Kansas Records Retention Schedules

252 Schedule Entries Found:

Agency Number: 288-001
Kansas State Historical Society
Administration Division

SERIES ID	0403-288
TITLE	Admission Records
DESCRIPTION	Records and reports relating to attendance and receipts of admission fees collected at historic sites and the Kansas Museum of History.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0405-288
TITLE	Dock and After Hours Admittance Log
DESCRIPTION	Logs maintained to monitor entry and departure of non-staff at any time and staff outside of regular working hours.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0043-288
TITLE	Internship Applications
DESCRIPTION	Applications and supporting documentation relating to individuals interested in participating in an internship program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0005-288
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COMMENTS	Retain until superseded by new inventory, plus 3 fiscal years, then destroy. Maintain electronic version only as useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0406-288
TITLE	K-Tag Sign-Out Log
DESCRIPTION	Form signed by agency staff to use a Kansas Turnpike Authority K-Tag for vehicle travel.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0009-288
TITLE	Orders and Invoices for Sales of Society Goods and Services
DESCRIPTION	Documents regarding orders for goods and services from the agency (publications, photocopies, photographs, etc.) and billings thereof.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0026-288
TITLE	Payroll Worksheets
DESCRIPTION	Ledger-style record of payroll funds budgeted and expended - used to manage payroll budget.
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	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0040-288
TITLE	Purchase Order Vouchers and Continuation Sheets
DESCRIPTION	Computer generated agency purchase order voucher and continuation sheet (replaced DA forms 103 and 103A) used to order goods and services.
RETENTION	See Comments
COMMENTS	Retain hard copy 3 fiscal years, then destroy. Retain electronic format copy until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0044-288
TITLE	Security Logs
DESCRIPTION	Logs maintained to monitor entry and departure of staff after regular working hours.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0030-288
TITLE	Subject Files - Business Office
DESCRIPTION	Miscellaneous routine working files of the Administrative Division's business office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0031-288
TITLE	Travel Vouchers - General Expense
DESCRIPTION	Copies DA forms 121 used for reimbursement of employees travel expenses.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0032-288
TITLE	Travel Vouchers - Privately Owned Vehicle
DESCRIPTION	Copies of DA forms 123 used for reimbursement of employees' travel expenses related to use of privately owned vehicles.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0407-288
TITLE	Vehicle Sign-Out Log
DESCRIPTION	Forms used by agency staff to reserve a vehicle for travel.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

Agency Number: 288-002
Kansas State Historical Society
Library and Archives Division

SERIES ID	0118-288
TITLE	Accession Log
DESCRIPTION	Log listing the daily accession of records transferred to the state records center from other state agencies.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0066-288
TITLE	Accession Registers
DESCRIPTION	Register of all materials accessioned into department collections - used to assign accession numbers: donor name, address, brief description of donation, accession number. Includes all divisions.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0082-288
TITLE	Accessions File
DESCRIPTION	Documents relating to the transfer of custody of records from state agencies to the state archives.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0105-288
TITLE	Agency Surveys and Inventories Files
DESCRIPTION	Documents related to records surveys conducted in the field with inventories compiled by the records management staff as part of the process of appraising and scheduling records.
RETENTION	Permanent
COMMENTS	May require some purging of drafts
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0152-288
TITLE	Book Purchase Files
DESCRIPTION	Purchase orders, correspondence, etc. relating to purchasing books from vendors.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0383288
TITLE	Borrowing Agreement Form
DESCRIPTION	Form completed by staff describing the type of material loaned to borrowing institutions.
RETENTION	See Comments
COMMENTS	Retain until material is returned and verified, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0045-288
TITLE	Call Slips
DESCRIPTION	Forms completed by research patrons and staff members to request in the retrieval of materials from the holdings.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 8 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0381288
TITLE	Census Index Proofreading Report
DESCRIPTION	Computer printout generated which details census data input by volunteers and used to proofread their work for accuracy.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0138-288
TITLE	Census Index Slips
DESCRIPTION	Index slips completed by staff and volunteers and maintained for ready access to the Kansas census volumes.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy hard copy immediately, retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0451-288
TITLE	Correspondence - Reference
DESCRIPTION	Correspondence with research patrons regarding a wide range of historical topics.
RETENTION	2 fiscal years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a) (7) (8) (14) (23)
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0053-288
TITLE	Deaccessioning Files
DESCRIPTION	Documents relating to the process of deaccessioning material from the Society's holdings including correspondence, lists of material to be reviewed, deaccessioning committee ballots, etc.
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	0070-288
TITLE	Donor Cards
DESCRIPTION	Documents of accessions of materials into the collections - maintained on 4x5 cards - includes donor name and address, date of accession, and brief description of donation. Includes all sections.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0055-288
TITLE	Donor Cards
DESCRIPTION	Records of donations made to the library.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0071-288
TITLE	Donor Files
DESCRIPTION	Documents recording accessions of materials into the collections: declarations of gift, transfer forms, correspondence, worksheets, and other supporting materials. Includes all sections.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0056-288
TITLE	Donor Lists
DESCRIPTION	Accession register listing donors of materials, dates of donations, and simple descriptions of materials donated.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0088-288
TITLE	Finding Aids for Archives Holdings
DESCRIPTION	Inventories, box content lists, and other finding aids created for use in providing access to the information in the archives holdings.
RETENTION	Permanent
COMMENTS	Retain permanently or until revised.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0052-288
TITLE	Holdings Price Files
DESCRIPTION	Reference files used to answer questions from patrons regarding the monetary value of portions of the holdings.
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	0050-288
TITLE	Incident Reports
DESCRIPTION	Copies of forms completed by staff regarding unauthorized access to the collections, disruptive behavior, environmental problems, etc. and maintained for convenience of reference.
RETENTION	010 fisc yrs
COMMENTS	Originals remain with security director or maintenance director.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0142-288
TITLE	Interlibrary Loan Request Forms
DESCRIPTION	Form completed by institutions requesting microfilm through the interlibrary loan services.
RETENTION	See Comments
COMMENTS	Retain form until microfilm is returned, then destroy. Retain electronic copy 1 calendar year, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0076-288
TITLE	Laboratory Number Books
DESCRIPTION	Log used to assign laboratory numbers to rolls of microfilm for identification and retrieval from off-site storage.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0092-288
TITLE	Land Survey Database
DESCRIPTION	Database containing information about land survey reference reports filed by surveyors.
RETENTION	Permanent
COMMENTS	Update and edit when needed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0093-288
TITLE	Land Survey Reference Reports
DESCRIPTION	Reports describing the locations of section corners filed by all surveyors in Kansas by KSA 58-2001 in order to expedite future efforts to locate the corners.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0051-288
TITLE	Library Acknowledgments - Yearly
DESCRIPTION	Incoming and outgoing correspondence regarding material donated to the library.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(7)(14)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0057-288
TITLE	Loan File Circulation Records
DESCRIPTION	Records used in the control of circulating materials which have been loaned.
RETENTION	See Comments
COMMENTS	Retain individual cards until loaned material is returned plus two years, then destroy. Retain cards for unreturned materials until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0136-288
TITLE	Loan Register
DESCRIPTION	Log listing the types of records and materials loaned to an unknown individual and the date returned to the Historical Society.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-10-12
K.A.R. NUMBER	53-2-106

SERIES ID	0094-288
TITLE	Local Records Disposal and Accession Files
DESCRIPTION	Documents related to the reviews by the archives staff of records disposition by local government and court officials and transfers of such records to the state archives.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0095-288
TITLE	Local Records Survey Project Files
DESCRIPTION	Variety of documents pertaining to the Local Government Records Survey Project conducted by the state archives and used as the basis for the Local Government Records Manual.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0096-288
TITLE	Log Databases
DESCRIPTION	Databases used to keep track of files which have been requested by state agencies and returned to them if found - also whether returned to the state archives.
RETENTION	See Comments
COMMENTS	Update and edit as necessary and delete when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0075-288
TITLE	Microfilm Camera Books
DESCRIPTION	Records documenting all work performed on individual microfilm cameras: roll numbers, number of exposures, reduction ratios used, roll contents identification, and remarks.
RETENTION	See Comments
COMMENTS	Retain for life of equipment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0143-288
TITLE	Microfilm Inspection Logs
DESCRIPTION	Logs maintained to monitor any defects or problems with the microfilm produced by the lab.
RETENTION	Permanent
COMMENTS	Applies to paper copies only. Microfilm Camera Database will be included on the Agency Electronic Recordkeeping Plan
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0090-288
TITLE	Microfilming Project Files - Genealogical Society of Utah
DESCRIPTION	Variety of documents relating to the Genealogical Society of Utah's project to microfilm local records in conjunction with the state archives.
RETENTION	Permanent
COMMENTS	May require some purging.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0097-288
TITLE	Needs Assessment Project Files
DESCRIPTION	Questionnaires and other documents related to a grant-funded project involving assessment of the archival needs of Kansas.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0132-288
TITLE	Newspaper Accession Registers
DESCRIPTION	Registers recording information on all the newspapers accessioned into the collection.
RETENTION	See Comments
COMMENTS	Retain until noncurrent, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-10-12
K.A.R. NUMBER	53-2-106

SERIES ID	0058-288
TITLE	Newspaper Inventory Sheets
DESCRIPTION	Completed forms used to inventory newspaper holdings for computer input in MARC format.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0048-288
TITLE	Patron Invoices
DESCRIPTION	Form letters sent to and returned by patrons with payment for reference services which are used to record the payments in the correspondence database.
RETENTION	See Comments
COMMENTS	Retain until logged into database, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0454-288
TITLE	Patron Sign-In Sheets
DESCRIPTION	Daily log of patrons who have registered to use materials in the reference room; maintained for monitoring and statistical purposes.
RETENTION	002 fiscal years
COMMENTS	Retain two fiscal years in office, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2009-04-09
K.A.R. NUMBER	53-2-159

SERIES ID	0061-288
TITLE	Periodicals and Government Documents Checklist
DESCRIPTION	Accession and holdings records of government documents in the collection.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0386-288
TITLE	Permission to Publish Forms
DESCRIPTION	Forms completed by research patrons requesting permission to publish materials from the holdings.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 3 calendar years, transfer to the records center for 7 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0063-288
TITLE	Photoduplication Request Forms
DESCRIPTION	Forms used by patrons to request photoduplication services.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0450-288
TITLE	Processors' Notes
DESCRIPTION	Detailed notes taken by arrangement and description staff regarding work on specific record series, record groups, or collections assigned to them.
RETENTION	See Comments
COMMENTS	When project is completed file in appropriate Accession File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0124-288
TITLE	Records Center Accession Reports
DESCRIPTION	Monthly, quarterly, and annual statistical reports containing data on the volume of state agency records accessioned by the records center staff.
RETENTION	See Comments
COMMENTS	Retain monthly and quarterly reports for 2 fiscal years, then destroy. Retain annual reports for 2 fiscal years, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0119-288
TITLE	Records Center Authorization for Access Forms
DESCRIPTION	Forms completed by agency personnel listing the names of agency staff authorized to request records for retrieval from the state records center and maintained for security purposes.
RETENTION	See Comments
COMMENTS	Retain until superseded, transfer to the records center for 10 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0127-288
TITLE	Records Center Destruction Certificates
DESCRIPTION	Forms completed by records center staff documenting the shredding of confidential state agency records that have met their retention requirements.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0128-288
TITLE	Records Center Disposition Forms
DESCRIPTION	Forms completed by records center staff informing agencies that specific records have met their approved retention requirements and will be destroyed or transferred to the archives.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0126-288
TITLE	Records Center Disposition Reports
DESCRIPTION	Semi-annual statistical reports containing data on the nature and volume of records transferred to the state archives or destroyed by the records center staff.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0123-288
TITLE	Records Center Inventory Control Database
DESCRIPTION	Computer database containing information on the contents, location, retention, and disposition of records stored at the records center maintained to facilitate record retrieval & destruction/transfer.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0113-288
TITLE	Records Center Operations Files
DESCRIPTION	Budgets, reports, security information, and other documents relating to the Historical Society staff's administration of the state records center.
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	0120-288
TITLE	Records Center Request Forms
DESCRIPTION	Forms completed by the state records center staff listing the location and type of records requested for retrieval by agency personnel.
RETENTION	015 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 14 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0125-288
TITLE	Records Center Retrieval Reports
DESCRIPTION	Monthly, quarterly, and annual statistical reports containing data on the number of record retrieval requests received by the records center staff from state agency personnel.
RETENTION	See Comments
COMMENTS	Retain monthly and quarterly reports for 2 fiscal years, then destroy. Retain annual reports for 2 fiscal years, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0122-288
TITLE	Records Center Transfer Forms
DESCRIPTION	Form filled out by agency personnel detailing the box contents of records transferred to the state records center and maintained for access control purposes.
RETENTION	See Comments
COMMENTS	Retain until records described on form have been destroyed or transferred to the archives, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0078-288
TITLE	Roll Identification Card Files
DESCRIPTION	Index to the Laboratory Number Books (q.v.) and to rolls of microfilm stored off-site.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to archives. The information from this series may be entered into a computer database and the original records destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0102-288
TITLE	State Agency Files
DESCRIPTION	Documents related to specific state agencies such as inventories, correspondence, and retention and disposition schedules.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0064-288
TITLE	State Publications Records
DESCRIPTION	Accession and holdings records for state publications: types and quantities of such materials received.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0103-288
TITLE	State Records Board Meeting Files
DESCRIPTION	Documents related to each quarterly meeting of the State Records Board including agenda, correspondence, appraisal reports, minutes, approved retention and disposition schedules, etc.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0129-288
TITLE	Statistical Reports - Working Files
DESCRIPTION	Variety of statistical reports compiled for annual report, budget, etc.
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	0151-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the activities and interests of the assistant division director.
RETENTION	See Comments
COMMENTS	Purge and retain only those files relating to policy or major projects.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0150-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the operation and administration of the division.
RETENTION	See Comments
COMMENTS	Purge and retain only those files relating to policy or major projects.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0150-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to task force and committee activties, operations, and interests of staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then purge extraneous documents and transfer policy and historical files to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0106-288
TITLE	Surveys and Inventories Databases
DESCRIPTION	Databases created in preparing inventories and retention and disposition schedules for records of state and local government agencies.
RETENTION	See Comments
COMMENTS	Revise as needed and delete when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0387288
TITLE	Theft Report Files
DESCRIPTION	Appraisals, correspondence, accounts of theft, police reports, etc. relating to thefts of materials from the division.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0137-288
TITLE	Volunteer Files
DESCRIPTION	Copies of applications and other documentation relating to the recruitment and activities of division volunteers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division

SERIES ID	0418-288
TITLE	Admission Records Database
DESCRIPTION	An electronic database comprised of multiple demographic fields.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0179-288
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	See Comments
COMMENTS	Retain until no longer useful, then destroy. Record copy maintained by the Administration Division.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0419-288
TITLE	Curriculum Files
DESCRIPTION	Educational documents developed for special exhibits and projects like Territorial Kansas Online or Kansas Kaleidoscope.
RETENTION	5 cldr yrs
COMMENTS	Transfer one copy of the final version to the archives for purging and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0181-288
TITLE	Discovery Place Files
DESCRIPTION	Course material, meeting minutes, training projects, etc. relating to the development of creative learning activities for children located in the Discovery Place.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0198-288
TITLE	Docent Training Files
DESCRIPTION	Material used in training volunteers to guide the exhibit tours.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0420-288
TITLE	Educational Training Institute Files
DESCRIPTION	Documents such as correspondence, plans, and course materials for implementing any educational institute or training for the community or educators.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0421-288
TITLE	Exhibits Files
DESCRIPTION	Research, correspondence, and other documents related to the development of an exhibit where the Kansas State Historical Society is the sole sponsor or contributor.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0422-288
TITLE	Exhibits Files -- Cooperative
DESCRIPTION	Research, correspondence, and other documents related to the development of an exhibit where the Kansas State Historical Society is a joint sponsor or contributor.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0182-288
TITLE	Food Research Files
DESCRIPTION	Research completed by the staff for inclusion in the food tours, traveling trunks, cookbooks, and videos promoting the educational activities of the Society.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0423-288
TITLE	Gallery Monitors/Visitor Service Representatives Files
DESCRIPTION	Documents such as policies and procedures, duty schedules, correspondence, meeting minutes, daily cash receipts and reports, and visitor statistics.
RETENTION	3 cldr yrs
COMMENTS	Retain 3 calendar years, then transfer policies, procedures, and meeting minutes to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0424-288
TITLE	Heritage Camp Files
DESCRIPTION	Documents such as correspondence, plans, and research materials for programming the full-day daycare camp at the Potawatomi Mission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Education/Outreach only handles its programming--a third party manages it.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0154-288
TITLE	History Resource Packet Project Records
DESCRIPTION	Documents related to special project to produce history resource packets for public schools.
RETENTION	See Comments
COMMENTS	Obsolete records series -- transfer to archives immediately for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0425-288
TITLE	Kansas History 8th Grade Textbook
DESCRIPTION	Documents related to Education/Outreach's paid project to produce an 8th grade Kansas History textbook.
RETENTION	5 cldr yrs
COMMENTS	Retain 5 calendar years then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0426-288
TITLE	Kansas Interpretive Traveling Exhibit Files
DESCRIPTION	Correspondence, schedules, research, draft and final manuscripts, photographs, and billing records related to the traveling exhibit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0185-288
TITLE	Monthly Statistics
DESCRIPTION	Monthly statistics recording the number of tours, number of special event participants, number of workshops offered, etc. generated for use in compiling the annual report.
RETENTION	002 fisc yrs
COMMENTS	Retain electronic format only as useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0196-288
TITLE	Museum Moments Files
DESCRIPTION	Course materials, lesson plans, evaluations, press releases, etc. related to the planning and implementation of children's summer workshop programs offered by the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0186-288
TITLE	Outreach Training Files
DESCRIPTION	Evaluations, research data, and training materials maintained for outreach programs which are now obsolete.
RETENTION	See Comments
COMMENTS	Obsolete records series -- transfer to archives immediately for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0189-288
TITLE	Program Files
DESCRIPTION	Variety of documents including performer agreements, correspondence, itineraries, public promotional materials, and curriculum relating to the various educational programs sponsored by the Historical Society.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0190-288
TITLE	Purchase Requests - Master List
DESCRIPTION	Log listing purchase requests which is maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Purchase Requests, Internal."
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0192-288
TITLE	Quilt Files
DESCRIPTION	Gallery guide, contracts, and other documents relating to a temporary quilt exhibit mounted by the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0427-288
TITLE	Reading Card Files
DESCRIPTION	Research completed by staff for use on development of "Read It!" cards and curriculum materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0202-288
TITLE	Reproduction/Prop Files
DESCRIPTION	Inventories of items used by education/outreach division for tours and traveling trunks including the accession record, where it was purchased or donated, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Exceptions to this include retaining information for expensive items such as the tipi, wagon, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0193-288
TITLE	Research Files - Outreach Coordinator
DESCRIPTION	Materials relating to research conducted by the outreach coordinator concerning potential educational activities and projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0194-288
TITLE	Stach Schoolhouse Files
DESCRIPTION	Documents relating to the establishment and operation of the Stach Schoolhouse program including interpretive activities development, volunteer training, and the marketing of plays and videos.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0195-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the administration and activities of the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0428-288
TITLE	Territorial Sesquicentennial
DESCRIPTION	Research, correspondence, plans, agreements and other documents related to the the implementation of this commemoration.
RETENTION	8 cldr yrs
COMMENTS	Retain 8 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0203-288
TITLE	Tour Files
DESCRIPTION	Teacher packets, evaluations, classroom reservations, and other documents relating to the organization and administration of Kansas History Center and Capital tours designed for school children.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer one copy to the archives and destroy remainder.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0199-288
TITLE	Traveling Trunk Files
DESCRIPTION	Evaluations and other material relating to the development and implementation of the traveling trunk program designed to assist teachers in the classroom setting.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0204-288
TITLE	Volunteer Attendance Records
DESCRIPTION	Monthly log listing the number of hours worked by each volunteer and the projects in which they were involved.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0200-288
TITLE	Volunteer Files
DESCRIPTION	Applications and other documentation relating to the recruitment and retention of Kansas State Historical Society volunteers.
RETENTION	See Comments
COMMENTS	Retain 5 years after volunteer has resigned, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0187-288
TITLE	Volunteers Activities Files
DESCRIPTION	Newsletters, meeting minutes, and training files relating to the activities of the Historical Society's volunteer staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division
Folklorist

SERIES ID	0155-288
TITLE	Apprentice Files
DESCRIPTION	Documents related to the development and administration of the Folk Life apprenticeship program and to the progress of individual apprentices: applications, evaluation forms, correspondence, etc.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	Portions under KSA 45-221(a)(4)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0156-288
TITLE	Apprenticeship Applications - Disapproved
DESCRIPTION	Applications by individuals for acceptance into the folk arts apprenticeship program which were disapproved: applications and evaluations.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0158-288
TITLE	County Files
DESCRIPTION	General reference materials regarding folklore topics in individual Kansas counties.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0159-288
TITLE	Folk Life - General Subject Files
DESCRIPTION	Wide variety of documents regarding issues related to the Folk Life program: correspondence, publications, annual reports, regulations, conference information, articles, and papers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0160-288
TITLE	Folk Life Project Files
DESCRIPTION	Records related to the administration of specific projects under the Folk Life program: correspondence, notes, publications, grant reports, and miscellaneous supporting documents.
RETENTION	See Comments
COMMENTS	Retain 5 years beyond end of project, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0161-288
TITLE	Oral Interview Information Files
DESCRIPTION	Records documenting various oral interviews with folk artists: release forms and supporting materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to Manuscripts Department through archives Department.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0163-288
TITLE	Quilt Project Administration Records
DESCRIPTION	Wide variety of documents related to the administration of the Kansas Quilt Project: minutes, by-laws and policies, financial records, subject files, publications, and correspondence.
RETENTION	See Comments
COMMENTS	Transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0164-288
TITLE	State Folk Life Program Files
DESCRIPTION	Documents used for reference regarding folk life programs in other states: publications, correspondence, notes, pamphlets, etc.
RETENTION	005 cldr yrs
COMMENTS	Transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division
History Day Program

SERIES ID	0433-288
TITLE	Annual Report Files
DESCRIPTION	Statistical and other information gathered for inclusion in the Kansas History Day annual report (as well as other purposes), and copies of the actual report sent to district coordinators, sponsors, and used to recruit individuals and organizations.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging. Supercedes General Schedule entry for "Annual and Special Reports."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0434-288
TITLE	Audio/Visual Files
DESCRIPTION	Video tapes, slides, photographs, and electronic images of History Day projects and information related to the program used for presentations and checked out to teachers for use in classrooms. Also includes loan requests.
RETENTION	See Comments
COMMENTS	Retain videos, electronic images, and slides in office until no longer useful, then transfer to the archives. Retain other information until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0435-288
TITLE	Awards/Scholarships Files
DESCRIPTION	Correspondence with organizations sponsoring awards/scholarships, nomination forms and letters, and award and thank you letters.
RETENTION	See Comments
COMMENTS	Retain in office for 3 fiscal years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	5 USC SEC. 552(a)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0436-288
TITLE	Budget Files
DESCRIPTION	Budget tracting worksheets and copies of purchase orders used to tract the expenses incurred by the program annually.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0437-288
TITLE	District Contest Files
DESCRIPTION	Reports, programs, news releases/articles, and correspondence regarding the district history day contests held throughout the state.
RETENTION	See Comments
COMMENTS	Retain in office for 2 fiscal years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0438-288
TITLE	District Coordinator Files
DESCRIPTION	Correspondence with and other information related to the Kansas History Day district coordinators.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0439-288
TITLE	District Coordinator Search Files
DESCRIPTION	Correspondence and other information related to the search for new district coordinators.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0440-288
TITLE	District Coordinators Meeting Files
DESCRIPTION	Information regarding the annual meeting of the state and district history day coordinators. Includes correspondence, location and catering information, handouts, minutes, etc.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0184-288
TITLE	Kansas History Day Files
DESCRIPTION	Miscellaneous correspondence, information, and records relating to the daily activities of the history day program. Includes correspondence with the National History Day office.
RETENTION	See Comments
COMMENTS	Contact the archives for appraisal - if not accepted by the archives then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0441-288
TITLE	Mentor Program Files
DESCRIPTION	Information related to experienced history day teachers who have agreed to serve as mentors to new history day teachers.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0442-288
TITLE	National History Day Contest Files
DESCRIPTION	Contest registration booklet, travel information, student registration information, contest job assignment information, meeting and events information, awards and category winners information etc. related to the National History Day contest.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)(30) and 5 USC SEC. 552(a)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0443-288
TITLE	School Research Trip/Tour Forms
DESCRIPTION	Copies of forms related to student groups coming to the Center for Historical Research for tours and to research History Day projects.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0444-288
TITLE	State Contest Files
DESCRIPTION	Information regarding the organizing of the Kansas History Day Contest. Includes correspondence with the staff of the Eisenhower Presidential Library, teachers, and students, student entry cards, program information, exhibit setup needs, judging schedules, KSHS staff schedules, awards and category winners information, etc.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0445-288
TITLE	State Contest Judges Files
DESCRIPTION	Information related to the recruitment of judges for the Kansas History Day contest. Includes correspondence, recruitment forms, etc.
RETENTION	002 fiscal years
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)(30) and 5 USC SEC. 552(a)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0446-288
TITLE	Student Papers and Bibliographies
DESCRIPTION	Copies of the historical papers, process papers, and bibliographies that students competing in history day are required to turn in. The papers show how entries were devised and constructed, and how their research resources were used.
RETENTION	7 fiscal years
COMMENTS	Retain one copy of papers for each entry for 7 fiscal years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0447-288
TITLE	Teacher of the Year Award Files
DESCRIPTION	Nomination forms, letters of recommendation, and other correspondence regarding the selection of the Kansas History Day Teacher of the Year.
RETENTION	See Comments
COMMENTS	Retain in office for 1 fiscal year, then transfer to archives for purging.
DISPOSITION
RESTRICTIONS	KSA 45-221(a)(6)
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division
Public Relations

SERIES ID	0429-288
TITLE	Marketing Survey Study
DESCRIPTION	Correspondence, contract, cooperative activities, and completed forms used for aggregate data.
RETENTION	See Comments
COMMENTS	Retain until no longer useful then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0430-288
TITLE	News Release Files
DESCRIPTION	Official news releases issued to the media and press.
RETENTION	Permanent
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0431-288
TITLE	Promotional/Publicity Files
DESCRIPTION	Includes documents related to promoting and publicizing events, including all public relations contact information.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division
Publications

SERIES ID	0165-288
TITLE	Administration Records - General
DESCRIPTION	Copies of documents regarding operations, policies, and plans of entire Society: correspondence, annual reports, planning documents, etc.
RETENTION	See Comments
COMMENTS	Obsolete records series -- transfer to archives immediately for purging. (these materials are entirely duplicative of records found elsewhere, but they may be useful for filling some incomplete series.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0166-288
TITLE	Book Reviewers Information Sheet Files
DESCRIPTION	Consists of forms completed by potential book reviewers for KANSAS HISTORY magazine listing professional qualifications and interests.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0167-288
TITLE	Copyright Release Records
DESCRIPTION	Forms completed by authors granting copyright release on their works published by the Society.
RETENTION	050 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0169-288
TITLE	Correspondence - Publications
DESCRIPTION	Communications regarding publication of articles and reviews in KANSAS HISTORY journal.
RETENTION	010 cldr yrs
COMMENTS	Transfer to the archives for purging.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0432-288
TITLE	Cram Map Files
DESCRIPTION	Research; correspondence; original, revised, and final manuscripts of map text.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0170-288
TITLE	Edgar Langsdorf Award Records
DESCRIPTION	Documents regarding annual selection of Edgar Langsdorf Award winner: correspondence, judge lists, and notes.
RETENTION	020 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	45-221(a)(14)(20)
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0173-288
TITLE	Personnel and Payroll Reference Files
DESCRIPTION	Copies of personnel and payroll records regarding department employees. Duplicative of records maintained by Society Department of Administration.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0175-288
TITLE	Publication Records
DESCRIPTION	Documents regarding all publications produced by the Education/Outreach Division other than manuscripts including correspondence, purchase orders, copyright releases, printers samples, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, retain Copyright Releases and Correspondence - Publications accordingly, then destroy remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0448-288
TITLE	Publications Manuscript Files - Unpublished
DESCRIPTION	Manuscripts of articles submitted to but not published in any Kansas State Historical Society Magazine. Also includes some associated correspondence and other documents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(14)
APPROVED	2004-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0449-288
TITLE	Publications Manuscript Files Log
DESCRIPTION	Record maintained by the editor documenting manuscripts received and the decisions made regarding each.
RETENTION	Permanently
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0172-288
TITLE	Publications Manuscripts Files - Published
DESCRIPTION	Original, revised, and final manuscripts of articles submitted to and/or published in any Kansas State Historical Society magazine. Also includes some associated correspondence or other documents.
RETENTION	See Comments
COMMENTS	Published manuscript files will be maintained in the office for five years, retained for another ten years at the Records Center, and then purged of all materials except principal correspondence between the editor and author accepting the manuscript permanently and other items of potential research value and the copyright agreement.
DISPOSITION	See Comments
RESTRICTIONS	Portions per KSA 45-221(a)(14)
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 288-003
Kansas State Historical Society
Education/Outreach Division
Special Events

SERIES ID	0388-288
TITLE	3rd Party Daily Cash Receipts
DESCRIPTION	Records of cash received by the agency for the rental of the Kansas History Center.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0389-288
TITLE	3rd Party Facilities Set-Up File
DESCRIPTION	Records relating to the after hours usage of the Kansas History Center facilities.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0400-288
TITLE	Annual Reports - 3rd Party
DESCRIPTION	Reports generated listing the yearly totals of meetings, attendance, money generated through rental of the Kansas History Center.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0401-288
TITLE	Contracts - 3rd Party
DESCRIPTION	Legal agreements with individuals and organizations regarding the rental of the space at the Kansas History Center.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0402-288
TITLE	Monthly and Quarterly Reports - 3rd party
DESCRIPTION	Reports generated monthly and quarterly listing the attendance, events, meetings, and money generated through rental of the Kansas History Center.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Administration

SERIES ID	0258-288
TITLE	Historic Sites Files
DESCRIPTION	Inventories, photos, clippings, and other materials relating to Museum Division's activities at the Historical Society's historic sites maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-01-13
K.A.R. NUMBER	53-2-141

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Administration Section

SERIES ID	0249-288
TITLE	Construction Files
DESCRIPTION	Correspondence, drawings, special reports, studies, etc. related to the construction of the new museum.
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	0250-288
TITLE	Historical Institutions Files
DESCRIPTION	Newsletters, brochures, correspondence, etc. related to the activities and projects of other historical agencies 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

SERIES ID	0252-288
TITLE	Museum Studies Program Files
DESCRIPTION	Brochures, correspondence, and other promotional material related to various museum studies programs offered by universities across the country that are maintained for informational purposes.
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

SERIES ID	0253-288
TITLE	Script Files
DESCRIPTION	Master copies of drafts and final scripts written by the staff for the exhibits and other interpretive programming activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0254-288
TITLE	Slide Library
DESCRIPTION	Slides documenting various museum activities, artifacts, and exhibits which are maintained for convenience of reference.
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	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0255-288
TITLE	Subject Files
DESCRIPTION	Reports, publications, correspondence, notes, and other documents relating to the full range of museum activities.
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	0256-288
TITLE	Subject Files - Cataloging
DESCRIPTION	Bibliographies and other printed research materials used in cataloging museum artifacts.
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

SERIES ID	0257-288
TITLE	Subject Files - Personnel Administration
DESCRIPTION	Variety of documents concerning personnel administration issues that affect the division.
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: 288-004
Kansas State Historical Society
Museum Division
Conservation Lab

SERIES ID	0234-288
TITLE	Artifact Treatment Files
DESCRIPTION	Survey forms, condition reports, and recommendations that document the conservation methods used in treating particular museum artifacts to ensure that proper procedures and treatment were performed.
RETENTION	See Comments
COMMENTS	Transfer to registration unit's Information Files and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0221-288
TITLE	Artifacts Log
DESCRIPTION	Log documenting museum artifacts delivered to the lab for observation and treatment and the date returned to collection storage or exhibit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0225-288
TITLE	Hygrothermograph Data Logger Reports
DESCRIPTION	Hygrothermograph readings taken by the staff in the various museum areas which monitor the temperature and humidity levels to ensure that proper environmental conditions are maintained.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0226-288
TITLE	Inquiries Log
DESCRIPTION	Register listing inquiries made by individuals or organizations concerning the various types of artifact conservation treatment and procedures.
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

SERIES ID	0227-288
TITLE	Photo Log
DESCRIPTION	Log listing the date and accession number of museum artifacts delivered to the lab for conservation treatment of which photographs have been taken.
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

SERIES ID	0228-288
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, videos, tapes, and slides taken of artifacts before, during and after conservation treatment.
RETENTION	See Comments
COMMENTS	Attach to Treatment Report, transfer to registration unit's Information Files, and retain accordingly. Supersedes general schedule retention requirements for "Photographic and Video Materials."
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0231-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the conservators' current projects and interests.
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

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Curatorial

SERIES ID	0238-288
TITLE	Collection Research Files
DESCRIPTION	Documentation relating to research conducted by the curatorial staff for past, current, and potential future interpretations of the museum's collection for public exhibits.
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	0240-288
TITLE	Donation Information Files
DESCRIPTION	Copies of documents relating to artifacts donated to the museum by individual patrons or organizations 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

SERIES ID	0241-288
TITLE	Exhibit Files - Curators
DESCRIPTION	Variety of documents relating to the curator's research in the interpretation of museum artifacts for specific past and current exhibits.
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	0242-288
TITLE	Exhibit Files - Non-Permanent Staff
DESCRIPTION	Documentation regarding museum artifacts in the collection researched by grant employees or research historians maintained for exhibit purposes.
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	0243-288
TITLE	Kansas Photo Album
DESCRIPTION	Prints made of the photographs in the permanent and special exhibit galleries which are maintained for documentation purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Photographic and Video Materials."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0244-288
TITLE	Permanent Gallery (Phase 1) Files
DESCRIPTION	Documents related to the development and implementation of the permanent gallery exhibits during the first design phase of the new museum.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0245-288
TITLE	Permanent Gallery (Phase 1) Research Files
DESCRIPTION	Documents containing the results of research conducted by historians used in the development of the permanent gallery exhibit interpretation during the first design phase of the new museum.
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	0246-288
TITLE	Storage Files
DESCRIPTION	Documentation relating to the design and implementation of the artifact storage vault which is used to answer questions that arise concerning the area.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0247-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to curatorial interests and projects.
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	0248-288
TITLE	Train Restoration Project Files
DESCRIPTION	Documentation relating to the restoration of the railroad engine and several railroad cars donated by the Santa Fe Railroad for display in the new museum's permanent gallery.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Director's Office

SERIES ID	0215-288
TITLE	Collection Storage Access Records
DESCRIPTION	Log listing staff members entering the museum collection vault maintained to control access to the storage area.
RETENTION	025 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 24 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0212-288
TITLE	Extra Hours Authorization Form
DESCRIPTION	Reports informing security personnel of staff members scheduled to work extra hours at the museum.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0209-288
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the museum.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Exhibits

SERIES ID	0261-288
TITLE	Exhibit Artwork Files
DESCRIPTION	Drawings, mock-ups, film positives, blueprints and other materials relating to artwork for museum exhibits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0262-288
TITLE	Permanent Exhibit Files
DESCRIPTION	Prints of photos, copies of scripts and other documents related to exhibits in the museum's permanent gallery.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0301-288
TITLE	Special Exhibit Files
DESCRIPTION	Correspondence, notes, photographs, slides, CAD drawings, floor plans, annotated copies of scripts, copies of exhibit text and other materials pertaining to museum special exhibits.
RETENTION	See Comments
COMMENTS	Retain paper records until no longer useful, then transfer to the archives for purging. Print 1 copy of the main floor plan view annotating any changes and destroy the remainder when no longer useful.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0264-288
TITLE	Special Projects Files
DESCRIPTION	Drawings, mock-ups, photos, and other materials relating to graphic work performed to create brochures, calendars, directories, signs, displays, etc. for special Historical Society projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0265-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to activities and responsibilities of the exhibits section.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

Agency Number: 288-004
Kansas State Historical Society
Museum Division
Registration

SERIES ID	0267-288
TITLE	Accession Books
DESCRIPTION	Register of artifacts accessioned into the museum's collections that records donor information, accession number, brief description of artifact, etc.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0268-288
TITLE	Accession Forms
DESCRIPTION	Original accession forms documenting the donation of artifacts to the museum that are maintained as the deed of gift.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0271-288
TITLE	Cataloging Project Files
DESCRIPTION	Progress reports, training material, and other documents relating to a special appropriations funded project to catalog artifacts at the historic sites and the museum.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0272-288
TITLE	Conditional Deposit Book
DESCRIPTION	Register containing information on artifacts that were deposited in the museum for temporary custody or for eventual donation to the collection.
RETENTION	Permanent
COMMENTS	Retain permanently in office or transfer to archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	Portions per KSA 45-221(a)(8)
APPROVED	2004-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0274-288
TITLE	Deaccessioning Files
DESCRIPTION	Documents relating to museum artifacts under consideration for deaccessioning or which have been deaccessioned.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0278-288
TITLE	Donation Information Files
DESCRIPTION	Documents containing detailed information on donations of artifacts to the museum: copy of accession form, correspondence, background information, clippings, conservation data, etc.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0298-288
TITLE	Donors and Associations Database
DESCRIPTION	Relational database containing complete information on donors of artifacts to the museum, data concerning the provenance of donations, and summary data about each museum artifact.
RETENTION	Permanent
COMMENTS	Supersedes Donor Files.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0277-288
TITLE	Exhibit Files
DESCRIPTION	Photographs, scripts, label copy, list of artifacts, loan material, etc. used in mounting temporary and permanent museum exhibits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. This series contains the record copy of all exhibit related documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0279-288
TITLE	Insurance Reports
DESCRIPTION	Appraisals and other information collected regarding artifacts at the sites and museum to determine the appropriate amount of insurance coverage.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0280-288
TITLE	Inventory Files - Old
DESCRIPTION	Incomplete lists compiled on certain collections in the museum holdings which provides some basic information.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0281-288
TITLE	Loan Files
DESCRIPTION	Correspondence, loan agreement forms, conservation treatment records, condition reports, and other documents relating to loans of artifacts either to or from the museum for temporary exhibits.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0282-288
TITLE	Location Key - Memorial Building
DESCRIPTION	Lists and diagrams regarding the storage location of museum artifacts at the Memorial building prior to the move to the Kansas Museum of History.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0284-288
TITLE	Moving Files
DESCRIPTION	Clippings, move slips, craning operations records, etc. relating to the move of the museum collection from the Memorial Building to the new Kansas Museum of History.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0285-288
TITLE	Object Worksheets
DESCRIPTION	Worksheets and catalog cards, arranged by subject category, describing individual artifacts including any marks, condition, donor, tracing location, etc..
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0287-288
TITLE	Packing Lists
DESCRIPTION	Original packing lists maintained by the staff to ensure the integrity of the collection during the move to the new building.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0288-288
TITLE	Photo Logs
DESCRIPTION	Log listing the photographs and negatives taken of individual artifacts.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0290-288
TITLE	Rejected Donation Records
DESCRIPTION	Documents relating to potential donors' offers of artifacts to the museum which have been declined or rejected.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0291-288
TITLE	Sites Files
DESCRIPTION	Inventories, old site materials, accession books, etc. relating to artifacts exhibited and stored at historic sites maintained to improve documentation for the curators.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0293-288
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the activities and operations of the section.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0294-288
TITLE	Subject Files - Insurance
DESCRIPTION	Bid specifications, policies, reports, notes, contract damage, related to insurance coverage for artifacts in the museum.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0295-288
TITLE	Theft Report Files
DESCRIPTION	Appraisals, correspondence, accounts of theft, photos, police reports, etc. completed on artifact thefts which occurred at the historic sites, the Memorial and Kansas Museum of History buildings.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0296-288
TITLE	Unprocessed Collections from Sites Files
DESCRIPTION	Documents relating to artifacts from the various sites which have not yet been processed.
RETENTION	See Comments
COMMENTS	Retain until collection is processed, then transfer documentation to the appropriate Sites File.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(8)
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

Agency Number: 288-005
Kansas State Historical Society
Cultural Resources Division
Archeology Office

SERIES ID	0332-288
TITLE	Aerial Photographs
DESCRIPTION	Aerial photographs originally used by KDOT to plot road work which were transferred to the Archeology Office for use in locating archeological sites and in planning surveys and excavations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(36)
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0304-288
TITLE	Amateur Archeology Program Files
DESCRIPTION	Records regarding the department's amateur archeology program: correspondence, publications, annual reports, and other miscellaneous documents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0306-288
TITLE	Archeological Contract/Fee Fund Files
DESCRIPTION	Documents, including administrative documents of Highway Archeology Program Files phases I-IV, Primary and Secondary Road, and NRCS/State Watershed Project Files, and contracts, related to the review of road, watershed and other construction projects to prevent possible destruction of archeological sites and information.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years past inactivity then transfer to the Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions under KSA 45-221(a)(36)
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0331-288
TITLE	Archeological Field Maps
DESCRIPTION	Original maps created by the staff during investigations of archeological sites.
RETENTION	See Comments
COMMENTS	Retain in Archeological Site Files accordingly.
DISPOSITION	See Comments
RESTRICTIONS	Portions under KSA 45-221(a)(36)
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0330-288
TITLE	Archeological Site Files
DESCRIPTION	Records documenting archeological sites in Kansas: site forms, correspondence, site summaries, excavation records, progress reports, specimen catalogs, archeological field maps, drawings, etc.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the Archives. Data indexing archeological site locations is served by Data Access Support Center (DASC).
DISPOSITION	See Comments
RESTRICTIONS	Portions under KSA 45-221(a)(36)
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0311-288
TITLE	Archeology Laboratory Files
DESCRIPTION	Wide variety of documents related to laboratory operations: correspondence, publications, forms, notes, and other miscellaneous materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful then transfer to the Archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	Portions under KSA 45-221(a)(36)
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0305-288
TITLE	Audiovisual Collection
DESCRIPTION	Audiovisual records of department activities and of archeological artifacts - includes photo-prints and negatives, color slides, and audio tapes.
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	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0413-288
TITLE	Certified Local Government (CLG) Files
DESCRIPTION	These files include ordinances, correspondence, agendas and minutes related to historic preservation commissions in cities that have been designated Certified Local Governments (CLGs). CLGs are communities designated by the National Park Service and the Kansas State Historic Preservation Office (SHPO) which have a certified local preservation ordinance.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0307-288
TITLE	Correspondence Drafts - Projects
DESCRIPTION	Drafts of letters related to project reviews (see "Construction Projects Review Files").
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0309-288
TITLE	Donation Accession Files
DESCRIPTION	Records documenting provenance and curation history of artifacts and other materials donated to the department's collection.
RETENTION	See Comments
COMMENTS	Retain until no longer useful then transfer to the Archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	Portions under KSA 45-221(a)(36)
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138

SERIES ID	0334-288
TITLE	Highway Archeology Program Files - Phase I
DESCRIPTION	Documents relating to proposed KDOT highway projects submitted to the Archeology Office for archeological evaluation which staff have cleared for construction without a field investigation.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years past inactivity then transfer to the Archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-04-08
K.A.R. NUMBER	53-2-138