Kansas Records Retention Schedules

44 Schedule Entries Found:

Agency Number: 247-001
Governmental Ethics Commission

SERIES ID	0001-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0002-247
TITLE	Audit Reports
DESCRIPTION	Reports of audits conducted by the agency on state employees or state officials to ensure compliance with governmental ethics statutes.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0003-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0004-247
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA form 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0005-247
TITLE	Campaign Receipts and Expenditures Reports
DESCRIPTION	Copies of receipts and expenditures reports filed by candidates, party committees and political committees as required by K.S.A 25-4142.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0006-247
TITLE	Campaign Statistical Reports
DESCRIPTION	Variety of reports detailing statistics compiled from the Receipts and Expenditures Reports.
RETENTION	See Comments
COMMENTS	Retain 2 election cycles, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0007-247
TITLE	Candidates Lists
DESCRIPTION	Lists compiled by the county clerks and used to compare with candidate filings to ensure the appropriate documentation has been completed.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0008-247
TITLE	City Candidates Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by all registered city candidates detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0009-247
TITLE	Clipping Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0010-247
TITLE	Complaint Files
DESCRIPTION	Documents relating to complaints filed against a state employee or state official regarding possible misconduct.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0011-247
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0012-247
TITLE	Correspondence - Policy Related
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 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0013-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0014-247
TITLE	County Candidates Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by all county candidates detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0015-247
TITLE	Democratic Central Committee and Women's Clubs Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by the Democratic Central Committee, Women's Clubs and State Parties detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0016-247
TITLE	District Candidates Receipts and Expenditure Report
DESCRIPTION	Copies of reports submitted by all district candidates detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0017-247
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0018-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0019-247
TITLE	Investigation Files
DESCRIPTION	Documents relating to commission investigations of possible violations by state officials or state employees of governmental ethics standards.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after investigation is resolved, transfer to the records center for 5 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0020-247
TITLE	Leases - Real Estate and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0021-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0022-247
TITLE	Lobbyist Registration Files
DESCRIPTION	Registration forms submitted annually by lobbyists as required by KSA 46-265 to ensure compliance with state governmental ethics statutes.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0023-247
TITLE	Lobbyists Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted six times per year by all registered lobbyists detailing all expenditures made during the reporting period as required by KSA 46-268, 269.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0024-247
TITLE	Local PACs Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by all Local PACs detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0025-247
TITLE	Minutes - Commission Meeting
DESCRIPTION	Proceedings of regular or special meetings of the Governmental Standards and Conduct Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0026-247
TITLE	Minutes - Executive Session
DESCRIPTION	Proceedings of the regular or special meetings of the Executive Board to review audits, complaints, and investigations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0027-247
TITLE	Opinion Log
DESCRIPTION	Log maintained as an index to locate when an opinion was issued, the requester and the opinion number.
RETENTION	See Comments
COMMENTS	Retain in conjunction with the Opinion Files
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0028-247
TITLE	Opinions File
DESCRIPTION	Documents relating to opinions issued by the Commission regarding state employees or state officers conduct.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0029-247
TITLE	PACs Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by all registered PACs detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0030-247
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listings of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0031-247
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0032-247
TITLE	Reader Files
DESCRIPTION	Chronological files containing copies of outgoing correspondence compiled and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0033-247
TITLE	Republican Central Committee and Women's Clubs Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by the Republican Central Committee, Women's Clubs and State Parties detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0034-247
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0035-247
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency financial status issued on daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0036-247
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 the originals maintained at Accounts and Reports. Replaces the old CASK reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0037-247
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to the originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0038-247
TITLE	Statewide Candidates Receipts and Expenditure Reports
DESCRIPTION	Copies of reports submitted by all statewide candidates detailing all expenditures made during the reporting period as required by KSA 25-4148.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then destroy. Secretary of State maintains the original records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0039-247
TITLE	Summary of Expenditures Reported by Registered Lobbyists
DESCRIPTION	Reports detailing lobbyists expenditures compiled from Receipts and Expenditure Reports and maintained for accountability purposes.
RETENTION	See Comments
COMMENTS	Retain in office 2 election cycles, transfer to the records center for 2 election cycles, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0040-247
TITLE	Technical Reference Files - Other States
DESCRIPTION	Material gathered from other states and retained for convenience of reference.
RETENTION	See Comments
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0041-247
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0042-247
TITLE	Tracking Logs
DESCRIPTION	Variety of logs compiled to track when candidates have filed the required documentation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0043-247
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0044-247
TITLE	Working Files - Office Manager
DESCRIPTION	Variety of documents relating to managing the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

New search