Kansas Records Retention Schedules
| Agency: | Board of Mortuary Arts. |
41 Schedule Entries Found:
Agency Number: 204-001
Board of Mortuary Arts
| SERIES ID | 0001-204 | | TITLE | Apprentice Files | | DESCRIPTION | Applications and supporting documentation on participants in a required pre-licensure 1 year embalmers apprenticeship served at a funeral home after completing academic training and passing the exam. | | RETENTION | See Comments | | COMMENTS | Transfer to individual embalmer's license application file after completion of apprenticeship. If apprenticeship not completed retain 6 calendar years, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1)(9) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0002-204 | | TITLE | Assistant Funeral Directors' Cards | | DESCRIPTION | Kardex cards containing the name, address, license issuance date, and license renewal information for licensed assistant funeral directors as required by KSA 65-1711. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0003-204 | | TITLE | Assistant Funeral Directors' License Application Files | | DESCRIPTION | Applications and correspondence relating to the issuance of assistant funeral directors' licenses. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | KSA (a)(1)(6)(9), 5 USC Sec. 522a | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0004-204 | | 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 | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0005-204 | | TITLE | Complaint Files | | DESCRIPTION | Variety of documents relating to investigations of complaints filed against funeral directors, assistant funeral directors, or embalmers and to actions taken by the board in response to complaints. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after investigation is closed, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0006-204 | | TITLE | Complaint Files - Director's Office | | DESCRIPTION | Convenience copies of selected portions of complaint files retained to facilitate responses to public requests for information. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0007-204 | | TITLE | Continuing Education Programs Files | | DESCRIPTION | Variety of documents related to continuing education programs for mortuary arts professionals sponsored by colleges, universities, state associations and private organizations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer files for Kansas schools to the archives, destroy the remainder. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0008-204 | | TITLE | Continuing Education Requirements Files | | DESCRIPTION | Documents related to licensees fulfillment of continuing education requirements including receipts for continuing education courses and license renewal notices. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0009-204 | | TITLE | Correspondence - Policy Related | | DESCRIPTION | Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. | | RETENTION | 005 cldr yrs | | COMMENTS | Retain in office 5 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0010-204 | | TITLE | Embalmers' Cards | | DESCRIPTION | Kardex cards containing the name, address, license number, date of issuance and license renewal information for licensed embalmers as required by KSA 65-1711. | | RETENTION | See Comments | | COMMENTS | Retain no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0011-204 | | TITLE | Embalmers' License Application Files | | DESCRIPTION | Applications and supporting documentation relating to the issuance of embalmers' licenses including transcripts, examinations, applications, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(1)(9) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0012-204 | | TITLE | Embalmers' Transcripts | | DESCRIPTION | College transcripts and certificates that have been removed from inactive embalmers' license files and retained for reference purposes. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0013-204 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. | | RETENTION | See Comments | | COMMENTS | Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0014-204 | | TITLE | Employee Personnel Files - Board Members | | DESCRIPTION | Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. | | RETENTION | See Comments | | COMMENTS | Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0015-204 | | 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 | 0016-204 | | TITLE | Funeral Directors' Cards | | DESCRIPTION | Kardex cards containing the name, address, license date, and license renewal information for licensed funeral directors as required by KSA 65-1711. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0017-204 | | TITLE | Funeral Directors' License Application Files | | DESCRIPTION | Applications and supporting documentation relating to the issuance of funeral directors' licenses including examinations, transcripts, applications, receipts, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | KSA (a)(1)(6)(9), 5 USC Sec. 522a | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0018-204 | | TITLE | Funeral Establishment Cards | | DESCRIPTION | Index cards containing summary data on all licensed mortuary arts establishments maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Obsolete series. Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0019-204 | | TITLE | Funeral Establishment License Application Files | | DESCRIPTION | Applications submitted biennially by mortuary arts establishments to obtain or renew a license to do business in the state. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0020-204 | | TITLE | Funeral Establishment License Renewal Cards | | DESCRIPTION | Kardex cards containing establishment license renewal data for mortuary arts establishments. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0021-204 | | TITLE | Inactive Practioners Applications | | DESCRIPTION | Applications submitted by licensees who will not be practicing in Kansas but who do not want to allow their license to lapse. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0022-204 | | TITLE | Inspection Report Summaries | | DESCRIPTION | Summary listings of mortuary arts establishments inspected in each county during the fiscal year. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0023-204 | | TITLE | Inspection Reports | | DESCRIPTION | Reports on inspections of mortuary arts establishments conducted twice a year to monitor compliance with licensing laws and board policies and procedures. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0024-204 | | TITLE | Inventory Records - Expendable Property | | DESCRIPTION | Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0025-204 | | 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 | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0026-204 | | TITLE | License Log | | DESCRIPTION | Log containing names, license numbers, and date of license issuance of licensed funeral directors, assistant funeral directors, and embalmers compiled and maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0027-204 | | TITLE | Minutes | | DESCRIPTION | Proceedings of regular or special meeting of the board. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0028-204 | | TITLE | Pre-registered Mortuary Arts Student Files | | DESCRIPTION | Documents relating to students enrolled in a mortuary arts school who intend to graduate, take the appropriate examination, serve an apprenticeship, and obtain a license. | | RETENTION | See Comments | | COMMENTS | Transfer documents to individual apprentice file at beginning of apprenticeship and retain accordingly. If mortuary arts program is not completed retain for 6 calendar years, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0029-204 | | TITLE | Prearranged Funeral Agreements Cards | | DESCRIPTION | Summary of prearranged funeral agreements for each mortuary arts establishment maintained for reference purposes. | | RETENTION | See Comments | | COMMENTS | Obsolete series. Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0030-204 | | TITLE | Prearranged Funeral Agreements Files | | DESCRIPTION | Reports submitted biennially by funeral homes listing all prearranged funeral agreements, which are funds deposited in an account prior to death to cover funeral expenses, as required by KSA 16-301. | | RETENTION | See Comments | | COMMENTS | Retain until superseded and no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0031-204 | | TITLE | Purchasing Records | | DESCRIPTION | Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0032-204 | | TITLE | Receipts Records - Cash | | DESCRIPTION | Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0034-204 | | TITLE | Registered Student Files - Pending Apprenticeship | | DESCRIPTION | Documents relating to students who have completed all requirements for a mortuary arts license but have not performed an apprenticeship. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0035-204 | | TITLE | Rules and Regulations Files | | DESCRIPTION | Variety of documents related to proposed changes in the administrative regulations pertaining to the board. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0036-204 | | TITLE | STARS Reports: Daily Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR, DAFR8210, DAFR8420, DAFR8101, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0037-204 | | TITLE | STARS Reports: Monthly Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0038-204 | | TITLE | Summary Apprentice Quarterly Reports | | DESCRIPTION | Quarterly reports to the board summarizing the progress of apprentice embalmers. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0039-204 | | TITLE | Suspended Licensees List | | DESCRIPTION | Lists of licensees suspended for non-payment of fees along with the individual reminder notices. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0033-204 | | 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 | Obsolete series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0040-204 | | TITLE | Vehicle Operation Records | | DESCRIPTION | Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 |
| SERIES ID | 0041-204 | | 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 | 1993-04-15 | | K.A.R. NUMBER | 53-2-096 | New search
|
