Kansas Records Retention Schedules

163 Schedule Entries Found:

Agency Number: 300-001
Department of Commerce
Office of the Secretary

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0028-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0067-000
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-131

SERIES ID	0085-000
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0103-000
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of office related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain one copy of final version permanently, destroy all others.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0052-300
TITLE	Town Meeting Project Questionnaires
DESCRIPTION	Survey forms distributed to Kansas citizens attending town meetings related to health care reform and printed in newspapers that were used to gather raw data about Kansans views on health care issues.
RETENTION	See Comments
COMMENTS	Agency no longer in existence. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0118-000
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal document.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0120-000
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0065-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0127-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0011-300
TITLE	Working Files
DESCRIPTION	Reports, memoranda, and other documents relating to research and development activities for the agency.
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: 300-002
Department of Commerce
Workforce Development Division

SERIES ID	0054-300
TITLE	Alien Employment Certification Application Files
DESCRIPTION	Application forms and supporting documents relating to Department of Commerce's efforts to certify that an employer seeking to hire an alien employee cannot reasonably hire a U.S. citizen for the position.
RETENTION	See Comments
COMMENTS	Retain in office 2 federal years, transfer to the records center for 4 federal fiscal years, then transfer to the archives for sampling.
DISPOSITION	Archives
RESTRICTIONS	29 CFR 97-42
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0067-300
TITLE	Applicant/Caseload Files - Wagner Peyser - Job Service
DESCRIPTION	Application and supporting documentation relating to the federal Wagner Peyser program which includes sub-delivery services to Migrant Seasonal Farm workers (MSFW) and Disabled Veterans' Outreach Program (DVOP).
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	PL 105-220; sect. 15 (H)(2)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0068-300
TITLE	Applicant/Caseload Files - Workforce Investment Program (WIA)
DESCRIPTION	Application and supporting documentation relating to individuals applying for enrollment in the Workforce Investment Program.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	PL 105-220 & CFR 69-400(d)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0005-000
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies of program activities.
RETENTION	003 fisc yrs
COMMENTS	Supersedes general schedule retention requirements for "Audit Reports." Meets federal requirements of 3 years. Original copies are kept with Legal Services which will be transferred to the archives.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0022-000
TITLE	Board/Committee Files
DESCRIPTION	Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0070-300
TITLE	Complaint/Grievance Records - Reference Copies
DESCRIPTION	Copies of complaints filed by applicants/participants, employees or the general public concerning the program operations administered by the Department of Commerce.
RETENTION	003 cldr yrs
COMMENTS	Legal Services retains the originals.
DISPOSITION	Destroy
RESTRICTIONS	PL 105-220; 20 CFR 69-400(d);PL 105-220, sec. 15(H)(2)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0071-300
TITLE	Contracts - Reference Copies
DESCRIPTION	Copies of legal agreements for the delivery of program services.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the Department of Commerce.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0072-300
TITLE	Disadvantaged Business Enterprise (DBE) Certifications
DESCRIPTION	Certification of Kansas corporations owned by women and/or minorities demonstrating eligibility for tax credits.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	49 CFR 26.109
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0012-300
TITLE	Enterprise Zone Program Files
DESCRIPTION	Applications and supporting documentation relating to the creation of enterprise zones within cities and counties to promote and stimulate economic growth.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0053-300
TITLE	Federal Reports
DESCRIPTION	Copies of quarterly and annual reports submitted to the U.S. Department of Labor containing demographic statistics and other summary data relating to Employment and Training Programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0049-000
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0050-000
TITLE	Grant Files - Unfunded
DESCRIPTION	Applications and supporting documentation relating to federal, state, and private grants which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0077-300
TITLE	High Performance Incentive Program (HPIP) Files
DESCRIPTION	Applications and supporting documentation submitted by a business to the Department of Commerce seeking investment tax credits for investments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0013-300
TITLE	Kansas Cavalry Files
DESCRIPTION	Documents relating to the activities of the Kansas Cavalry which was established as a not-for profit organization of businessmen and women to work with the division to promote business growth.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0078-300
TITLE	Kansas Opportunity Economic Incentive Fund Files
DESCRIPTION	Applications and supporting documentation relating to a program designed to provide loans for projects that create or maintain jobs and invest new capital in the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0075-000
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0079-300
TITLE	Participant Files
DESCRIPTION	Applications and supporting documentation used to enroll applicants in the federal Employment and Training Programs and used to monitor their status throughout their participation.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after the end of the program year and cleared of any audit findings, then shred.
DISPOSITION	Destroy
RESTRICTIONS	P.L. 105-220; C.F.R. 69-400(d); P.L. 105-220, sec. 15(H)(2)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0087-000
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer 1 copy to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0086-000
TITLE	Programs and Invitations
DESCRIPTION	Documents related to official agency functions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0073-300
TITLE	State and Local Plans
DESCRIPTION	Approved State and Local Plans mandated by the federal Workforce Investment Act which establishes goals and objectives in the administration of employment and training programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0084-300
TITLE	Work Opportunity and Welfare to Work Tax Credit Files
DESCRIPTION	File documentation maintained for federal tax credits to corporations as incentive to hire workers that will require training.
RETENTION	See Comments
COMMENTS	Retain in office 3 years, transfer to the records center for 2 years, then destroy by shredding.
DISPOSITION	Destroy
RESTRICTIONS	P.L. 105-220, sec. 185(a)(4)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 300-003
Department of Commerce
Trade Development Division

SERIES ID	0026-000
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations involving Trade Development activities. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0131-000
TITLE	Governor's Proclamations
DESCRIPTION	Copies of proclamations issued by the Governor's Office related to various agency activities and functions.
RETENTION	005 cldr yrs
COMMENTS	Governor's Office maintains the original copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0074-000
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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: 300-004
Department of Commerce
Community Development Division

SERIES ID	0133-300
TITLE	Community Development Block Grant Fiscal Files
DESCRIPTION	Vouchers, receipts, financial worksheets, etc. relating to financial reporting by recipients of community development block grants as required by federal regulations.
RETENTION	See Comments
COMMENTS	Retain 3 years after community development block grant year has closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	24 CFR Subtitle A part 85 (85.42)
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0074-300
TITLE	Community Service Tax Credit Program
DESCRIPTION	Documents relating to the Community Tax Credit Program which provides tax credits to eligible non-stock, non-profit and/or IRS ruling 501(c) 3 organizations.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0014-300
TITLE	Community Technical Assistance Files
DESCRIPTION	Documents relating to the activities of resource teams from the agency which assist communities desiring to improve their economic conditions but lacking the technical expertise.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0023-300
TITLE	Grant Files - Kansas Small Cities Community Development Block Grant
DESCRIPTION	Variety of documents dealing with applications for federally funded planning, community improvement projects, and economic development grants and the implementation of those awarded.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0015-300
TITLE	Huck Boyd National Institute Files
DESCRIPTION	Documents relating to the coordinated program involving the Huck Boyd Foundation, the Department of Commerce and Housing, and KSU designed to promote economic development in rural areas.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0016-300
TITLE	Kansas Rural Development Commission (KRDC) Files
DESCRIPTION	Documents relating to the activities of the KRDC composed of federal, state, local and private sector members which develop resource allocation strategies to meet rural development needs.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0017-300
TITLE	Main Street Program Files
DESCRIPTION	Correspondence, applications, newsletters, etc. relating to operations and functions of the Main Street program which assists communities in revitalizing downtown commercial districts.
RETENTION	See Comments
COMMENTS	Retain in office 3 years, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0019-300
TITLE	PRIDE Project Files
DESCRIPTION	Documents relating to the operations of the Programming Resources with Initiative for Development Effectiveness (PRIDE) program which aids communities in carrying out total community improvements.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0083-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0020-300
TITLE	Rural Assistance Center Files
DESCRIPTION	Documents relating to the policies and operations of the Rural Assistance Center which provides a single point of contact for rural communities through a toll-free referral service.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the records center for 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0021-300
TITLE	Rural Assistance County Files
DESCRIPTION	Logs, memos, notes, etc. relating to calls received from counties seeking economic development assistance.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0022-300
TITLE	Supercollider and Superconductor Project Files
DESCRIPTION	Documents relating to the effort to persuade supercollider and superconductor consortia to construct facilities in Kansas communities.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer immediately to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

Agency Number: 300-005
Department of Commerce
Agriculture Marketing Development Division

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1966-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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: 300-006
Department of Commerce
Travel and Tourism Division

SERIES ID	0001-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0002-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0026-300
TITLE	Admark Reports
DESCRIPTION	Working papers relating to the preparation of brochures and publications printed for the division to promote travel and tourism in the state.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0012-000
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0021-000
TITLE	Clippings Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0029-300
TITLE	Kansas Secrets Records
DESCRIPTION	Routine accounting records and other documents relating to a travel incentive program to attract tourists to the state.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0083-000
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0091-000
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0057-000
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0031-300
TITLE	Working Files - Calendar of Events
DESCRIPTION	Variety of documents relating to the production and mock up of the calendar of events which is used to promote the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0032-300
TITLE	Working Files - Group Tour Guide
DESCRIPTION	Variety of documents relating to the production and mock up of the group tour guide which is used to promote the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

Agency Number: 300-007
Department of Commerce
Legal Services

SERIES ID	0009-300
TITLE	Audit Reports - Workforce Investment Act
DESCRIPTION	Results of audits conducted under the Single Audit Act of local, state, non-government entities of recipients of the federally funded Workforce Investment Act.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0062-300
TITLE	Complaint/Grievance Records
DESCRIPTION	Complaints filed by applicants, participants, employees, or the general public concerning programs operated by the Department of Commerce.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	P.L. 105-220; 20 CFR 69.400(d); P.L. 105-220, sec. 15 (H)(2)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0026-300
TITLE	Contracts - Non Program Services
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0026-300
TITLE	Contracts - Program Services
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0063-300
TITLE	Equal Employment Opportunity Workforce Investment Act Administration Files
DESCRIPTION	Documents relating to office compliance with laws and regulations concerning Equal Employment Opportunity plans to ensure compliance with the Workforce Investment Act.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0064-300
TITLE	Equal Employment Opportunity Workforce Investment Act Grievance Files
DESCRIPTION	Documents relating to employment discrimination charges made against an office and subsequent investigations.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(2)(4)(11)(25) & K.S.A. 64-32
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0065-300
TITLE	Incident Reports - Office of Inspector General
DESCRIPTION	Documents relating to alleged incidents filed under the federal Workforce Investment Act.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	20 CFR sec. 667.630
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0066-000
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0067-000
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	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0132-000
TITLE	Legal and Public Notices
DESCRIPTION	Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters.
RETENTION	005 cldr yrs
COMMENTS	The Kansas Register is maintained permanently by the KSHS and the State Library.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0066-300
TITLE	License Application Files - Kansas Athletic Commission
DESCRIPTION	Applications and supporting documentation relating to Kansas Athletic Commission event licenses.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0071-000
TITLE	Litigation Case Files
DESCRIPTION	Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities.
RETENTION	See Comments
COMMENTS	Retain precedent-setting litigation records not scheduled by agency specific schedules 5 years after case is closed, then transfer to the archives for purging. Retain all other litigation records 5 years after case is closed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(25)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0074-000
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0075-000
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0095-000
TITLE	Records Management Records
DESCRIPTION	Documents related to the management of agency records including completed survey forms, inventories, schedules, and other miscellaneous materials such as correspondence or reference materials.
RETENTION	See Comments
COMMENTS	Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0122-000
TITLE	Visitors Logs
DESCRIPTION	Registers of logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

Agency Number: 300-008
Department of Commerce
Operations Division

SERIES ID	0075-300
TITLE	Accident Reports
DESCRIPTION	Documents relating to employee/program participant accidents occurring in, on, or around the office's facilities.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)(4)
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0001-000
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0002-000
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0003-000
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0016-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0017-000
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	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0018-000
TITLE	Buildings and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs.
RETENTION	See Comments
COMMENTS	Retain a minimum of 3 fiscal years or until warranty is expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0020-000
TITLE	Capital Improvement Projects Files
DESCRIPTION	Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0024-000
TITLE	Computer Software Licensing Files
DESCRIPTION	Documents proving the licensure and implementation of computer software programs by the agency.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0076-300
TITLE	Council Documentation Files
DESCRIPTION	Applications and supporting documentation related to the Local Board Composition as mandated by the federal Workforce Investment Act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0036-000
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0037-000
TITLE	Employee Personnel Files - Convenience Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-18
K.A.R. NUMBER	53-2-090

SERIES ID	0038-000
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	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0039-000
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	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0040-000
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0041-000
TITLE	Employee Training Records
DESCRIPTION	Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0042-000
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	K.S.A. 79-3234 & 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0043-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0044-000
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 9 completed by employee verifying eligibility to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0045-000
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)(11)
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0046-000
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0047-000
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for life of the equipment, then transfer to the new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0048-000
TITLE	Equipment Operation Records
DESCRIPTION	Documents related to the use of agency equipment (e.g.. Photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0049-000
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents dealing with applications for federal, state, and private grants and the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0050-000
TITLE	Grant Files - Unfunded
DESCRIPTION	Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0051-000
TITLE	Hardware and Software Documentation
DESCRIPTION	Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configuration, and equipment control systems.
RETENTION	See Comments
COMMENTS	Retain until the agency no longer uses related hardware and software and all data is transferred to and made useable in the new hardware/software environment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0060-000
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0061-000
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from Department of Administration, internal documents, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0062-000
TITLE	Kansas Public Disclosure Commission Statements of Substantial Interest
DESCRIPTION	Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0020-000
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning and implementation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, transfer to the records center 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0067-000
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0068-000
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	003 fisc yrs
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0069-000
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills, drafts of legislation, notes, correspondence, testimony, etc. relating to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-137

SERIES ID	0072-000
TITLE	Mailing Lists
DESCRIPTION	Lists of names and addresses to whom mail is regularly sent.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0037-300
TITLE	Newsletters
DESCRIPTION	Internally produced newsletters distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, then transfer 2 copies to the archives, destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0076-000
TITLE	Organizational Charts
DESCRIPTION	Records documenting the agency's current organizational structure.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0077-000
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-10A, DA-21 series, DA-171thur 177, DA-251-262.
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 Deduction Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0078-000
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, 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 Record.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0079-000
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	K.S.A. 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0080-000
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	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0084-000
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0085-000
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0086-000
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	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0087-000
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	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0090-000
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0091-000
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0092-000
TITLE	Purchase Orders - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0093-000
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0096-000
TITLE	Recruitment Files
DESCRIPTION	Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0097-000
TITLE	Reorganization Studies
DESCRIPTION	Records documenting actual and proposed agency organizational structure.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0098-000
TITLE	Request for Access to Records
DESCRIPTION	Documents related to requests for access to state agency records and agency responses prepared pursuant to K.S.A. 45-218.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0006-300
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration and operation of the agency.
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

SERIES ID	0109-000
TITLE	Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies for central supply rooms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0114-000
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0116-000
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of telecommunications service provider.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0118-000
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records relating to employee travel: DA forms 25(Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0120-000
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0121-000
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See Vouchers - Purchase, Purchasing Records, Bid Records, Contract, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0122-000
TITLE	Visitors Logs
DESCRIPTION	Registers of logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0065-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0127-000
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	Schedule does not apply to Division of Accounts and Reports. Includes all variations of forms.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0130-000
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 300-008
Department of Commerce
Operations Division
Research Section

SERIES ID	0042-300
TITLE	Working Files
DESCRIPTION	Variety of documents relating to staff research used to produce publications.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

New search