Kansas Records Retention Schedules

31 Schedule Entries Found:

Agency Number: 175-001
Kansas Housing Resources Corporation
Administration

Formerly Department of Commerce and Housing, Division of Housing.

SERIES ID	0001-175
TITLE	Emergency Repair Program (ERP) Files
DESCRIPTION	Documents including applications, correspondence, pictures, bids, fiscal information, and vouchers.
RETENTION	See Comments
COMMENTS	Retain 2 years in office, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0034-175
TITLE	Financial Statements
DESCRIPTION	Quarterly and annual financial statements, adjusting entries and workpapers.
RETENTION	008 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0002-175
TITLE	Financing Adjusting Factor (FAF) Loan Files
DESCRIPTION	Documents including correspondence, agreements, payment vouchers, and financial data.
RETENTION	See Comments
COMMENTS	Retain 25 years in office, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0003-175
TITLE	Grant Files - Emergency Shelter Grant Program
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, & annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0004-175
TITLE	Grant Files - Rental Rehabilitation Program
DESCRIPTION	Variety of documents dealing with applications for federally funded grants and the implementation of those awarded.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0006-175
TITLE	Interim Development Loan Files
DESCRIPTION	Documents including correspondence, agreements, payment vouchers, and financial data.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0007-175
TITLE	Kansas Accessibility Modification Program (KAMP) Files
DESCRIPTION	Documents including checklists, applications, correspondence, pictures, bids, fiscal information, and vouchers.
RETENTION	See Comments
COMMENTS	Retain 2 years in office, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0008-175
TITLE	Minutes - Governor's Commission on Housing
DESCRIPTION	Proceedings of regular or special meetings of the committee.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0009-175
TITLE	Program Histories
DESCRIPTION	Original documents and/or written descriptions describing or relating to the nature and history of a given program.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0010-175
TITLE	State Housing Trust Fund Notice of Fund Availability (NOFA) Files
DESCRIPTION	Documents including correspondence, agreements, payment vouchers, and financial data.
RETENTION	020 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0035-175
TITLE	Vouchers - Payment
DESCRIPTION	Vouchers used to order and pay for goods and services including DA forms 100 thru 109, and DA-120.
RETENTION	008 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy. Supersedes the general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0036-175
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	008 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy. Supersedes the general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 175-002
Kansas Housing Resources Corporation
Homeownership

SERIES ID	0012-175
TITLE	Cost Analysis Program Files
DESCRIPTION	Documents related to funded individuals including checklist, applications, income and asset verification, project setup report, home inspections and reports, lead-based paint notice, appraisal, purchase contract, affidavits, Housing and Urban Development (HUD) statements, mortgage, project completion report, etc.
RETENTION	See Comments
COMMENTS	Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	HUD regulations; 24 CFR part 92.508
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0013-175
TITLE	First Time Homebuyer Grantee Files
DESCRIPTION	Documents related to funded individuals including checklist, applications, income and asset verification, project setup report, home inspections and reports, lead-based paint notice, appraisal, purchase contract, affidavits, Housing and Urban Development (HUD) statements, mortgage, project completion report, etc.
RETENTION	See Comments
COMMENTS	Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	HUD regulations; 24 CFR part 92.508
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-002
Kansas Housing Resources Corporation
Homeownership
Homeowner Rehabilitation

SERIES ID	0014-175
TITLE	Homeowner Rehabilitation Grantee Files
DESCRIPTION	Documents including award letters, state grantee contracts and amendments, federal compliance reports, applications, quarterly reports, monitoring reviews, correspondence, photographs and diagrams, income demographics, work descriptions, payments, and code and inspection compliance reports.
RETENTION	See Comments
COMMENTS	Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	HUD regulations; 24 CFR part 92.508
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services

SERIES ID	0015-175
TITLE	Grant Files - Emergency Shelter Grant Program
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Community Services Block Grant (CSBG)

SERIES ID	0016-175
TITLE	Community Services Block Grant (CSBG) Program Files
DESCRIPTION	Documents including original signed grant and application, notice of awards, payments, monthly and quarterly reports, correspondence, audits and monitoring reports.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	45-221(a)(30)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Emergency Shelter Grant (ESG)

SERIES ID	0017-175
TITLE	Emergency Shelter Grant (ESG) Program Files
DESCRIPTION	Documents including grant agency check list, original signed grant award, correspondence, performance reports, payments, reimbursement request and submitted Continuum of Care applications.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	45-221(a)(30)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Weatherization

SERIES ID	0018-175
TITLE	Weatherization Program Files
DESCRIPTION	Documents including original signed grant, monthly status reports, monthly financial reports, payments to grantees, and correspondence for all Department of Energy (DOE) and Low Income Energy Assistance Program (LIEAP) grants.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	45-221(a)(30)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management

SERIES ID	0037-175
TITLE	Section 8 Project Files
DESCRIPTION	Contract administration files for HUD Section 8 properties. Information contained in the files includes project information, Management and Occupancy Reviews (MORs), Affirmative Fair Housing Marketing Plans, tenant file reviews, physical inspections, management statements, rent schedules, budget worksheets, special claims, Reserve for Replacements (RERs), vacancy notices, Housing Assistance Payment (HAP) Vouchers, original budget requisitions, and budget requisition revisions.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the project, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(30); 5 USC 552a
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management
Asset Management Unit
Section 8 Housing

SERIES ID	0022-175
TITLE	Special Claims Files
DESCRIPTION	Documents relating to claims filed against HUD, through KHRC, by organizations, companies, individual, or tenants regarding the rehabilitation of housing properties. Information in the files can include but are not limited to: claim form, memorandums, correspondence, project summary, and cost specifications.
RETENTION	See Comments
COMMENTS	Retain 5 years after resolution, then destroy by shredding.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(30)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management
Financial

SERIES ID	0023-175
TITLE	Contract Renewal Records
DESCRIPTION	Documents detailing property contract renewals.
RETENTION	See Comments
COMMENTS	Retain 3 years in office, then transfer to the state records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(30); 5 USC 552a
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0024-175
TITLE	Rent Adjustment Records
DESCRIPTION	Documents detailing property rent adjustments.
RETENTION	See Comments
COMMENTS	Retain 3 years active in office, then transfer to the state records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(30); 5 USC 552a
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing

SERIES ID	0033-175
TITLE	Community Housing Development Organization (CHDO) Files
DESCRIPTION	Files including certification, allocations, and backup documentation.
RETENTION	26 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	24 CFR 92.508
APPROVED	2005-10-13
K.A.R. NUMBER	53-2-144

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Housing Tax Credit

SERIES ID	0025-175
TITLE	Tax Credit Compliance Files
DESCRIPTION	Documents including management records, tax records, complaints, agreements, waivers, requests, 8609 and 8823 forms, procedures contractual documents and covenants.
RETENTION	See Comments
COMMENTS	Retain 3 years in office, then transfer to the state records center for 27 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0026-175
TITLE	Tax Credit Records
DESCRIPTION	Documents including developmental or architectural plans, applications, Restricted Use Covenants (RUCs), rents, financial records.
RETENTION	See Comments
COMMENTS	Retain 15 years in office, then transfer to the state records center for 15 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Private Activity Bonds

SERIES ID	0027-175
TITLE	Tax Exempt Bond Financing
DESCRIPTION	Documents including tax records, bond records, developmental and architectural plans, financial records, Restricted Use Covenants (RUCs), agreements and applications.
RETENTION	See Comments
COMMENTS	Retain 15 years in office, then transfer to the state records center for 15 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Rental Housing Development
Tenant-Based Rental Assistance (TBRA)

SERIES ID	0028-175
TITLE	HUD Project Set-up Files
DESCRIPTION	Files relating to HUD projects which received funding through KDOCH. Documents included in the files are: application summary, award letters, grant agreement, correspondence, Set-up Reports, signature forms, Request for Release of Funds (RROF), Categorical Exclusion Status Statement, and Affidavits of Publication.
RETENTION	See Comments
COMMENTS	Retain 5 years after the completion of the project, transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-140

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Rental Housing Enhancement Fund (RHEF)

SERIES ID	0030-175
TITLE	Rental Housing Enhancement Fund Records
DESCRIPTION	Documents including loan or grant records and financial records of developers.
RETENTION	See Comments
COMMENTS	Retain 15 years in office, then transfer to the state records center for 15 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Tenant Based Rental Assistance (TBRA)

SERIES ID	0031-175
TITLE	Federal Deposit Insurance Corporation (FDIC) Files
DESCRIPTION	Documents including monthly and annual reports from FDIC, copies of financial documents, correspondence, and annual compliance reports from property owners.
RETENTION	See Comments
COMMENTS	Retain 3 years in office, then transfer to the state records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0032-175
TITLE	Housing and Urban Development (HUD) Home Tenant Based Rental Assistance (TBRA) Files
DESCRIPTION	Documents including grant award, tenant setup records, signature forms, correspondence and income verification.
RETENTION	See Comments
COMMENTS	Retain 5 years after end of program then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

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