Kansas Records Retention Schedules

78 Schedule Entries Found:

Agency Number: 280-001
Kansas Highway Patrol

SERIES ID	0004-280
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 Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0001-280
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0010-280
TITLE	Background Investigation Manuals
DESCRIPTION	Original copies of formal explanations of agency background investigation policies and procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0011-280
TITLE	Batch Transmittal Forms
DESCRIPTION	Completed forms used to transmit documents for mass computer input - includes both DA form 199 and/or equivalent internal documents.
RETENTION	See Comments
COMMENTS	Retain in conjunction with transmitted documents, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0016-280
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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0079-280
TITLE	Employee Background Investigations
DESCRIPTION	Documents relating to background investigations conducted on hired employees which is a hiring requirement.
RETENTION	050 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0030-280
TITLE	Grant Files - Funded
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 in office 2 years, transfer to the records center for 3 years, then transfer original applications and annual and final performance reports to the archives, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0031-280
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152-Checkbook Record--Imprest Fund.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0036-280
TITLE	Motor Carrier Inspection Station Audit Report
DESCRIPTION	Report filed by each motor carrier inspection station listing the number of permits sold and maintained for accountability purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0038-280
TITLE	Motor Carrier Inspection Stations Central Cash Deposit Permit Report
DESCRIPTION	Report documenting the permit fees collected by each motor carrier inspection station to be transferred to the Department of Revenue.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Department of Revenue maintains the original record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0039-280
TITLE	Motor Fuel and Oil Tickets
DESCRIPTION	Copies of fuel and oil transactions made by the troopers for their vehicles.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Department of Administration maintains the original record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0040-280
TITLE	Motor Vehicle Inspections
DESCRIPTION	Statistical printout relating to the percentage and type of work performed by the inspection division.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0041-280
TITLE	Notices to Appear
DESCRIPTION	Copies of tickets issued to individuals for traffic violations.
RETENTION	See Comments
COMMENTS	Retain individual documents until data is entered into computer database, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0050-280
TITLE	Pension Files
DESCRIPTION	Documents relating to the administration of the pension fund prior to the agency's enrollment in KPERS.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0055-280
TITLE	Promotion Assessment Files
DESCRIPTION	Documents relating to the examinations and assessments of officers for promotions.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0057-280
TITLE	Reconciliation of Change Form
DESCRIPTION	Internal form used to reconcile any discrepancies in the accounting procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0063-280
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8181, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0064-280
TITLE	STARS Reports: Monthly 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: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0065-280
TITLE	STARS Reports: Yearly 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: DAFR8290, DAFR8101, DAFR7680, DAFR8120, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0069-280
TITLE	Time and Activity Reports - Captains and Lieutenants
DESCRIPTION	Statistical printouts of the time distribution of captains and lieutenants which are broken down into the various activities and compiled monthly and year to date.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0070-280
TITLE	Time and Activity Reports - Divisions
DESCRIPTION	Statistical printouts of the time distribution of individual troopers in each division which are broken down into the various activities and compiled monthly and year to date.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0071-280
TITLE	Time and Activity Reports - Special Assignments
DESCRIPTION	Statistical printouts of the time distribution of troopers on special assignments which are broken down by the various activities and compiled monthly and year to date.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, transfer to the records center for 3 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0072-280
TITLE	Time and Activity Reports - Statewide
DESCRIPTION	Statistical printouts of the time distribution of troopers by all the divisions which are broken down into the various activities and compiled monthly and year to date.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0073-280
TITLE	Vehicle Inspection Number (VIN) Forms
DESCRIPTION	Form completed by an applicant to verify that the vehicle has not been stolen, altered, or modified as required before registration.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Department of Revenue maintains the original record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0074-280
TITLE	Vehicle Inspection Number (VIN) Receipts and Reports
DESCRIPTION	Daily report logging in the amount received for the Vehicle Inspection Number (VIN) permits and maintained for accountability purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0075-280
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0076-280
TITLE	Verification Identification Number Files
DESCRIPTION	Forms relating to the verification of vehicle titles by either the troopers or their designees to ensure that the proper fees have been paid and the vehicle is not stolen.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0078-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0077-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

Agency Number: 280-001
Kansas Highway Patrol
Field Operations, West
Motor Carrier Inspection

SERIES ID	0014-280
TITLE	Combined Permit Order Forms (MCS-13)
DESCRIPTION	Forms used to order combined permits from the Department of Revenue, Motor Carrier Services that document the sequence and total number of permits issued to inspection stations and the date received.
RETENTION	See Comments
COMMENTS	Retain original in Headquarters Office for 3 fiscal years, then destroy. Retain duplicate at motor carrier inspection station for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0015-280
TITLE	Combined Permits (MCS-5)
DESCRIPTION	Documents sold by motor vehicle inspection stations on behalf of the Department of Revenue to drivers who lack one or more of several permits required to operate a motor carrier in the state.
RETENTION	See Comments
COMMENTS	Retain original at Bookkeeping, Troop M Headquarters for 1 fisc. yr., transfer to records center for 2 fisc. yrs., then destroy. Retain copy at inspection station until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0035-280
TITLE	Motor Carrier Inspection Registers
DESCRIPTION	Daily registers that summarize the number of combined and oversize/overweight permits sold and the amount of money collected by motor carrier inspection stations.
RETENTION	See Comments
COMMENTS	Retain original at Bookkeeping, Troop M Headquarters for three fiscal years, then destroy. Retain duplicate at motor carrier inspection station until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0037-280
TITLE	Motor Carrier Inspection Station Monthly Reviews
DESCRIPTION	Reports containing monthly permit inventory control and accounting data including the number of permits sold, the number and sequence of blank permits on hand, and cash collected and deposited.
RETENTION	See Comments
COMMENTS	Retain original at Headquarters Office for 3 fiscal years, then destroy. Retain duplicates at motor carrier inspection station and with reviewer for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0042-280
TITLE	Official Clearance Certificates (MVE-18)
DESCRIPTION	Form issued by motor carrier inspection stations certifying that a motor carrier driver possesses all permits necessary for movement through the state and that no purchase of permits is required.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0043-280
TITLE	Oversize/Overweight Permit Order Forms
DESCRIPTION	Forms used to order blank oversize/overweight permits from the Department of Transportation, Special Permit Section.
RETENTION	See Comments
COMMENTS	Retain one copy at Troop M Headquarters for 3 fiscal years, then destroy. Retain a duplicate at motor carrier inspection station for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0044-280
TITLE	Oversize/Overweight Permit Verification and Acceptance Forms
DESCRIPTION	Department of Transportation, Special Permit Section form created to document the number and sequence of oversize/overweight permits issued to motor carrier inspection stations and the date received.
RETENTION	See Comments
COMMENTS	Retain copy at Troop M Headquarters for 3 fiscal years, then destroy. Retain duplicate at motor carrier inspection station for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0045-280
TITLE	Oversize/Overweight Permits
DESCRIPTION	Permits sold by motor carrier inspection stations on behalf of the Department of Transportation authorizing vehicles or loads exceeding legal size and weight limitations to move within the state.
RETENTION	See Comments
COMMENTS	Retain copy at Bookkeeping, Troop M Headquarters for 1 fiscal year, transfer to records center for 2 fiscal years, then destroy. Retain copy at inspection station for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 280-001
Kansas Highway Patrol
Personnel Division

SERIES ID	0023-280
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 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0025-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0026-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0027-280
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0028-280
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0033-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0046-280
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-19A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deduction Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0047-280
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollment, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0048-280
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0049-280
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	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0068-280
TITLE	Subject Files
DESCRIPTION	A wide variety of documents relating to the operation of the personnel division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

Agency Number: 280-001
Kansas Highway Patrol
Professional Standards Unit

SERIES ID	0020-280
TITLE	Employee Conduct Complaint Investigation Files
DESCRIPTION	Variety of documents relating to internal investigations of complaints levied against Highway Patrol employees that can result in discipline of the employee.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years, transfer to the records center for 25 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3),(4),(5),(10),(11),(14) & (25)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0021-280
TITLE	Employee Conduct Complaint Investigation Files Database
DESCRIPTION	IBM AS400 based database containing summary data on Employee Conduct Complaint Investigation Files maintained as an index to the records: case no., name, case classification, disposition, discipline.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(3),(4),(5),(10),(11),(14), & (25)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

Agency Number: 280-001
Kansas Highway Patrol
Records Management

SERIES ID	0002-280
TITLE	Abandoned Vehicle Reports
DESCRIPTION	Reports prepared by officers describing abandoned vehicles on state highways that required towing services.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0003-280
TITLE	Accident Reports
DESCRIPTION	Reports prepared by investigating officers describing the circumstances of motor vehicle accidents that occurred on state highways.
RETENTION	011 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0005-280
TITLE	Administrative Files
DESCRIPTION	Correspondence, reports, and other documents relating to the functions, activities, and interests of the agency.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years, then use the annotated general file directory to destroy or transfer to the archives as indicated. Inform the archives of any revisions to the general file directory.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0006-280
TITLE	Alcohol/Drug Influence Reports
DESCRIPTION	Reports and test results submitted by officers describing the circumstances of arrests of individuals suspected of driving under the influence of alcohol or drugs.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)(11)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0007-280
TITLE	Arrest Investigation Files
DESCRIPTION	Arrest reports and supporting documents prepared by officers that describe the circumstances of an arrest.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)(11)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0008-280
TITLE	Arrest Investigation Files - Drug Cases
DESCRIPTION	Arrest reports and supporting documents prepared by officers describing the circumstances of arrests made in cases allegedly involving illegal drugs.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives. Series no longer filed separately from "Arrest Investigation Files."
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)(11)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0009-280
TITLE	Auto Theft Arrest Reports
DESCRIPTION	Reports prepared by officers describing the circumstances of arrests made in cases involving an alleged auto theft.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the records center for 10 calendar years after arrest date, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)(11)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0012-280
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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0013-280
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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0017-280
TITLE	Critical Highway Accident Reconstruction Reports
DESCRIPTION	Documents compiled by Critical Highway Accident Reconstruction Teams during investigations of the causes of selected motor vehicle accidents.
RETENTION	011 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0018-280
TITLE	Disaster Reports
DESCRIPTION	Reports submitted by officers describing the Highway Patrol's response to disasters occurring on state highways.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0019-280
TITLE	Emergency Medical Services Records
DESCRIPTION	Variety of documents relating to the Emergency Medical Services Board which regulates emergency medical technicians and ambulance services statewide.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0022-280
TITLE	Employee Newsletters
DESCRIPTION	Internal newsletter published for Highway Patrol employees that reports on agency activities.
RETENTION	005 cldr yrs
COMMENTS	Retain 5 calendar years, then transfer two copies (if available) to the state archives, destroy the remainder. a.k.a. Bulletins
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0024-280
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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0034-280
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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0051-280
TITLE	Photo Lab Report
DESCRIPTION	Log containing information on requests for duplicates of Highway Patrol photographs of motor vehicle accidents: name of requestor, driver information, type of photo duplication.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0052-280
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films, and videotapes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0053-280
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in 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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0054-280
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0080-280
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	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0056-280
TITLE	Read Files
DESCRIPTION	Chronologically arranged copies of outgoing correspondence maintained for convenience of reference.
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	0058-280
TITLE	Records Check Files
DESCRIPTION	Documents relating to requests by external law enforcement agencies for searches of Highway Patrol records for criminal history data.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0059-280
TITLE	Request for Access to Records
DESCRIPTION	Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0060-280
TITLE	Safety Responsibility Department Summaries
DESCRIPTION	Statistical report listing the number of license plates and drivers licenses confiscated by Highway Patrol officers.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0061-280
TITLE	Services Rendered Reports
DESCRIPTION	Statistical printouts listing the numbers and types of service rendered to the public by highway patrol officers in each division and compiled monthly and year to date.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

SERIES ID	0062-280
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0066-280
TITLE	Statistical Reports
DESCRIPTION	Variety of statistical reports generated to document the activities of the agency.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

Agency Number: 280-001
Kansas Highway Patrol
Support Services

SERIES ID	0067-280
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the interests and activities of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

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