as the agreement is in effect, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Recruitment Section

SERIES ID 0744-173
TITLE Correspondence - Routine
DESCRIPTION Records documenting interaction between the recruitment section and applicants for employment in the state system.
RETENTION 002 cldr yrs
COMMENTS Supersedes general schedule.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0746-173
TITLE Service Award Files
DESCRIPTION Files documenting approved and disapproved suggestions for service awards.
RETENTION 011 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-004
Department of Administration
Division of Personnel Services
State Self Insurance Fund

SERIES ID 0999-173
TITLE Accident Only Files - Closed
DESCRIPTION Records documenting accidents reported by state employees that do not result in a self-insurance fund claim.
RETENTION See Comments
COMMENTS Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1000173
TITLE Attorney's Files
DESCRIPTION Records documenting claims made by state employees who are represented by an attorney.
RETENTION See Comments
COMMENTS Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(25)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1012173
TITLE Closed Accident Only/Medical/Only of Time Files
DESCRIPTION Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored.
RETENTION See Comments
COMMENTS Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0749-173
TITLE Closed Cards
DESCRIPTION Cards 3 x 5 documents all accidents reported by state employees. One card per person/ per accident.
RETENTION See Comments
COMMENTS These 3 x 5 cards are an obsolete format and should be destroyed immediately.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 1003173
TITLE State Employee Workers' Compensation Investigative Claim Files
DESCRIPTION Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees.
RETENTION See Comments
COMMENTS Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0994-173
TITLE State Employee Workers' Compensation Legal Claim Files
DESCRIPTION Documents relating to workers' compensation claims made by state employees who are represented by an attorney.
RETENTION See Comments
COMMENTS Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-004
Department of Administration
Division of Personnel Services
Workforce Planning and Management

SERIES ID 0978-173
TITLE Abolished Classes - Microfilm
DESCRIPTION Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service.
RETENTION See Comments
COMMENTS Obsolete series - transfer to the archives immediately.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0979-173
TITLE Abolished Classes Master File
DESCRIPTION Documents recording the existence and description of abolished job classes.
RETENTION 010 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0966-173
TITLE Applicant Registration Process File
DESCRIPTION Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0954-173
TITLE Applications for Employment - Electronic Copy
DESCRIPTION Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0977-173
TITLE Applications for Employment - Skills Registration Hard Copy
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION See Comments
COMMENTS Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0967-173
TITLE Assessment Center Materials - Kansas Highway Patrol
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0968-173
TITLE Central States Compensation Association Files
DESCRIPTION Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states.
RETENTION 050 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0969-173
TITLE Certified Candidate Pools
DESCRIPTION Records listing individuals eligible for a particular vacant position.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0971-173
TITLE Class Specifications File
DESCRIPTION Documents relating to current class specifications for all Kansas Civil Service classifications.
RETENTION See Comments
COMMENTS Retain most current version of specifications in the office, destroy outdated versions as specifications are revised.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0972-173
TITLE Class Specifications Revision File
DESCRIPTION Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications.
RETENTION See Comments
COMMENTS Retain in office as long as the classification is in existence, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0970-173
TITLE Classification and Job Rate Studies
DESCRIPTION Consultant reports and other documentation compiled for the on-going process of classification and job rate studies.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0944-173
TITLE Clerical Study Questionnaire
DESCRIPTION Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0965-173
TITLE Constituent Files
DESCRIPTION Correspondence received from applicants regarding state civil service employment.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0948-173
TITLE Current Classes - Microfilm
DESCRIPTION Current and previous microfilm editions of job classifications in the Kansas Civil Service.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0973-173
TITLE Current and Abolished Class History Card File
DESCRIPTION Cards which are used to maintain an ongoing history of actions regarding specific classes.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0949-173
TITLE Fair Labor Standards Act File
DESCRIPTION Records documenting changes in the overtime status of various classes.
RETENTION See Comments
COMMENTS Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0950-173
TITLE General Survey Files
DESCRIPTION Retention and other surveys of a general nature conducted on state employees and/or state agencies.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0951-173
TITLE Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol.
RETENTION See Comments
COMMENTS Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly.
DISPOSITION See Comments
RESTRICTIONS KSA 45-221(a)(4)(9)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0952-173
TITLE Notice of Vacancy Report File
DESCRIPTION Weekly reports listing external and internal vacancies available within the state civil service system.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0942-173
TITLE Re-employment Actions File
DESCRIPTION Documents relating to re-employment actions of state employees laid off from the state civil service.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0981-173
TITLE Resume File
DESCRIPTION Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0996-173
TITLE Salary Survey Files
DESCRIPTION Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions.
RETENTION 005 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1001173
TITLE Skills Development File
DESCRIPTION Documents relating to the skills selection process including skills inventories and updates.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 0998-173
TITLE Training and Experience Rating Form
DESCRIPTION Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination.
RETENTION 004 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

SERIES ID 1002173
TITLE Workforce Report
DESCRIPTION Annual workforce reports on statewide data and general or specific reports on agency activities.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 2002-01-10
K.A.R. NUMBER 53-2-129

Agency Number: 173-005
Department of Administration
Division of the Budget

SERIES ID 0752-173
TITLE Agency Budgets - Analysts' Copy
DESCRIPTION State agency budget documents used by budget analysts to analyze agencies' budgets.
RETENTION 008 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1995-01-12
K.A.R. NUMBER 53-2-103

SERIES ID 0753-173
TITLE Agency Files
DESCRIPTION Records documenting interaction between the Division of the Budget and other state agencies.
RETENTION 008 cldr yrs
COMMENTS Retain for 4 calendar years in office files, 2 years in office storage and 2 years in off-site storage then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0754-173
TITLE Budget Cycle Records
DESCRIPTION Records documenting the on-going development of each fiscal year's budget.
RETENTION 006 fisc yrs
COMMENTS Retain for 4 fiscal years in office files, 2 years in off-site storage. These records may have historical value.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0755-173
TITLE Budget Materials and EEO Affirmative Action Plan
DESCRIPTION This is a variety of material that does not fit into any of the other record series identified in the Budget division.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0756-173
TITLE Budgets (Legislative Copy and Governor Copy)
DESCRIPTION Copies of the budgets held for the legislature and the Governor from Sept. 15 thru Jan. ? (until the Governors message is given.)
RETENTION See Comments
COMMENTS Retain current year then in January send the legislative copy to Legislative Research and the Governors copy to the Division of Accounts and Reports.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0757-173
TITLE Division of the Budgets Computer System File
DESCRIPTION Records documenting the background and automation of the Division of Budget's present computer system. (Sperry system-MAPPER).
RETENTION 002 cldr yrs
COMMENTS After the retention period, dispose of records with the exception of material identified by a budget analyst as having some future value.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0758-173
TITLE Governor's Executive Directives
DESCRIPTION Copies of the executive directives issued by the governor to authorize agency budgets revisions, to appoint unclassified personnel, and to effect other policy changes.
RETENTION 003 cldr yrs
COMMENTS NOTE: The Secretary of State maintains the record copy of this series. Copies also are distributed to the Governor's Office, the House, the Senate, Legislative Research, and the State Library.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1995-07-13
K.A.R. NUMBER 53-2-105

SERIES ID 0759-173
TITLE Grant Filing Control - Federal and Other Non-State Funds Reports
DESCRIPTION Copies of agency prepared federal or other non-state funds grant applications submitted to the Budget division as required by Kansas statute.
RETENTION 005 cldr yrs
COMMENTS KSA 75-3050 (1967); amended 1982 75-3051 requires Budget division to receive a copy. Copies also go to Legislative Research.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0760-173
TITLE Legislative Relations Files
DESCRIPTION Records used by the Division of the Budget to track Senate and House legislation.
RETENTION See Comments
COMMENTS Retain for the current legislative session and 1 calendar year in office, 2 years in office storage and 1 year in 0ff-site storage then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1987-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0761-173
TITLE Minutes - Finance Council
DESCRIPTION Copies of minutes of the Finance Council meetings submitted to the Budget division.
RETENTION 006 cldr yrs
COMMENTS These are duplicates. The originals are kept in the Secretary of Administrations office.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0762-173
TITLE Population Studies - Outdated File
DESCRIPTION Various copies of studies, analyses of population, and other miscellaneous material dealing with population compiled by Planning and Research for state agencies.
RETENTION 010 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0763-173
TITLE Revenue Information
DESCRIPTION File contains information used by Budget's financial economist to estimate revenue. These records also contain special studies on revenue.
RETENTION 003 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0764-173
TITLE State Investment Practices Material - Epps
DESCRIPTION Records contain notes, study reports, draft legislation, and minutes regarding the Governor's Commission on State Investment Practices.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0765-173
TITLE Subcommittee Reports
DESCRIPTION Copies of reports generated by Legislative Research regarding the business of the legislature, including legislative intent regarding the funding of each agency.
RETENTION See Comments
COMMENTS These are also copies in Legislative Research. Retain for the current legislative session and 3 calendar years then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

Agency Number: 173-006
Department of Administration
Facilities Management
Building and Grounds Services

SERIES ID 0766-173
TITLE Alphabetical Files
DESCRIPTION Miscellaneous records which document the functions and activities of building and grounds personnel.
RETENTION See Comments
COMMENTS Retain in the office until disposal of the building. Purge documents which are mo longer useful.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0767-173
TITLE Architectural Drawings Files
DESCRIPTION Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files.
RETENTION See Comments
COMMENTS Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff.
DISPOSITION Archives
RESTRICTIONS KSA 45-221(a)(12)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0768-173
TITLE Budgets for Building and Grounds Services
DESCRIPTION Bound copies of fiscal year budgets for building and grounds services.
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 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0770-173
TITLE Building Data Files
DESCRIPTION Records which document services and or equipment purchases made for specific Capitol Complex buildings.
RETENTION See Comments
COMMENTS Retain in the office until disposal of the building, then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0771-173
TITLE Building Plans
DESCRIPTION Records which document the design, planning, and drawing of state buildings.
RETENTION See Comments
COMMENTS Retain in office storage until disposal of building, then transfer to state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0772-173
TITLE Capitol Complex Engineer's Files
DESCRIPTION Records which document projects under the direction of the Capitol Complex engineer.
RETENTION See Comments
COMMENTS Retain in office storage until disposal of the building, then transfer to state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0773-173
TITLE Construction Projects
DESCRIPTION Records documenting any special projects for state buildings.
RETENTION See Comments
COMMENTS Retain in office storage until disposal of the building, and then transfer to the state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0774-173
TITLE Contracts
DESCRIPTION Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings.
RETENTION See Comments
COMMENTS Retain in office storage area for 3 years after the contract expires, then dispose.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0775-173
TITLE Contracts - Current
DESCRIPTION Records which document the purchase of products and services used by building and grounds.
RETENTION See Comments
COMMENTS Retain until expiration of contract plus calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0776-173
TITLE Contracts - Special
DESCRIPTION Records which document the purchase of goods, products, and services for state buildings.
RETENTION See Comments
COMMENTS Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0769-173
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 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0777-173
TITLE Leave Slips
DESCRIPTION Pre-printed forms documenting leave for building and grounds employees.
RETENTION 005 fisc yrs
COMMENTS See also Employee Time Report Records.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0778-173
TITLE Original-As-Built Drawings for State Office Building
DESCRIPTION Records which consist of architect's and engineer's drawings for the State Office Building.
RETENTION See Comments
COMMENTS Retain in office storage until disposal of the building and then transfer drawings to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0779-173
TITLE Plan Holds
DESCRIPTION Records consisting of prints of drawings or plans for buildings and grounds.
RETENTION See Comments
COMMENTS Retain in the office until disposal if the building and then transfer to the state archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0780-173
TITLE Purchase Requests - Internal
DESCRIPTION Records which document purchases made by Building and Grounds.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0781-173
TITLE State Office Building Commission Files
DESCRIPTION Records which document the activities of the State Office Building Commission.
RETENTION See Comments
COMMENTS The State Office Building Commission was incorporated into the Capitol Area Complex.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0782-173
TITLE Supervisor's Daily Reports
DESCRIPTION Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work.
RETENTION See Comments
COMMENTS Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy.
DISPOSITION See Comments
RESTRICTIONS
APPROVED 2008-07-17
K.A.R. NUMBER 53-2-156

SERIES ID 0784-173
TITLE Vacant Position Files
DESCRIPTION Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information.
RETENTION See Comments
COMMENTS Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-006
Department of Administration
Facilities Management
Central Mail Service

SERIES ID 0785-173
TITLE Postage Meter Records
DESCRIPTION Documents regarding the purchase of postage from the United States Postal Service.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

Agency Number: 173-006
Department of Administration
Facilities Management
Central Motor Pool

SERIES ID 0786-173
TITLE Accident Files
DESCRIPTION Documents pertaining to accidents involving state motor pool vehicles.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0787-173
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 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0788-173
TITLE Billing File
DESCRIPTION Documents regarding the use of the central motor pool by state agencies.
RETENTION 003 fisc yrs
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0789-173
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 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0790-173
TITLE Gasoline Sales Billings
DESCRIPTION Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles.
RETENTION 003 fisc yrs
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0791-173
TITLE Motor Pool Vehicle Gas Tickets
DESCRIPTION Documents recording fuel costs for Central Motor Pool vehicles.
RETENTION 003 fisc yrs
COMMENTS Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0792-173
TITLE Payment Voucher Files - Office Copies
DESCRIPTION Copies of vouchers recording payments made by the Central Motor Pool.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0793-173
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 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0794-173
TITLE Vehicle Files
DESCRIPTION Documents recording the history of each motor pool vehicle.
RETENTION See Comments
COMMENTS Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

SERIES ID 0795-173
TITLE Vehicle Registration Records
DESCRIPTION Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1993-04-15
K.A.R. NUMBER 53-2-096

Agency Number: 173-008
Department on Administration
State Long Term Care Ombudsman

SERIES ID 0796-173
TITLE Administrative Files - Long Term Care Ombudsman
DESCRIPTION Documents relating to the policies and activities of the long-term care ombudsman program including correspondence, annual reports, budget materials, grant applications, activity logs, notes, etc.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-04-14
K.A.R. NUMBER 53-2-100

SERIES ID 0797-173
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 2000-08-17
K.A.R. NUMBER 53-2-124

SERIES ID 0798-173
TITLE Long Term Care Facility Respondent Files
DESCRIPTION Variety of documents concerning complaints against, investigations of, or commendations of long term care facilities used to monitor if trends in facility conditions and activities.
RETENTION See Comments
COMMENTS Retain until no longer useful, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS Portions per KSA 75-5921
APPROVED 1994-04-14
K.A.R. NUMBER 53-2-100

SERIES ID 0799-173
TITLE Long Term Care Ombudsman Investigative Case Files
DESCRIPTION Documents relating to the ombudsman's investigations of complaints filed by or on behalf of residents of long term facilities and to the ombudsman's recommended solutions to identified problems.
RETENTION 005 fisc yrs
COMMENTS Retain in office for 3 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS KSA 75-5921
APPROVED 1994-04-14
K.A.R. NUMBER 53-2-100

SERIES ID 0800-173
TITLE Subject Files - Long Term Care Ombudsman
DESCRIPTION Reports, publications, correspondence and other documents pertaining to long term care issues maintained for convenience of reference.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-04-14
K.A.R. NUMBER 53-2-100

Agency Number: 173-009
Department of Administration
Division of Printing

SERIES ID 0801-173
TITLE Active Personnel Files
DESCRIPTION Records document all personnel transactions regarding current Division of Printing employees.
RETENTION See Comments
COMMENTS Retain in the office until the file is inactive (employee is no longer with the division), then retain permanently in the records room as inactive personnel files.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0814-173
TITLE Billing/Receiving Reports
DESCRIPTION Hard copy and electronic reports documenting the cost accounting and production information.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2007-10-12
K.A.R. NUMBER

SERIES ID 0803-173
TITLE CASK Reports - Division of Printing
DESCRIPTION Computer printout reports received from CASK regarding the financial status of the State Printing office.
RETENTION See Comments
COMMENTS Retain for 1 fiscal year in office and 5 fiscal years in office storage.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0804-173
TITLE Correspondence - Policy Related
DESCRIPTION Records of the interaction between the Division of Printing and other state agencies.
RETENTION 005 cldr yrs
COMMENTS After office retention period is over transfer to archives for purging by the archives staff.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0805-173
TITLE Daily Report of Jobs Completed
DESCRIPTION Completed, pre-printed form used as an input document for computer controlled cost accounting system.
RETENTION 006 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0805-173
TITLE Daily Report of Jobs Completed
DESCRIPTION Hard copy and electronic completed, pre-printed form used as an input document for the computer controlled cost acounting system.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 2007-10-12
K.A.R. NUMBER 53-2-152

SERIES ID 0807-173
TITLE Delivery Slips
DESCRIPTION Completed, pre-printed forms documenting the delivery of printed materials to the agency which requested the material.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0809-173
TITLE Interfunds - Division of Printing
DESCRIPTION Pre-printed forms used to document payments made to the Printing division.
RETENTION 004 fisc yrs
COMMENTS Retain for 2 fiscal years in office files and 2 fiscal years in office storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0811-173
TITLE Job Tickets - Closed and Billed
DESCRIPTION Records which document the printing job done by the Division of Printing for state agencies. These are jobs which have been completed, billed and may be used for future reference.
RETENTION See Comments
COMMENTS Retain current series (series = 2 years) plus 2 full prior series.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0814-173
TITLE Micro-Reports
DESCRIPTION Reports done on a microcomputer system to document cost accounting and production information.
RETENTION 003 fisc yrs
COMMENTS This is a new system so presently there is only one year on hand. Retain in office for current month and 3 years in office storage.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0823-173
TITLE Stock Issued Sheet
DESCRIPTION Completed, pre-printed form documenting stock issued from the stockroom to job production.
RETENTION 006 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID 0830-173
TITLE 46's Real Estate Lease Agreements
DESCRIPTION Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use.
RETENTION See Comments
COMMENTS Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0831-173
TITLE Annual Bonds - Current and Expired
DESCRIPTION Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award.
RETENTION See Comments
COMMENTS Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0832-173
TITLE Bidders Applications
DESCRIPTION Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list.
RETENTION See Comments
COMMENTS Retain in the office until records are transferred to the deletion files of bidders applications.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0833-173
TITLE Consulting Contracts
DESCRIPTION Contracts with consultants for state purposes.
RETENTION 015 fisc yrs
COMMENTS Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0834-173
TITLE Contract Vendor Awards
DESCRIPTION Supplemental documents for one contracting officer's purchases from vendors.
RETENTION 002 fisc yrs
COMMENTS Retain records for the current year in office files, 1 year at off-site storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0835-173
TITLE Contracts - Architecture
DESCRIPTION Documents regarding services rendered to the state by architectural firms.
RETENTION 010 cldr yrs
COMMENTS Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0836-173
TITLE Contracts - Food Service
DESCRIPTION Documents regarding the contracting of food services for state entities.
RETENTION See Comments
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0837-173
TITLE Contracts - Open-End
DESCRIPTION Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement.
RETENTION See Comments
COMMENTS Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0838-173
TITLE Correspondence - Policy Related
DESCRIPTION Records containing correspondence to and/or from the director of the Purchase division.
RETENTION 005 cldr yrs
COMMENTS Retain in office files for 5 years then transfer to archives for purging by archives staff.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0839-173
TITLE Current Open-End Contracts - Pharmaceuticals
DESCRIPTION Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment.
RETENTION See Comments
COMMENTS These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0840-173
TITLE Currently Active Computerized Food Purchase Items
DESCRIPTION Documents regarding the state purchases of food for state entities.
RETENTION See Comments
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0842-173
TITLE DA-110's Disposition of Property
DESCRIPTION Pre-printed forms documenting property traded-in during the purchase of other equipment.
RETENTION 006 fisc yrs
COMMENTS Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0843-173
TITLE Deletion Files of Bidders Applications
DESCRIPTION Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files.
RETENTION See Comments
COMMENTS After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0844-173
TITLE Energy Files
DESCRIPTION Files documenting a special project on energy done by the Division of Purchases.
RETENTION 015 cldr yrs
COMMENTS Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0845-173
TITLE Expired Bond Listing
DESCRIPTION List of expired bonds.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0846-173
TITLE Informational Circulars
DESCRIPTION Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases.
RETENTION See Comments
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0847-173
TITLE Monetary Guarantee Receipts and Ledgers
DESCRIPTION Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts.
RETENTION 006 fisc yrs
COMMENTS Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0848-173
TITLE Official Records of the Committee on Surety Bonds and Insurance
DESCRIPTION Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds.
RETENTION 015 cldr yrs
COMMENTS Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0849-173
TITLE Purchase Requests - Internal
DESCRIPTION Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies.
RETENTION 006 fisc yrs
COMMENTS Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0850-173
TITLE Quotations
DESCRIPTION Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids.
RETENTION 005 fisc yrs
COMMENTS Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1985-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0851-173
TITLE Reading Files
DESCRIPTION Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division.
RETENTION 005 cldr yrs
COMMENTS Retain in office for 5 years then transfer to archives for purging by archives staff.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0852-173
TITLE Small Business Files
DESCRIPTION Special project correspondence concerning the business that the state does with small businesses.
RETENTION 015 cldr yrs
COMMENTS Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

SERIES ID 0853-173
TITLE Vouchers - Purchase
DESCRIPTION Records documenting agency requests for equipment, services, and supplies.
RETENTION 006 fisc yrs
COMMENTS Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-020
Department of Administration
Information Systems & Communications

SERIES ID 0841-173
TITLE DA 146-Specific Incidence Contracts
DESCRIPTION Records documenting one-time orders from vendors for services, equipment or supplies.
RETENTION See Comments
COMMENTS Retain in office for 2 fiscal years then transfer these contracts to off-site storage and retain them for 5 years after the expiration of the lease, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-10-30
K.A.R. NUMBER 53-2-068

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Accounting Tech. Support & Planning

SERIES ID 0104-173
TITLE A-Listings
DESCRIPTION Computer printouts displaying the run cycle of batch jobs which have successfully run, as well as batch jobs which have not successfully run with error explanations.
RETENTION 002 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0105-173
TITLE A-Listings for KIPPS Payroll
DESCRIPTION Computer printouts displaying run cycles of batch jobs, both successful and unsuccessful, for use in the preparation of warrants for the KIPPS payroll system.
RETENTION 003 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0106-173
TITLE Billing Reports
DESCRIPTION Computer printouts billing agencies for work processed by the Data Entry unit.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0107-173
TITLE Blanks and Duplicates
DESCRIPTION Handwritten log of duplicate warrants issued including an explanation of why a duplicate warrant was necessary.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0110-173
TITLE CENPAY
DESCRIPTION Computer printout documenting the day's beginning and ending warrant numbers for miscellaneous warrants.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0116-173
TITLE DISC Computer Charges
DESCRIPTION Documents relating to charges to the Technical Support Unit from DISC including a summary report of the distribution of charges.
RETENTION 002 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0117-173
TITLE DISC Maintenance Requests
DESCRIPTION Forms printed for agency requesting the Technical Support unit for any change on computer programs.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0112-173
TITLE Daily Activity Control Register
DESCRIPTION Daily computer printout recording patches of vouchers received from Payroll which are to keyed into the MAPPER system.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0113-173
TITLE Daily Activity Log
DESCRIPTION Computer printout recording all jobs keyed, output or saved by the Data Entry unit and the time of day activity occurred.
RETENTION 002 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0114-173
TITLE Daily Back-Up Tapes
DESCRIPTION Magnetic tapes recording daily data entry performed by the Data Entry unit.
RETENTION See Comments
COMMENTS Retain tape for one week, erase, and then reuse the tape.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0115-173
TITLE Data Entry Operator Statistics
DESCRIPTION Computer printout documenting individual operator statistics and performance.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0119-173
TITLE File History Tape Library
DESCRIPTION Daily printout of magnetic tape inventory used for reference purposes, as well as a handwritten log of the magnetic computer tapes used daily.
RETENTION 003 days
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0121-173
TITLE MAPPER Record Data Costs
DESCRIPTION Computer printout relating to DISC charges accrued by the unit for reports concerning various services, program charges, equipment and computer costs.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0120-173
TITLE Magnetic Tape Files of Jobs Completed by the Data Entry Unit
DESCRIPTION Magnetic tapes containing the most recent copy of each data entry job keyed by the Data Entry unit.
RETENTION See Comments
COMMENTS Retain until no longer needed to back up data entry activity, then erase.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0122-173
TITLE Paymaster Payroll Totals
DESCRIPTION Semimonthly printouts recording total payroll deductions for each payroll system including totals for regular paymaster, federal system paymaster, KIPPS paymaster, Regent's & 682 system paymaster.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0123-173
TITLE Program Formats for Data Entry Jobs
DESCRIPTION Computer printout detailing data elements of fields for data entry jobs performed by the Data Entry Unit.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0124-173
TITLE Run Documentation
DESCRIPTION Computer printouts which document the actual programs operating on the UNISYS computer system.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0126-173
TITLE Savings Bonds Update Totals
DESCRIPTION Monthly computer printout documenting the total amount of deductions for employees making savings bond purchases.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0127-173
TITLE Standard Processing Control Report
DESCRIPTION Daily computer printout processing the warrants and listing warrant numbers and amounts.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0128-173
TITLE Title 19 Totals
DESCRIPTION Computer printouts relating to the reconciliation of control totals and reports to show that the payroll for Title 19 programs (SRS) balance.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0129-173
TITLE Unit Inventory
DESCRIPTION Computer printout documenting the on-hand inventory of office supplies.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0130-173
TITLE Voided Warrants Ledger Books
DESCRIPTION Ledger books recording voided warrants with explanations for each void.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0131-173
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 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

SERIES ID 0132-173
TITLE Warrant Register Totals
DESCRIPTION Monthly computer printout relating to reconciliation of payroll systems with total amounts on time sheets.
RETENTION 002 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1987-04-30
K.A.R. NUMBER 53-2-070

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Administrative Services

SERIES ID 0854-173
TITLE A T & T Equipment Billing File
DESCRIPTION Records documenting the monthly equipment and service charges to each state agency from A T & T.
RETENTION See Comments
COMMENTS Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0855-173
TITLE Agency Equipment Purchase File
DESCRIPTION Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies.
RETENTION 010 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0856-173
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 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0857-173
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 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0858-173
TITLE Certificate of Participation File
DESCRIPTION Records documenting the administration of certificates of participation and purchases made with certificates of participation money.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0859-173
TITLE Certificates of Participation Payment Records
DESCRIPTION Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules.
RETENTION See Comments
COMMENTS Retain individual file for 2 years after the last payment date.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0861-173
TITLE Contracts for Equipment and Technical Services
DESCRIPTION Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas.
RETENTION See Comments
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0862-173
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 005 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0864-173
TITLE DISC Payment Vouchers
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 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0865-173
TITLE DISC Systems Development Time Reports
DESCRIPTION Hardcopy records documenting DISC charges to state agencies for systems development services.
RETENTION See Comments
COMMENTS Obsolete series, destroy immediately. This series is now part of the KOMAND billing.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0863-173
TITLE Directory File
DESCRIPTION Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0866-173
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 1986-07-31
K.A.R. NUMBER 53-2-086

SERIES ID 0867-173
TITLE Employee Position Descriptions
DESCRIPTION Formal descriptions of duties and other characteristics 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 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0868-173
TITLE Inventory of Services and Equipment File
DESCRIPTION Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell.
RETENTION See Comments
COMMENTS Obsolete series, destroy immediately.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0869-173
TITLE KOMAND File - Microfiche
DESCRIPTION Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services.
RETENTION 020 fisc yrs
COMMENTS Retain microfiche 20 fiscal years to satisfy federal auditing requirements.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0870-173
TITLE Monthly Accounting Reports
DESCRIPTION Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information.
RETENTION 003 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0871-173
TITLE Monthly Billing Reports - DISC
DESCRIPTION Monthly computer printouts providing detail regarding the billing of agencies for DISC services.
RETENTION 005 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0872-173
TITLE Overtime Logs
DESCRIPTION Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0873-173
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 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0874-173
TITLE Program Documentation/Source Code Listing
DESCRIPTION Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference.
RETENTION See Comments
COMMENTS Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0876-173
TITLE Requests for Services from Systems Development
DESCRIPTION Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0875-173
TITLE Requests for Services from Systems Development
DESCRIPTION Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0877-173
TITLE Systems Development Correspondence File
DESCRIPTION Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems.
RETENTION 006 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0878-173
TITLE Systems Development Timekeeping Report
DESCRIPTION Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects.
RETENTION 002 cldr yrs
COMMENTS Billing data similar to reports kept on COM microfiche (KOMAND billing file).
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0881-173
TITLE Telephone Billing Records
DESCRIPTION Micrographic record of billing information from all KANS-A-N calls made by state agencies.
RETENTION 005 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0879-173
TITLE Telephone Billing Records
DESCRIPTION Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0880-173
TITLE Telephone Billing Records
DESCRIPTION Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies.
RETENTION 003 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0882-173
TITLE Telephone Billing Records
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION 020 fisc yrs
COMMENTS Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0883-173
TITLE Timesheets - DISC
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 See also Leave Requests.
DISPOSITION Destroy
RESTRICTIONS KSA 45-221(a)(4)
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0884-173
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 1986-07-31
K.A.R. NUMBER 53-2-067

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Information Services

SERIES ID 0885-173
TITLE 5081 Computer Cards - Aid to Indigent Defendants
DESCRIPTION Computer cards used to record the Aid to Indigents Defense database and source documents providing a summary of the expenditures.
RETENTION See Comments
COMMENTS Retain the beginning of the fiscal year and the accumulation during the fiscal year in the DISC office. At the end of the fiscal year send the entire accumulation to the agency.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0886-173
TITLE 5081 Computer Cards - Back Up Information
DESCRIPTION Computer cards used as the back up for source documents of KPERS and the Corporation Commission.
RETENTION See Comments
COMMENTS Retain cards until 3 months of information has been place on backup magnetic tape then destroy the cards.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0888-173
TITLE Adds, Changes, Deletes to UCC1
DESCRIPTION Completed, pre-printed forms submitted by agencies that are used in updating the Tape Management System.
RETENTION 006 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0889-173
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 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0890-173
TITLE Equipment Downtime Summary Reports
DESCRIPTION Daily updated electronic records documenting downtime on equipment and software which is down in the central site computing area.
RETENTION See Comments
COMMENTS Retain while equipment is active and for 3 years after equipment is deactivated and out of DISC's control.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0891-173
TITLE Information Center Software
DESCRIPTION Software provided by the center to state agencies for their use.
RETENTION See Comments
COMMENTS Retain until improved software is available.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0892-173
TITLE Information Management Detail Reports
DESCRIPTION Reports regarding central site computing equipment giving a daily report of computer equipment, software activity and problems.
RETENTION See Comments
COMMENTS Retain for the life of the equipment plus 3 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0893-173
TITLE Operating Systems - MVS
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION See Comments
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0894-173
TITLE Production Unit Shift Logs
DESCRIPTION Daily logs completed by shift personnel on the events that occurred during their shift.
RETENTION 003 months
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0895-173
TITLE Requests for Job Submission to DISC Production Control Section
DESCRIPTION Completed, pre-printed forms submitted by agencies requesting the Production Control Section to perform work. (Some agency work is scheduled by pre-established schedule.)
RETENTION 001 fisc yr
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0896-173
TITLE System Channels to I/O Devices Configurations - IBM Systems
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION See Comments
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0897-173
TITLE System Channels to I/O Devices Configurations - Sperry System
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION See Comments
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0899-173
TITLE TEARS: Terminal Equipment Activity Reports
DESCRIPTION Series of reports concerning maintenance activity associated with terminal equipment installed in the field providing a history of equipment on the UNIVAC and IBM systems, and used for billing.
RETENTION See Comments
COMMENTS Retain a history on equipment for 4 years. Deactivated equipment information is taken out of the active file and placed in a deactivated file within the computer and maintained permanently.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-068

SERIES ID 0898-173
TITLE Tape Management System - (UCC1)
DESCRIPTION Software system and database documents which directs the maintenance of computer tapes listing the current status of the tape library.
RETENTION See Comments
COMMENTS Database is stored on computer and should be retained permanently. Daily printouts are also generated and are to be retained for current day plus 5 prior days.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0900-173
TITLE User Availability of Hardware and Sperry System Software Reports
DESCRIPTION Daily reports that provide information on up time on software and hardware for both the IBM and Sperry systems which also provide cumulative monthly and yearly data.
RETENTION 001 cldr yr
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0901-173
TITLE User File - Computer Operations Section
DESCRIPTION Records documenting the interaction between the assistant director of the Computer Operations Section and various state agencies.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0902-173
TITLE Vendor File - Computer Operations Section
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0903-173
TITLE Worksheets for Rate Development
DESCRIPTION Records used to document the development of a rate structure for charges to be made to state agencies for DISC services.
RETENTION 004 fisc yrs
COMMENTS Retain longer if audit has not occurred. Destroy after audit is complete.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Telecommunications

SERIES ID 0904-173
TITLE Agency Equipment Form
DESCRIPTION Copies of DA form 2733 used to maintain agencies' equipment records.
RETENTION 003 months
COMMENTS Originals in the Monthly Billing Records in the Bureau of Administrative Services.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0905-173
TITLE Budget Files
DESCRIPTION Working files containing copies of the bureau's budgets and any supporting documentation.
RETENTION See Comments
COMMENTS Retain until no longer useful, then destroy. Originals are in the Bureau of Administrative Services.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0908-173
TITLE Correspondence - Policy Related
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunication Network Operations Section and state agencies.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then transfer to the archives. Supersedes general schedule requirements for "Correspondence."
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0906-173
TITLE Correspondence - Policy Related
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunications Bureau and other state agencies.
RETENTION 005 cldr yrs
COMMENTS Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0907-173
TITLE Correspondence - Policy Related
DESCRIPTION Incoming and outgoing letters and memoranda regarding the Telecommunications Bureau's interaction with entities other than state agencies.
RETENTION 005 cldr yrs
COMMENTS Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0909-173
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 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0910-173
TITLE Inventory of Service and Equipment by Agency
DESCRIPTION Computer listing of service and equipment used by state agencies owned and leased by Southwestern Bell.
RETENTION See Comments
COMMENTS Obsolete series, destroy immediately.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0911-173
TITLE Kansas Telephone Directories for State Agencies - Outdated File
DESCRIPTION Records documenting state agencies requests for free telephone directories.
RETENTION See Comments
COMMENTS Obsolete series, destroy immediately.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0912-173
TITLE Long Distance Charges for State Agencies
DESCRIPTION Copies of monthly reports detailing individual charges for state agencies.
RETENTION 003 months
COMMENTS Originals in the Bureau of Administrative Services.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0913-173
TITLE Other Charges and Credits Files
DESCRIPTION Documents relating to monthly additions or deletions made to each agency's portion of the basic Southwestern Bell bill.
RETENTION 003 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0914-173
TITLE Request for Proposal File
DESCRIPTION Studies prepared by the telecommunications engineer regarding the design and installation of telephone systems for state agencies.
RETENTION See Comments
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0915-173
TITLE Request for Proposal File - Centrex System
DESCRIPTION Studies prepared by telecommunications staff members in the Centrex management section regarding the design and installation of telephone systems for state agencies in the Topeka area.
RETENTION See Comments
COMMENTS Retain while current plus 1 year after any installation has been completed and checked, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0916-173
TITLE Shared Data Circuit Billing Files
DESCRIPTION Documents related to billing state agencies for costs associated with the circuitry that ties outlying state agencies with the Capitol Complex area.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0917-173
TITLE Southwestern Bell Billing Ledger
DESCRIPTION Completed, pre-printed forms containing cost information drawn from bills received from Southwest Bell listed by agency and line numbers.
RETENTION 003 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0921-173
TITLE Telephone Billing Records
DESCRIPTION Monthly computer printout regarding errors in KANS-A-N billing that require correction.
RETENTION 006 fisc yrs
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0918-173
TITLE Telephone Billing Records
DESCRIPTION Copies of monthly computer printouts received from Southwestern Bell regarding line charges which provide a summary of the individual bills received by each agency.
RETENTION 003 months
COMMENTS Originals are in the Bureau of Administrative Services.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0919-173
TITLE Telephone Billing Records
DESCRIPTION Copies of telephone service requests sent to A T & T and Southwestern Bell to make changes in agency telephone systems.
RETENTION 005 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0920-173
TITLE Telephone Billing Records
DESCRIPTION Current fiscal year billing and work order records maintained to monitor telecommunications usage by state agencies.
RETENTION See Comments
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0922-173
TITLE Telephone Billing Records
DESCRIPTION Copies of records providing a monthly summary of KANS-A-N line charges consisting of computer printouts, DA forms, and 4" x 8" billing cards from Southwestern Bell and A T & T.
RETENTION 003 months
COMMENTS Originals are in the Bureau of Administrative Services.
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0923-173
TITLE Topographical, Aerial, Architectural Maps
DESCRIPTION Maps and drawings which are used to assist Telecommunications engineers with site and area planning.
RETENTION Permanent
COMMENTS
DISPOSITION Permanent
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0924-173
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 1994-01-13
K.A.R. NUMBER 53-2-099

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Director's Office

SERIES ID 0925-173
TITLE Correspondence - Policy Related
DESCRIPTION Correspondence file documenting interaction between the DISC director's office and persons and organizations inside and outside of DISC.
RETENTION 005 cldr yrs
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0926-173
TITLE Legislative Committee File - DISC Director
DESCRIPTION Records documenting the interaction between DISC legislation and research and legislative committees.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0927-173
TITLE Topical File - DISC Director
DESCRIPTION Files containing mainly reference material including correspondence between the director of DISC and associations, consultants, and other states.
RETENTION 003 fisc yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Information Resource Management

SERIES ID 0928-173
TITLE Agency Information Technology Plans
DESCRIPTION State agency-prepared plans regarding the agency's plans for subsequent fiscal year information technology.
RETENTION 002 cldr yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0929-173
TITLE Approval Letters
DESCRIPTION Records documenting requests from state agencies for equipment, software and hardware, and DISC approval on those requests.
RETENTION 005 fisc yrs
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging.
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0930-173
TITLE Audit Files - DISC
DESCRIPTION Files documenting electronic audits done by DISC of data processing center in the state in accordance with KSA 75-4708(c).
RETENTION See Comments
COMMENTS Retain audit reports and working papers until agency is audited by legislative post-audit or an outside auditor. Dispose of working papers, then send audit reports to the archives.
DISPOSITION See Comments
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0931-173
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 005 fisc yrs
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION Destroy
RESTRICTIONS None
APPROVED 1994-01-13
K.A.R. NUMBER 53-2-099

SERIES ID 0932-173
TITLE Information Resource Managers Agency Files
DESCRIPTION Files documenting interaction between Information Resource Managers and their assigned agencies.
RETENTION 004 fisc yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

SERIES ID 0933-173
TITLE Special Studies - DISC BIRM
DESCRIPTION Studies prepared by IRM's in response to legislative requests, security issues, etc. Some studies become important for the development of the master plan.
RETENTION 006 fisc yrs
COMMENTS
DISPOSITION Archives
RESTRICTIONS None
APPROVED 1986-07-31
K.A.R. NUMBER 53-2-067

New search

Kansas Records Retention Schedules

642 Schedule Entries Found:

Agency Number: 173-001Department of AdministrationOffice of the Secretary

Agency Number: 173-001Department of AdministrationOffice of the SecretaryADA Coordinator

Agency Number: 173-001Department of AdministrationOffice of the SecretaryAdministrative Hearings

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAccounting Control & Services Sect.Accounting Control Unit

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAccounting Control & Services Sect.Financial Reporting Unit

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAccounting Control & Services Sect.Fiscal Services Unit

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAccounting Control and Services

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAdministrationSetoff Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsAdministrative Services SectionMunicipal Services Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsCentral Accounting ServicesAppropriations/Master Lease Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsCentral Accounting ServicesAudit Services Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsCentral Accounting ServicesFinancial Integrity Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsCentral Accounting Services SectionAppropriations/Master Lease Purchase Program Team

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsCentral Services TeamFiscal Services Unit

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsDirector, Office of the

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsMunicipal Accounting SectionMunicipal Training Office

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsMunicipal Accounting SectionOffice Review Unit

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsPayroll

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsSystems and Procedures Section

Agency Number: 173-002Department of AdministrationDivision of Accounts and ReportsTransactions Unit

Agency Number: 173-003Department of AdministrationArchitectural Services Division

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionAdministration Section

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionArch./Eng./Interior Design Section

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionAttorney's Office

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionCapitol Complex/Space Mgmt. Section

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionConstruction Administration Section

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionDocuments Section

Agency Number: 173-003Department of AdministrationArchitectural Services DivisionPlanning & Management Section

Agency Number: 173-004Department of AdministrationDivision of Personnel Services

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesAgency Ser. & Planes Asst. Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesAgency Ser. & Planned Asst. Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesBenefits Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesCompensation and Benefits Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesDOA Personnel Office

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesDirector's Office

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesDivision of Personnel

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesHuman Resource Mgmt and Diversity

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesInformation Services

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesKIPPS Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesLearning Services & Orgz Wellness

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesLegal and Labor Relations Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesManagement Services Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesManagement Staff Services Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesProgram and Policy Development Sec.

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesRecruitment Section

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesState Self Insurance Fund

Agency Number: 173-004Department of AdministrationDivision of Personnel ServicesWorkforce Planning and Management

Agency Number: 173-005Department of AdministrationDivision of the Budget

Agency Number: 173-006Department of AdministrationFacilities ManagementBuilding and Grounds Services

Agency Number: 173-006Department of AdministrationFacilities ManagementCentral Mail Service

Agency Number: 173-006Department of AdministrationFacilities ManagementCentral Motor Pool

Agency Number: 173-008Department on AdministrationState Long Term Care Ombudsman

Agency Number: 173-009Department of AdministrationDivision of Printing

Agency Number: 173-010Department of AdministrationDivision of Purchases

Agency Number: 173-020Department of AdministrationInformation Systems & Communications

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsAccounting Tech. Support & Planning

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsBureau of Administrative Services

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsBureau of Information Services

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsBureau of Telecommunications

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsDirector's Office

Agency Number: 173-020Department of AdministrationInformation Systems & CommunicationsInformation Resource Management